Proper Maintenance Documentation

[CStansbury]

After I get my last free oil change from the dealership, I want to start doing all of my own maintenance. Do you guys have any suggestions on how to document this to protect my extended warranty? Would a log book with receipts for supplies and each procedure noted be sufficient to prove that the work was done?

 

[rbattelle]

I have a spreadsheet I keep with a tab for each maintenance (or modification) item I perform. Even just carefully writing it out in a notebook and stapling the receipts should be enough.



I'm in the process of building an Access database that will allow me to store the data as well as scanned copies of the receipts. I already have a working one that stores fuel data (and a scanned copy of the receipt). I'd be perfectly willing to send it to anyone who wants a copy (you have to have Access to use it).



-Ryan

 

[Crunch]

After I get my last free oil change from the dealership, I want to start doing all of my own maintenance. Do you guys have any suggestions on how to document this to protect my extended warranty? Would a log book with receipts for supplies and each procedure noted be sufficient to prove that the work was done?

I do pretty much the same as Ryan. I maintain an "event log" in Word. I log everything I see as an event--from fill ups to oil changes, any parts or accessories I buy, and even the embarassing stuff like when I scratched all my glass while cleaning it. I'm also planning to set up an Access database that will let me record more data than I now do. I've kept every receipt this truck has generated, and like Ryan I plan on scanning them into a digitized format.



For starters, a detailed log will help you when you take your truck to the dealer for warranty repairs. It will also work to your advantage if you get a bad tank of fuel and have to fight with the fuel station company to get reimbursed for repairs. I also believe it will work to your advantate if you ever sell the truck; if you can show a potential buyer a detailed history of the truck they're more likely to believe you when you tell them you treat it better than your wife. If your wife is standing near by when you tell them this she will most likely back you up. Of course, maintaining an event/history log won't get you a single penney more if you trade it in on a new truck...

 

[EEdmondson]

I modified 3 "vehicle repair record" forms in MS works win98 templates. One for fuel, one for maintenance, and one for expenses such as nerf bars, bed cap, etc. I just found similar forms in MS Works in win XP.

 

[Wiredawg]

I keep a complete log

I have a spiral note book that I log each tank of fuel on, calculate mileage each tank and document maint actions.



Here are the columns:



date OD Miles Mileage Maint

11/30 57,350 880 14. 8 Chg oil/lube



My wife keeps one too.



Wiredawg

 

[ThomasLawrence]

I tend to not re-invent the wheel, and simply use the maintenance booklet that came with my owner's manual to document all service.



-Tom

 

[JStieger]

spreadsheet

Like others I use a spreadsheet. Also keep every receipt except for fuel which I tossed after logging into the spreadsheet. After reading previous posts I think that I'll keep them from now on, especially for this winter in case I get a load of crap fuel.



I also added another tab in the spreadsheet to calculate the operating cost per mile. Not including depreciation, I'm running $0. 359/mile for fuel + maintenance + accessories + reg/ins.



Curious as to what other people's operating costs are?



Also, what's the "proper way" to calculate depreciation cost per mile? Assume a time period for write-off and then purchase price / # years = $/year (straight-line depreciation)? This is what I'm doing now and assuming a 7-year ownership period. Accountants at work said they write-off the company vehicles after 2 years!



After doing all this I came to a new appreciation for how cut-throat the over-the-road trucking businesses have to be to make any money.

 

[klenger]

I have a spreadsheet to keep track of all of my operating expenses, including fuel, maintenance, and cost of buying the truck. I calculate my total cost per mile, which includes the full purchase price. So far, after about 11,000 miles, my operating cost is $4. 09 / mile . A real sobering thought came to me as I was reviewing the spreadsheet is that my fuel cost when empty is about $0. 10 / mile and my insurance is $0. 05 / mile .

 

[CStansbury]

Great info guys, thanks. I think I'll try the Word templates because my antique 'puter doesn't have Powerpoint :{ We'll see how that works for a while.

 

[Carlsummers]

Ryan, I would like to try your Access DB. My e-mail is -- email address removed --

Thanks a lot.

Carl.....

 

[rbattelle]

Ryan, I would like to try your Access DB. My e-mail is -- email address removed --

Thanks a lot.

Carl.....

Casey Balvert also wanted a copy of my database, and I'm still quite willing to hand it out. One problem: it was working fine when I finished building it, but when I tested it before giving it to Casey it completely stopped working. I think it may be a problem with my computer, though... something with the OLE system. When I fix it I'll let you know.



-Ryan

 

[Jerry1]

I use Vehicle Record System software. It is a great program and it is FREE for three vehicles or less. You can get it at kjon.com

 

[SnoKing]

Cummins NW has a record of every filter and part that I have purchase over the years for both of the Dodges and the two marine B150's that I have in the boat. SNOKING

 

[CStansbury]

I use Vehicle Record System software. It is a great program and it is FREE for three vehicles or less. You can get it at kjon.com

Nice freeware! Thanks!

Oo.

 

[hammersley]

Wow there...........

I have a spreadsheet to keep track of all of my operating expenses, including fuel, maintenance, and cost of buying the truck. I calculate my total cost per mile, which includes the full purchase price. So far, after about 11,000 miles, my operating cost is $4. 09 / mile . A real sobering thought came to me as I was reviewing the spreadsheet is that my fuel cost when empty is about $0. 10 / mile and my insurance is $0. 05 / mile .

Surely you don't mean - $4. 09/Mile!!!!! I hope we have a misplaced decimal... .

 

[JStieger]

This is my break down so far:





Fuel $0. 110/mile

Service $0. 051/mile

Accessories "BOMBS" $0. 070/mile

Reg $0. 031/mile

Insurance $0. 094/mile

------------------------------------------------------------

Depreciation (purchase price split over 7 years) $0. 252/mile

-------------------------------------------------------------

Total $0. 608/mile



If I assume a one time sunk cost, then my current total cost increases to $2. 123/mile! I just depreciated very simply over 7 years since the last vehicle I owned for about 8 years. In reality the depreciation is probably heavily weighted in the first few minutes you drive the vehicle off the lot! It would be nice to have any accountants on this site give some insight to this; I can never get any straight explanations from the accountants at work.



I have about 3 times the miles as klenger does, so his total cost is entirely reasonable.



I get dinged on insurance because of my age group and marital status even though I have no claims.



If I factor out the purchase price, then I'm back to $0. 359. I think the IRS quotes a figure similar to this for mileage claims on tax returns??



These trucks aren't cheap to own and operate, but they sure are fun!

 

[jsimpson]

Last free oil change???