Automating your SARS logbook
A big bonus of fitting a tracking device to your vehicle is the option of reports which include your tax reports or SARS logbook. Other reports can include driver behaviour, speeding, both the duration and place of stops, times (proof of delivery time) and route driven.
From a business point of view the security aspect may be of lesser importance than the management aspect. The more sophisticated or fancy systems allow you to monitor your vehicle/ driver in almost real time.
The third thing about tracking is the possible discount your insurer may give you.
The SARS logbook function on most systems is very easy to use and mostly automatic. Once you have set it up about the only thing the driver must do is indicate which trips are private, and which business. The system does the rest.
Some of the systems available in South Africa are, in no particular order:
The iTrack Live SARS Logbook.
This is available with 2 options. Either you pay R2650 upfront for the installation and R125 per month, with no commitment to a contract or you can take a 24 month contract which costs R350 per month with a R259 upfront payment.
This system will generate trip reports including an automated SARS logbook, report harsh driving or speeding and a vehicle trip summary. Upon entering the odometer reading at the beginning of the tax period into the iTrack Live system, a SARS compliant tax logbook will be automatically generated for you.
It is a GPS based system. The recovery option costs R15 per month extra. SMS’s for alerts will be charged. You set the system rules up to alert you for your choice of events. These may be no-go areas or sudden stops.
This system allows ‘real’ time tracking and mapping and is an advanced system.
Their website is: http://www.itracklive.co.za/tax-logbook.htm
Ctrack has 2 options which generate SARS logbooks. The Secure which is more of a traditional product and the Lite which is an entry level fleet control system.
Pricing of the Secure system is R269 a month on a 36 month contract, although there is no installation fee. This package does not track driver behaviour.
The fleet orientated Lite system costs R329 a month on a 36 month contract and includes live tracking at 10 second intervals.
Netstar offers the Cyber-Sleuth Supreme option for either an installation fee of R2799 and R215 a month or a 36 month rental at R280. You can monitor each day’s trips or the last ten stops. Detailed driver behaviour is not available.
Their Vigil-Lite option offers location, speed and trip reports and is geared to small fleets. Pricing is either an installation fee of around R2000 and a monthly service fee of R130, the rental option is R199 a month. This is more a management than a security tool.
Tracker offers the Skytrax GSM and GPS system. It is very comprehensive, and does everything, including coverage in neighbouring states upon request. Costs for the rental option is R320 for 36 months. There is no installation fee. The cash option is R2999 and R235 monthly with no fixed period contract. This is an advanced product.
Matrix offers 3 levels of service. MX1, 2 and 3. Only the MX3 offers SARS logbooks. Monthly rentals are R315. The month to month cash option costs R3499 and R215 for the MX3. It includes a panic button, border alerts and no-go zones. This is a comprehensive system.
It will pay most businesses to install tracking devices to their vehicles. To extract maximum benefit you will need to subscribe to the more advanced options. The benefits include lower insurance costs, SARS compliance, vehicle control, reduced travel (fuel) costs and better standards of safety and driving (less accidents). Your administration costs should also be lower.