With a bit of Visual Basic code that this site will provide when complete, the spreadsheet can be automated to calculate and subtotal the gallons with a mouse click.
This method of gallons tracking has been used as far back as 2003 for a fleet averaging around fourteen reportable trucks. No accountant has ever had a problem with the gallon entries or Chart of Accounts setup.
When complete, this site will explain how to:
- set up your bookkeeping application for gallons tracking in minutes
- enter gallons as you enter transactions
- create and memorize automated reports that separate by fuel type, state and truck
- automate a spreadsheet to perform the calculations for you with the click of a mouse
Small businesses without the funds for in-truck electronics and accompanying software may find this fuel tracking method serves them very well.
Smaller companies typically use a paper Hours of Service recording method. Smaller companies typically use a bookkeeping application to record transactions. This method works with popular bookkeeping applications like QuickBooks.
The benefits are:
- can be integrated into and implemented during the normal bookkeeping process
- the gallons data remains in the bookkeeping application so no separate database is required
- uses software most offices have anyway so there is nothing extra to buy, upgrade or cause incompatibility issues
- adds only seconds per transaction to the normal bookkeeping process
When the site contains the complete process from beginning to end, it will be published in hard copy and the information removed from the site. Therefore, you may want to take advantage of this free information while available.
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