Keeping logs?

[Earl Weiss]

I know lots of people schedule preventive maintenance. How many keep a log of the following:

Replacement of parts, when done, parts #s prices and where ordered from.

Thinking of doing this instead fo searching catalogs or the net when I need something.

Key #s for locks in case you lose them or they are stolen (Thanks Randy - Doing this now.)

 

[washme1]

I keep track of hoses on my IBA so I can refer to it if I want to order the hose made before driving to pick it up from the place where they are made. I also keep record of the price which reassures me I'm not the only business raising prices. It also helps prevent shock when I see the cost. I also like to have the date to know how long they're lasting.

I keep of list of key numbers.
I keep a file of helpful posts from autocareforum

 

[Randy]

We keep a log of every mile we drive that is business related.

We keep a log of every item we buy that is business related.

We keep a log of all the spare parts with part numbers for reordering.

We keep a log on Hoses. When installed, length etc. We make our own hoses.

We keep a maintenance log, when work is done to equipment, pumps rebuilt, Vacuum brushes or motors changed, pits pumped, cost, etc.

We keep a list of Key numbers and which equipment has which key. We don’t keep keys at the car wash, too easy to lose them or have them walk away.

 

[2Biz]

I have a calendar in the ER that I write down and track water meter readings daily (meter is in the ER). When not weeping water, I can tell within a few percent how much $$$ I should make given how much water is used. Its amazing how consistant this is. Tracking water usage also lets me know when I need to clean out the bay pits, about every 10K gallons. I record pit cleaning and when I clean out the vacs so I know when to do it next time.

I record daily counter readings from the changer to validate from previous day (bills taken out daily and counted to verify what was dispensed).

I record how much pop was vended from my pop machines weekly from the electronic display (The machines keep track of amount of pop vended). Then I compare that to how much I load and how much $$$ I take out so I know the machines arn't getting beat.

For parts tracking, I buy most of my parts from KR. I have everything that I buy saved in "My Favorites" on their site for easy reference. What I don't buy from them, I have a "Car Wash" folder set up in "My Favorites" in Internet Explorer where I store links to the other sites I've bought parts from.

 

[I.B. Washincars]

Wow, you guys need to get a girlfriend or something

 

[cantbreak80]

Wow, you guys need to get a girlfriend or something

That's what I was thinking.

"Here's to wives, lovers, and girl friends...
...and, may they never meet!"

 

[2Biz]

You guys know thats not the way it works!

They always find out!

Thats why I occupy my time keeping track of things. Keeps me out of trouble!

 

[MudMoney]

I'm happy to see that I'm not the only one that is anal about record keeping.

 

[Reds]

I keep a parts list in Excel spreadsheet that tracks OEM part #, source, source part #, # I have on hand, and notes about the part. I also have a maintenance log that I carry with me to note what maint I have done, date, cause, result. I use it when a problem pops up a second time to refresh my memory. I also have a program that I got with my scanner and every single thing that I order on the net I print a receipt (pdf file) into a "web orders" file in that program. Then I can go back and search for order details. My maint log is a tremendous help to me. I also keep key #'s in my parts sheet.

 

[gearhead]

logs

I do the same as Reds. For quick ref I will write on, engrave or toe tag parts with dates rebulit or replaced. Not only do these docs save me time but I believe that they will be benificial when it is time to sell. Just like maint. records you keep of your personal vehicle.

 

[Earl Weiss]

That's one of the great things about the forum. A range of ideas and solutions so each can analyze the info for themselves and choose solutions that suit them best.

For me with different locations I have started seperate logs for each. Since I inherited much of the equipment and some was modified over time I ghad to always check to see what I needed. For example I have 2 pair of identical lower detail units, and oredered cloth once and found out I was short. Figured out someone had replaced a core with one with fewer slots and of course that was the one I counted.

 

[MEP001]

I keep a parts list in Excel spreadsheet that tracks OEM part #, source, source part #, # I have on hand, and notes about the part.

I also keep an Excel sheet for parts, part numbers and the cheapest vendor, but since I'm the only one handling them I keep them in shelves in clear food storage containers I bought at Sam's (Mainly to make it easier to find something). When I notice a supply of something getting low I write it on a sheet of paper and I order everything on the list when I feel I might run out of something.

Before I did that, I had parts in boxes on shelves, in bins and buckets everywhere. Every time I needed a check valve and couldn't find one I'd order a half-dozen more. I finally went through and sorted everything and found at least 50 brand-new check valves.

 

[Reds]

I keep them in shelves in clear food storage containers I bought at Sam's (Mainly to make it easier to find something). QUOTE]

Good Idea. I'm gonna buy some of those containers so i don't have to root thru all the little boxes to find eyes, coils, etc. Thanks for that one.

 

[Earl Weiss]

Perhaps another thread or expansion of this one on keeping spare parts and lists if any.

I use clear shoe box type containers for larger parts and typical sectioned boxes from Home depot / lowes for smaller one.

If I were really organized I would have a list like I found from a prior operator of all parts to be kept on and with the specs, Quantities and re order levels. Now it's just reoprder when using last one or next to last. Except of course when the guys forget to tell me they used the last one.