The Oil Change Receipt Template enables Mechanics, Gas Stations, and any Oil Change Service Provider to set the Client’s payment in writing. This can be an important follow-up service for the Patron who has commissioned the work since many Transportation Companies require a receipt to provide reimbursement for maintenance issues such as oil changes to the Driver who has brought in the vehicle. The predetermined section requirements in this template should be satisfied with material concerning the payment being authenticated as well as some specifics on the work done. Once the Mechanic, Gas Station, or Oil Change Service Provider has fulfilled this template’s requests for information, it should be signed to prove the Client requested or approved of the oil change and authorizes the payment he or she submitted. Both verifications enable the Oil Change Service Provider to retain the payment that has been received, documented, then approved.
How To Write In PDF And Word
Download: Adobe PDF or Microsoft Word (.docx)
Step 1 – Save The PDF Or Word Formatted Oil Change Template From This Page
The Oil Change Template is available for download as a “PDF” or “Word” document. The buttons that follow the sample image or preview with these labels enable access to this file. As a consideration, two text links have also been included in this section and are labeled “Adobe PDF” and “Microsoft Word (.docx).”
Step 2 – Identify The Oil Change Service Or Mechanic Documenting Payment
Open the receipt form that you have downloaded. Since this is a template, several sections will require information supplied according to the contained format. For instance, in the header, you will be working with a text box and a few blank lines. The text box will be the first concern. Look for it at the top of the page, then produce the “Company Name” of the Oil Change Service Provider’s Company to its content. 
The header immediately leads to a few blank lines requesting more information pertaining to the Oil Change Service Provider. The first order of business for this portion of the header is to display the full “Name” of the Mechanic, Oil Change Technician, or Customer Service Representative who has been given the concerned payment from the Patron. After identifying the Party that represents or owns the Mechanic Shop or Oil Change Service Provider, furnish the official business address of this Company. The “Street Address” and the “City, State, Country” lines have been set to display the two address lines where the Mechanic Shop or Oil Change Service Provider will accept mail correspondence regarding this receipt. Complete the Oil Change Service Provider’s address information with its assigned USPS “Zip Code.” Naturally, many Customers who wish to make an inquiry regarding this receipt will seek contact by “Phone” or “E-Mail” before engaging in mail correspondence. The final two lines of the header accommodate this common desire by setting aside an area to display the Oil Service Provider’s “Phone” number and “E-Mail” address.
Step 3 – Furnish The Oil Change Payment’s Filing Information
Customarily, one of the first actions a bookkeeping department takes when payment is received is to assign a distinct document number. This number, also known as a receipt number, should be recorded on the “Receipt #” line below the header that has been completed. 
To the right of the oil change’s “Receipt #,” another blank line attached to the term “Date” requests a report to document when the Oil Change Client paid the Provider with the concerned funds. Enter this “Date” as a month, day, and year.
Step 4 – Attach The Oil Change Client As The Payer Of The Received Funds
The “Customer/Client Information” section set on the left side of this page seeks some basic information to give the Oil Change Client credit for paying the funds this receipt discusses. The first blank line of this section (labeled “Name”) will introduce this section with a request for the Payer’s “Name.” Furnish this as it appears on his or her identification or method of payment. 
Three separate entries will be necessary to properly report the Oil Change Client’s mailing address. Look for the “Street Address” line in this section to record this Party’s first address line, continue to present the second address line with the Oil Change Client’s “City, State,” and “Country” then conclude this series with the Oil Change Client’s “Zip Code.” The last two labeled lines of the “Customer/Client Information” section seek a record of the Oil Change Client’s telephone number (cell, home, or business) presented after the word “Phone” then his or her “E-Mail” address recorded on the final blank line.
Step 5 – Distribute Information Describing The Vehicle
The “Vehicle Information” section presented on the right has been set aside to describe the Oil Change Client’s vehicle. A visual inspection of the vehicle and its registration sticker will enable the completion of this section. Begin with by documenting the “Year And Condition” of the vehicle along with its “Make” on the first two lines. The third line in this section is reserved for the “Model And Color” of the Oil Change Client’s vehicle. Dispense this information accordingly. Now, record the license plate number and vehicle identification number on the blank lines labeled “License No.” and “VIN.” Finally, copy the number of miles onto the “Odometer Reading” line shown on the vehicle’s dashboard to the last blank line.
Step 6 – Discuss The Oil Change That Required The Client’s Payment
Naturally, the Client will have submitted the oil change payment to settle a bill for services and sometimes products or merchandise. The table placed centerstage in this receipt will handle breaking such facts down for the Oil Change Client’s records. The “Description” column at the start of the table requires a record of the level of service and any products (i.e. oil) the Client paid for. 
Step 7 – Attach The Paid Amounts As They Were Charged
The second area in the table, under the “Amount” heading, seeks the oil change costs that were billed to the Client. This includes any products listed on the left. This is a free-form area so this text-box will accept multiple amounts if such a report is required (see below). The “Subtotal” section is the next text-box requiring attention in this table and will expect the entry you produce to be the sum of the amounts reported in the first “Amount” text-box. Any oil change or product “Discount” given to the Client should be listed separately for review in the “Discount” text-box. Not many local governments will impose a service tax on simple maintenance unless some remodeling or increase in value occurs because of the service. However, any product or physical item paid for will likely require a portion of the payment to be diverted to a sales tax. Apply the proper tax requirements to the “Subtotal” above then report the service tax, value-added tax, or sales tax in the box corresponding to the “Tax/VAT” label. When the “Subtotal” has the “Discount” deducted from it then the “Tax/VAT” added, the result will be the “Total” that was owed for the oil change. Document this value in the final field of the “Amount” column next to the word “Total.”
