SARS Tax logbooks

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.

Their website: http://www.ctrack.com/za/solutions/private-vehicles-and-small-fleet/ctrack-secure/

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.

http://www.netstar.co.za/campaigns/summer_campaign/sv_AltechNetStarPromotions.php?ref=1&prod=5&gclid=CLiOy_yAhbwCFUr4wgod0BUAbg

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.

http://www.tracker.co.za/Product/ProductWizard.aspx?NK=/product/productwizard.aspx

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.

https://www.matrix.co.za/tracking-services/auto-logbook

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.

GPS Log Book review

GPS Log Book

KISS – I just love simple, easy to use tools which make my life easier and help cut out the hassle. The GPS Log Book is one of these things.

Basically it is a device which looks like a car charger for a cellphone which you plug into the lighter socket and leave to do its thing. Voila. Simple, hey.

When you want a report you plug it into your PC/laptop and it automatically downloads all your trips and puts it on the database on the net. You then pull the reports as and when you need them.

You can use it to monitor your or a driver’s behaviour, how fast he drives, when and the route. You can see all the stops, which you can name. It automatically produces tax and other reports, which you can tailor for your own use.

The trip report includes a map of the route driven, start time, stop time, avg speed, max speed and duration. You can add notes to the trip report which then forms a permanent part of the history. You can identify which are private and which business trips and who the client is, if applicable. It is very easy and intuitive to use.

The GPS Log Book system consists of 4 items:

  • GPS Log Book device
  • Sync Application
  • Web Interface
  • Reports

The GPS Log Book Web Interface is the backbone of the GPS Log Book system. It allows the user to manage their device/s, view trips and add locations as well as many other useful functions including various reports.

A SARS compliant log book can be generated for use with the ITR12 Income Tax Return for Individuals. Data is stored for more than 5 years and can be viewed at any time if required.

All of this data can be accessed from any location, on all major web browsers, using the intuitive Web Interface with the administrative functions for the GPS Log Book.

A cable is provided to plug into your PC. The device has a USB port so that you can plug your cellphone into it to charge while it is still plugged in and working, in the car.

You need to have internet access to do the reports and update the database.

The URL is: http://www.gpslogbook.co.za, go and check it out.

At time of writing it costs R849. It comes with a 12 month warranty.