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Old 05-19-2016, 07:52 PM   #1
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RV Maintenance Record Format?

What maintenance information do you keep and in what format? Do you just use a notebook and keep a date and amount entry for each expenditure? Do you keep all receipts and put them in a 3 ring binder? Toss everything into a box or two? Enter every fuel or campground purchase? Scan it and store in a database? How do you organize all of this valuable information?

What is the best way to keep track of what you have spent money on and the maintenance services that have been performed? When I hear over and over to get a coach with good maintenance records, I still wonder what the best ones would be like.
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Old 05-19-2016, 08:15 PM   #2
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I have a spreadsheet to track maintenance items are due. Nothing extensive or fancy. The stuff is done in my birthday month, so I just track the year due.

Receipts, as acquired, go into a large envelope kept in the pocket behind the drivers seat. Every once in awhile, move them to a slot in the bag of documentation that came with the coach.
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Old 05-19-2016, 08:54 PM   #3
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I downloaded a maintenance record format in an Excel format. I keep a record of everything I do to the MH and what it cost. Just do a search for maintenance record in excel format. Works great in that I can show I spent $14,000 on the MH since I bought it.
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Old 05-19-2016, 09:12 PM   #4
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I also have a spreadsheet in Excel that I got from another site.
I keep track of maintenance and fuel usage.
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Old 05-19-2016, 09:56 PM   #5
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I use a spreadsheet for logging and tracking maintenance. I save all receipts in date order. Emphasis here is more on tracking maintenance accomplished and maintenance due, rather than cost. I log every problem encountered, and corrective action taken.

I have columns for date, description (problem,service,repair), who provided service/repair, service category, and miles or hours. Service category is just a logical breakdown, such as air brake service, appliances, batteries, chassis heat/air, engine oil/filter, etc.

I track cost in a personal accounting system.

I have a different (manually kept) log for fuel purchases with some notes on campgrounds used.

Fred
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Old 05-20-2016, 04:32 AM   #6
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We keep a file folder where we put the maintenance receipts but we also have a small notebook by the driver were we record gas fillups and will just make a note in that also so it is easy to see when we did something. If we need to do something at a specific time we add it to our Google Calendar and it sends us an email and a reminder on our phone when it is due.

We found the spread sheet was just another step that we didn't need and wanted something more easily available.
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Old 05-20-2016, 05:05 AM   #7
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I have a note book in the coach that I record everything I do to it. Maintenance, fuel, upgrades and such. Pen and ink always works, doesn't crash or get corrupted. Plus if I write it down when the event occurs I won't forget if my mind crashes or gets corrupted. I also have a spread sheet to track dates of reoccurring chassis maintenances and fuel usage using data from my note book. My Navigator keeps track of the social side of getting away from he home stead.
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Old 05-20-2016, 06:09 AM   #8
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Airline Style

Quote:
Originally Posted by FatChance View Post
What is the best way to keep track of what you have spent money on and the maintenance services that have been performed? When I hear over and over to get a coach with good maintenance records, I still wonder what the best ones would be like.
For the maintenance performed, I put receipts into a hanging "MH Maintenance" file.

But, the real challenge is documenting small failures that might otherwise be forgotten. On the road, for example, noticing that a faucet handle is coming loose should be written down prior to climbing back into the driver's seat, or it'll be forgotten at the next tricky intersection.

For this, we resort to a method used by every major airline.

A notebook is kept with our legal documents and trucker's atlas in the overhead storage compartment behind the driver's seat. It has all the checklists, like the Onan table, the chassis service checklist, and my own two creations, one for monthly items and the other for semi-annual inspection items.

Behind that, the maintenance log, a stack of forty or so forms like the one I've attached below. Each numbered entry has the date, the discrepancy, parts needed to fix it, and the resolution, from left to right. When a page of writeups is cleared, I draw a diagonal line across it, fold the page in half.

In front of these pages is a plastic-shrouded list on which deferred items are listed. Those are non-critical discrepancies which can be resolved during related recurring maintenance, or some other future point.

Just like we do in the air carrier business, the book is reviewed prior to departure. Any items that are critical to the operation must be resolved before I turn the key. Simple, effective.
Attached Files
File Type: pdf Motorhome Writeups .pdf (25.4 KB, 62 views)
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Old 05-20-2016, 11:28 AM   #9
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Mine ain't that complicated,
Receipts get handed to the DW and for the rest what stays in my head must be important or it would fall out.
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Old 05-20-2016, 07:42 PM   #10
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I most likely go over board so my DW says. I log everything that I do to the coach as well as repairs that someone else did and the cost.

Don't keep gas records other than on a long trip so I know what we spent for gas.
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Old 05-21-2016, 10:22 AM   #11
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I keep my records on separate Word documents I created for the Cummins ISL, 3000MH Allison, Spartan chassis and ONAN gen set. I maintain the records in a 3 ring binder and my computer with tabs for each section.

Each section has all the filters, lubs, belts, etc for each section. I log dates, mileage, hours, etc for each section. I even keep a record of wrench and filter wrench sizes so I have them in hand when I go under the MH.

All maintenance activity is logged in the computer and copied to each section to the binder I keep in the MH. Very simple and very effective.
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Old 05-21-2016, 12:00 PM   #12
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Being retired Navy, I keep a log of everything that happens daily. I write everything down that. I think will be of interest to me or someone else long after I'm gone. As far as receipts and documentation is concerned I keep it all in the NEAT system (scanner). I don't like having lots of pieces of paper. Plus if I want something the computer is much faster at finding it then I am.
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Old 05-21-2016, 03:21 PM   #13
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Maintenance record

Hi, I just started using an online program called Maintain my RV and it seems to be what I was looking for in tracking & reminding me. you can try it out for 30 days free at https://maintainmyrv.com/
https://maintainmyrv.com/

It takes time to set it up but I like the features and the flexability of the program. I hope that helps!

Richard
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Old 05-21-2016, 04:43 PM   #14
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Oh yea, you can also upload scannned or photos of receipts and other important documents then they are always handy when you need them. I really liked this feature.

Richard ;o)
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