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Linda Caffee
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Linda.caffee - 12/31/2012 8:13:07 AM
   
Keeping records
In my old age I am getting forgetful... So I make lists

One of my lists is a to do list on the first of every month some items need to be printed others I store:

EOBR Records

Bank Records where I have opted out of the bank sending me records

TA/Petro - reconciliation sheet of all of our fuel we have purchased for the month

P & L sheet against our fuel records

I opt out of as many records as I can being sent to our house as they do not need to be laying around in our mailbox. Since I decided to opt out of these records it is up to me to make sure I have a copy of them.

Jimmy Nevarez
200k
200k
Angustrans - 12/31/2012 9:45:19 AM
   
RE:Keeping records
This option of opting out of mailed copies for records also means, most times, that you can reconcile your numbers earlier than if they were mailed. If you have to wait for them to be mailed to you, month end statements might not reach you until between the 2nd of the month and the 4th of the month. If you opt in for electronic statements, they are usually available to print on the 1st or 2nd day of the new month, allowing you to reconcile your previous month earlier. We can also never go wrong helping the environment with the "Green" impact of saving paper printed from trees!

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Linda - 12/31/2012 1:54:19 PM
   
RE:Keeping records
Jimmy do you print out your statements or do you file them electronically? If you store them electronically how do you plan to retrieve them in five years if you are audited?

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hippiechris - 3/22/2013 6:12:40 AM
   
RE:Keeping records
I keep mine in 3 spots, on the computer, on a thumb drive, and in the cloud. I still have papers I wrote in high school 15 years ago. Dropbox is a great service for keeping stuff online.

Jimmy Nevarez
200k
200k
Angustrans - 3/25/2013 9:18:39 PM
   
RE:Keeping records
I have been backing up data to the cloud lately as well, so we will see if this makes a good format for me to work with. I like adding it to my memory stick and paper copies as a third source. Can never have too many backups on paperwork, so long as they stay organized.

Jimmy Nevarez
200k
200k
Angustrans - 3/25/2013 9:15:34 PM
   
RE:Keeping records
Sorry for the delay, this part of the forum fell through as unsubscribed, so I never received the question update in my email. Of course for audit reasons it is important to store hard copies of everything. I have a filing cabinet, but also hang onto the electronic backup on a memory stick. This way it can be locked in my fire safe and secure in case something happens to the hard copies.

Gale Donner
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25k
gale - 1/6/2014 4:55:44 PM
   
RE:Keeping records
Linda.
we are first time o/o bought the truck end of sept.This will be our first time to do a quartley tax report for us.Any advice? thank you

Linda Caffee
200k
200k
Linda.caffee - 1/6/2014 6:09:45 PM
   
RE:Keeping records
Have a good Truck Accountant.

An accountant who understands trucking is a must have as they can save you a fortune and will help you or will do these reports for you.

An accountant is someone you will work hand in hand with as an O/O to get everything right and get all of the deductions that are due to you.

roscoe l hoose jr
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25k
justme - 4/5/2015 12:04:07 PM
   
RE:Keeping records
Does it hurt me if I don't file quarterly

Mike Taylor
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25k
Suitcase - 4/9/2015 7:09:57 AM
   
RE:Keeping records
I am interested in getting fuel reconciliation sheets from TA/Petro. How does that work? Also is just me or do you get better fuel mpg with there fuel vs the others?

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