For those of you who would like to fill out the Monthly Maintenance Report on your computer and then e-mail it and your receipts to Angie, this link is to the electronically fillable form for that purpose:
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This link is a direct download of the file:
Monthly Maintenance Report E-Form.pdf
I add maintenance items to the form as they happen during the month, then at the end of the month all I need to do is finish it it out with odometer reading and date, and then electronically sign the form, and e-mail it in. I scan receipts as PDF files as I get them, as well, and then at the end of the month I use Acrobat to combine all the receipts into one file. The Maintenance Form and the Receipts will be two separate files, as you cannot combine multiple pages (like receipts) with a form containing artwork.
So, the two files I e-mail in are, as an example
555 Maintenance Report Oct.pdf
Which is the electronically signed form, and
555 Maintenance Report Oct RECEIPTS.pdf
Which is a single file containing multiple pages for all the receipts.
Obviously, you can give them filenames of whatever you like.
Take the master form, fill out recurring information like name, Unit#, VIN#, etc., and save it for your new master. Then each month fill it out and save it with the month filename and you're good to go.
No need to print it out and sign it if you sign it electronically, and no need to send in original receipts if you scan them and send them in this way. Your QC scanner can, of course, be connected to your laptop to scan the receipts.
Also, for those who want it, here's the form for Tolls and Expenses:
Tolls E-form.pdf
If your tolls are mostly or always I-Pass, EZPass or some other transponder tolling where you can print an online statement, you can print the statement page(s) to a PDF file, then attach the toll statement PDF and the filled-out Expense Sheet and e-mail them to Admin. If you're by the office often enough you won't need to do this, but it's an option. If you have a printer in the truck you can also fill it out and print it. I added the logo, so it looks kewl, anyway.
Load 1 Folder
This link is a direct download of the file:
Monthly Maintenance Report E-Form.pdf
I add maintenance items to the form as they happen during the month, then at the end of the month all I need to do is finish it it out with odometer reading and date, and then electronically sign the form, and e-mail it in. I scan receipts as PDF files as I get them, as well, and then at the end of the month I use Acrobat to combine all the receipts into one file. The Maintenance Form and the Receipts will be two separate files, as you cannot combine multiple pages (like receipts) with a form containing artwork.
So, the two files I e-mail in are, as an example
555 Maintenance Report Oct.pdf
Which is the electronically signed form, and
555 Maintenance Report Oct RECEIPTS.pdf
Which is a single file containing multiple pages for all the receipts.
Obviously, you can give them filenames of whatever you like.
Take the master form, fill out recurring information like name, Unit#, VIN#, etc., and save it for your new master. Then each month fill it out and save it with the month filename and you're good to go.
No need to print it out and sign it if you sign it electronically, and no need to send in original receipts if you scan them and send them in this way. Your QC scanner can, of course, be connected to your laptop to scan the receipts.
Also, for those who want it, here's the form for Tolls and Expenses:
Tolls E-form.pdf
If your tolls are mostly or always I-Pass, EZPass or some other transponder tolling where you can print an online statement, you can print the statement page(s) to a PDF file, then attach the toll statement PDF and the filled-out Expense Sheet and e-mail them to Admin. If you're by the office often enough you won't need to do this, but it's an option. If you have a printer in the truck you can also fill it out and print it. I added the logo, so it looks kewl, anyway.
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