Maintenance Tracking

DmansPadge · Dec 23, 2004

I also do mine on paper. I have a folder with a notepad and five folders in it. I write down all of my maintenance and warranty records with the date and mileage/hours on the notepad. I have the folders designated for different receipts and paperwork. One for perventative maintenance, warranty work, and so on.

I don't see any problem with doing the same on a computer, but like another poster said, I would record it to a CDRW when you update it. And hang on the any receipts you get.

As far as the receipts go.... is doesn't PROVE maintenance and such were done... but I don't think many people buy parts, filters, and oils then don't use them. And yeah.. I'm sure you can create fake receipts. But the receipts I have are from several different stores and all look different and some of them I would think would be pretty hard to reproduce. The paper ages and I would like to think you could tell the difference between the real deal and fakes that were all created at one time to pull the wool over someones eyes. Receipts speak loudly in my book.

gsxr1100 · Dec 24, 2004

True but I could buy 24 filters and a 55 drum of oil at one time and never install it or install it on another car of the same model or used same parts? I am not saying it would happen but it very hard to prove someone did something just by a slip of paper.

Example here, I could have about 10 filters and about 50 gallons of oil ready to go (which some people do). But if you go by the “proof of receipt program” we are talking about, I would draining my oil every month! Just take my miles on my car (from when I purchased it) and divide it by the filters (integral with oil also). So you see where the paper means nothing.

As you could be correct on paper slips but again look at the people you are looking to for help? The person behind the repair department is not a ex-government agent trained in counterfeiting papers either. If there were so smart in this area they would not be working there. Not degrading them but it does not add up. Plus factor in the pay per hour and how fast the turnover is. Again, does not add up.

Also they have a database in dealerships for a reason, hence no slips needed. All car manufactures have this. So if there was service do at a dealer, run the VIN or my name.

Again, I have never been asked to show anything since I have been driving. Any repair was fixed without questions. Even when I traded in my truck (Powerstroke diesel) at Lexus, the head mechanic wanted the truck before I even traded it in. Lexus asked me about service records they did not want slips. Wanted something just to show some service was completed ( I did all my own). The people were in amazement when I showed them what I personally do and my oil tests.

To close, I do not put too much faith in slips or people working in the service area since there are for the company not you. All my data is on CDR or DVD-R and that is proof enough for me. If they don't buy it, do an oil test.

JoeG · Dec 24, 2004

What is the point of this debate about "proof"?!? What exactly proves that you performed maintenance? Do we need to videotape the procedures with digital signatures to prove date and time? What about the manufacturers burden to prove that not performing the maintenance caused a problem? There are plenty of well maintained engines and transmissions that have failed.

I track my maintenance primarily for my own purposes. I have never had to use it for any warranty "proof." For instance, a declining MPG on my truck may be indicitave of a problem with the fuel I'm buying, my driving style, or a mechanical problem.

BTW... I use excel. Actually it's an old 1-2-3 workbook that I created many years ago. It tracks my fuel fillups and maintenance. The maintenance section is for record only. The fuel section helps track lots of statistics (mpg, rolling 10 fillups, mpg by octane, mpg by brand.) Over a few hundred fillups it has helped me establish some opinions and sway my decisions. It also provides me a heads up on maintenance by showing me how close I am to the next fluid changes.

Happy Holidays,

Joe

gsxr1100 · Dec 24, 2004

JoeG---well Joe I have no idea. Some brought up proof and I had to jump on it! /forums/images/graemlins/smile.gif

I do the same thing. Excel is cheap and it works.

DmansPadge · Dec 24, 2004

Ok, we've made a mess out of Dooze's simple question! I'll say what I have to say and call it good! We could debate this one forever! I'm not even sure how all this started! Haha! /forums/images/graemlins/smile.gif

( True but I could buy 24 filters and a 55 drum of oil at one time and never install it or install it on another car of the same model or used same parts?)

Again.. I don't think many people buy parts and don't use them. And if they worry about changing the oil in another machine that uses the same parts, I would imagine they change the oil in all their equipment.

( Example here, I could have about 10 filters and about 50 gallons of oil ready to go (which some people do). But if you go by the “proof of receipt program” we are talking about, I would draining my oil every month!)

Like I said earlier.. it doesn't PROVE anything. But neither does having documents on a CD or writing it in a book, etc. The only reason my tractor/truck goes to the dealership is for warranty work as I do all the maintenance myself. So the dealer isn't going to have any PM services documented. If I'm going to buy a used piece of equipment... I don't expect someone to PROVE to me that it has been maintained. But if they have reciepts and have documented what they (or the dealer, or Joe Blow at the local shop) did that is good enough for me. Tons of people don't keep any records at all.

