Practical guide / Vehicle Records & Costs Workbook 1.0
Which confirmed vehicle tasks and documents need reviewing?
Use your manufacturer or qualified provider’s intervals, dated odometer readings and actual completed work to calculate the next date and distance threshold. Keep costs and verified document dates alongside. The rule begins at 10,000 km on 01 Jan. A later recorded service at 12,000 km on 01 Jul advances a six-month / 5,000 km interval. The current reading is dated; the workbook does not extrapolate it.
Your first useful result: See a completed service reset both thresholds. Follow the first task
Record the vehicle and reading
Choose km or miles per vehicle. Record the current odometer and the date you read it; keep the same unit in all linked service records. The review date does not invent a more recent reading.
Vehicles V-01 has a 15,200 km reading dated 8 October 2026. Service rule SR-01 uses a fictional confirmed interval of six months or 5,000 km.
Review: Open Vehicles and compare the linked reference with the records above.
Copy confirmed service rules
Enter intervals only from the actual manufacturer or qualified provider. Set a baseline completion date and reading. Leave an unused interval blank. At least one interval is needed.
Service Log SL-01 links to SR-01: completed 1 July 2026 at 12,000 km, with 90.00 paid. This valid record replaces the earlier baseline for that rule.
Review: Open Service Log and compare the linked reference with the records above.
Log actual work
Link completed work to the rule ID. The latest valid entry through the review date replaces the rule baseline for its next due calculation. Changing an interval changes the next estimate, never historical paid amounts.
Due Review SR-01 shows 1 January 2027 and 17,000 km. The dated reading is 1,800 km below that threshold. This is a record comparison; obtain real intervals from your vehicle’s confirmed instructions.
Review: Open Due Review and compare the linked reference with the records above.
Review dates and costs
Due Review shows next date, next odometer and separate due flags. A dated reading is shown alongside the distance result. Documents records dates you verify yourself. Monthly separates servicing from other costs.
Due Review SR-01 shows 1 January 2027 and 17,000 km. The dated reading is 1,800 km below that threshold. This is a record comparison; obtain real intervals from your vehicle’s confirmed instructions.
Review: Open Due Review and compare the linked reference with the records above.
Check the assumptions.
- 20 vehicles; 120 service rules; 300 service log records; 300 other cost records; 100 document records.
- User-entered intervals only. No recommended servicing, repairs, roadworthiness, legal, insurance or safety advice.
- One odometer unit per vehicle. No km/mile conversion, telemetry, live mileage, reminders or diagnostic connections.
- Latest service is determined by completed date, then later physical log row when dates tie. Manual odometer updates remain essential.
- One currency, no depreciation, resale valuation, tax or fuel-efficiency inference. Native Excel verification pending.
Keep a copy you can return to.
Keep the supplied clean and example files unchanged. Save your own working file with a useful name, such as vehicle-records-2027-home.xlsx, and keep a dated backup before a large edit. A purchased ZIP is the blank source, not a backup of your entries.
If an input or formula is replaced
Undo the edit while it is still available, or return to a known good backup. If you need a fresh clean file, transfer only your records into its marked input cells and follow the setup guide again. Do not paste whole sheets over the supplied formulas, validations or reference lists. Check IDs, units, dates and linked results against the example before relying on the copy.
When the supplied rows are full
20 vehicles · 300 service entries · 300 cost records. Calculation ranges and validations have fixed capacities. A new row below a table does not prove that every linked result includes it.
For a separate period, project or volume, preserve the old workbook and start a named clean copy. If records must carry forward, record exactly which inputs you transfer, preserve their references and compare the opening and closing figures. Avoid copying historical activity as both an opening amount and a new movement. There is no automatic migration between files.
Inspect the workbook before you choose.
View its real sheets and a fictional calculation example.
Explore Vehicle Records & Costs WorkbookWritten for version 1.0. Examples describe the supplied workflow; they are not customer results.