RO Retention
Posted: Tue Dec 26, 2006 1:58 pm
We are a small GM dealer, and have never been audited beyond sending our Service Rep 10 or 15 customer files to review. We currently keep the signed customer copy, the hard copy with sublet bills, and a warranty copy in a file, by vin. Accounting keeps an acounting copy, filed by ro number. We are nowhere close to an ERO system or paperless of any kind. Three part question:
1)GM says we need to keep 2 years of documents. State law says one. Our GM rep says state law is what counts, and our state rep says the same. Would you keep only the minimum - 1 year? Or, would you try to avoid a fight with an auditor if ever we get one, and keep 2 years?
2)Can we file all service ro's by ro # instead of by vin? Would be alot easier and still could find whatever we need fairly quickly.
3) If we can pull up an accounting copy from our computer system at any time, and since service reprints an accounting copy to use as a warranty copy, and our month end books show how each ro was posted, do we need an accounting copy in the office filed by ro number? Is there a GM requirement for that?
1)GM says we need to keep 2 years of documents. State law says one. Our GM rep says state law is what counts, and our state rep says the same. Would you keep only the minimum - 1 year? Or, would you try to avoid a fight with an auditor if ever we get one, and keep 2 years?
2)Can we file all service ro's by ro # instead of by vin? Would be alot easier and still could find whatever we need fairly quickly.
3) If we can pull up an accounting copy from our computer system at any time, and since service reprints an accounting copy to use as a warranty copy, and our month end books show how each ro was posted, do we need an accounting copy in the office filed by ro number? Is there a GM requirement for that?