( As you could be correct on paper slips but again look at the people you are looking to for help? The person behind the repair department is not a ex-government agent trained in counterfeiting papers either. If there were so smart in this area they would not be working there. Not degrading them but it does not add up.)

I don't know where this is going or coming from? /forums/images/graemlins/confused.gif

Have a Merry Christmas! /forums/images/graemlins/cool.gif

BXMMCC · Dec 24, 2004

If you want maintenance tracking software, some good sources have been posted.

If you want to TRACK MAINTENANCE, the easiest way is to use the Kubota tractor manual, page 38. Make a couple of copies of the page (in the event you log more than 700 hours).
Whenver you do, or have done, a scheduled maintenance item, check it off!
Simplest thing around since you need the manual to know what to do.
If you save receipts, staple an envelope to the inside of the rear cover.

gsxr1100 · Dec 25, 2004

( Again.. I don't think many people buy parts and don't use them. And if they worry about changing the oil in another machine that uses the same parts, I would imagine they change the oil in all their equipment. )

I have parts from other cars and trucks that I never installed. I bought a few at one time since I got them cheap. Also just because someone has time to change the oil on one machine does not mean they have ample time to do the rest. I have 3 cars, tractor etc that have parts to do oil changes at all times. But I do not do oils changes on all 3 at one time. But if I sold the cars. Etc right now I have slips that would be good to go for some people. But I never installed the 3 extra filter and the 15 qts of oil each. See my point?

(
Like I said earlier.. it doesn't PROVE anything. But neither does having documents on a CD or writing it in a book, etc. )

The CD is for me and not the next guy. I could carless if he gets the CD or not. He who asks…. Don’t trust me, pull the oil filter off and see if the records match, select any fluid and get it tested, view the dipstick, check my records on any car, etc. I always look at more the the records when I buy something. I do this to makes sure it “all adds up”. If something seems odd, it more then likely is or if the persons other autos are trash, something is weird.

( The only reason my tractor/truck goes to the dealership is for warranty work as I do all the maintenance myself. So the dealer isn't going to have any PM services documented. )

I agree and that is why I stated “If your car goes into a dealer……” Mine only goes in for warranty or work I do not feel like doing on it. I like my dealer and it is worth the ride. Now my local dealer I would not use him even if he had free service.

My point here is that I can overwhelm you with receipts up the wahzoo and it does not mean anything. I personally have receipts for Kubota filters etc but what does that mean? **** I still have some extra parts on a shelf. Or I could have bought them and walked right back into the dealer and returned them. But all you would see is a pretty receipt in my slip package that shoes XX parts. I can give an opposite post for everything about this subject since there is none, zero way to prove anything was done on the machine unless it has a Kubota logo on the slip.

( I don't know where this is going or coming from? /forums/images/graemlins/confused.gif )

This is where or why I replied to it ..
( You stated “The paper ages and I would like to think you could tell the difference between the real deal and fakes that were all created at one time to pull the wool over someones eyes.” )

So to close I do not trust anyone records on any pieces of equipment since people have a weird why of doing weird things. The records “is not enough for me” maybe others.
Example, when I was up getting my fuel sending unit replaced on my BX (which I have zero slip for), my Kubota dealer he had a new L series there with a blown engine with 100 hours. I asked Jim (owner) about it and he said the guy ran it with no oil; but, the guy said there was oil in it. I wonder if he had slips to say he bought oil. Slips or no slips, he has to pay the $5K to fix.

I would personally look on some P2P software online and see what they have for programs. hint hint.

Well back to 24 hours of "A Christmas Story" on TBS. /forums/images/graemlins/grin.gif

DmansPadge · Dec 25, 2004

I've heard of "buyer beware" but never "buyer be paranoid" ??? /forums/images/graemlins/confused.gif

cp1969 · Dec 26, 2004

I use the database that comes with Microsoft Works (Access would work as well or better).

I set up fields for date, unit, hours/miles, description of work done, where the work was done, and cost.

It works pretty good. Sortable by any of those fields. I have every motorized contraption I maintain in this database.

gsxr1100 · Dec 26, 2004

I am not paranoid at all. It is just I trust people very little. Then when someone is buying, or I am buying a multi-thousand dollar toy, sometimes records are false or skewed. People like to try weird things when $$$ is on the line.
Example, look at Ebay. It is worse now then ever.

Case in point, look at the global picture and not a little slip or book. If the tractor looks like junk but records are perfect, something is wrong. Or the person has broken cars, trucks, parts, etc all over the place, but the records are "fresh" and wayyy to perfect, move along.

Also I never go by looking at the dipstick oil, since most times people will change the oil, sometimes for the first time. Ask them some simple odd questions like air in tires, did you have problems cleaning the screen, etc.

Access is another good program. Could go from that, Export to Excel, then to PDF. All good stuff.