Step 8 – Produce Additional Messages Or Instructions As Required
Notice the distinct set of blank lines underneath the table. This is an optional area where any follow-up information to this receipt can be presented to the Oil Change Client. You may leave this area blank or unattended if the Oil Change Provider has no additional information
Step 9 – Set The Oil Change Service Payment In Writing
A standard statement to formally declare the Oil Change Client’s payment of the “Total” above has been placed beneath the table and its “Notes.” The empty lines interrupting the language of this statement must be populated with the details of the Oil Change Client’s actions. First, input the exact amount of money received from the Oil Change Client on the blank line attached to the dollar sign (after “The Total Amount Of”). 
As mentioned earlier, a few details must be reported to this sentence, thus continue through it to the next empty line then name the Oil Change Client as the originator of the discussed service payment. This confirmation statement terminates with a third blank line. Verify the month, day, and the year when the Oil Change Client submitted payment on this line.
Step 10 – Define How The Oil Change Service Was Paid For
The Oil Change Client will have delivered the funds for payment using any of the methods approved of by the Mechanic or Oil Change Service Provider. A multiple-choice area after the words “Payment Method” enables a record of how the payment was affected to be included. If the oil change payment was submitted with a credit card, then select the “Credit Card No” choice in this list by marking the corresponding checkbox. Once done, deliver a copy of the Oil Change Client’s credit card number after this label. 
The “Check No.” label in this multiple-choice area can be used to show that the payment was received as the Oil Change Client’s paper check. Select this option then reproduce the ledger number found on the check. If the oil change was paid for with “Cash” choose the third checkbox from this list. One last option, “Other,” is presented in case the Oil Change Client’s payment cannot be classified through the past three options. In this case, select this last checkbox then dispense the method of payment to its content.
Step 11 – Acquire the Oil Change Client’s Signature
Turn your attention to the end of the receipt where the empty line labeled “Customer’s Authorized Signature” line. The Oil Change Client must be informed of his or her obligation to sign his or her name on this line as solid proof that the above payment is submitted with the Oil Change Client’s approval. 
How To Write In Excel
Download; Microsoft Excel (.xlsx)
Step 1 – Obtain The Oil Change Receipt Template As A Spreadsheet
The Oil Change Receipt previewed in the sample is attainable as an Excel formatted spreadsheet and can be saved directly to your system using the “Microsoft Excel (.xlsx)” link item above or the similarly named “Excel” button under the mentioned preview.
Step 2 – Begin This Receipt With The Oil Change Provider’s Introduction
Open your acquired spreadsheet template then turn your attention to cell A1. The displayed content of this cell, the “Add Your Company Logo” label, must be cleared then replaced with the image the Oil Change Provider uses on its paperwork and advertising. 
Cell A2 also contains a set of brackets around a label that should be removed. Remove the “Company Name” label in cell A2 so that you may present the Oil Change Service Provider’s formal business identity as this field’s presentation. The “Name” label in cell A3 should not be removed. Instead, it calls attention to the full “Name” of the Oil Change Service’s Customer Service Representative or Technician to be entered. Note that the Party named in this field should be able to either verify the received payment or may discuss this receipt when called upon. While the past three fields have dealt with the process of identification, the next three will seek a record of the Oil Change Service Provider’s official Company “Street Address” to be input after the presented label in cell A4, the Oil Change Service Provider’s “City, State,” and “Country” furnished in cell A5, and the “Zip Code” in the Oil Change Service Provider’s address produced in cell A6. After the production of the Oil Change Service Provider’s address, this Entity’s formal “E-Mail” address and Customer Service telephone number should be produced after their respective labels in cell A7 and cell A8.
Step 3 – Furnish A Method To Categorize The Oil Change Payment
While the Oil Change Service Provider has been well identified in the upper left-hand corner of the spreadsheet, the upper-right will seek to identify the oil change payment’s receipt information. This filing material can be handled in two cells. Start with the field containing the number or hashtag symbol (cell F3). As this field’s title indicates, the “Receipt #” the Oil Change Provider produced to identify the physical (or electronic) payment received from the Client should be documented exactly as it appears on the books. Continue to the adjacent pound sign or hashtag symbol in cell H3. Remove this item then record the “Date” payment was received.
Step 4 – Record The Oil Change Customer Information
The Oil Change “Customer/Client” information section in this spreadsheet can be found in column A under the title located on the tenth row. This section will be used to confirm the identity of the Oil Change Service Payer. Cell A11’s label (“Name”) seeks this Party’s identity exactly as it appears on his or her payment information (or if paying in cash, his or her I.D.). Enter the Oil Change Customer’s legal “Name” in this field. The Oil Change Customer’s current mailing address will also aid in giving the payment credit to the correct Party and help verify the Oil Change Customer’s identity to Financial Institutions such as credit card companies. Cell A12 (containing the label “Street Address”) expects the Oil Change Customer’s first address line (i.e. PO Box or building/street/apartment number), cell A13 should be supplied with the “City, State,” and the Oil Change Customer’s “Country,” while the third one in the address report (cell A14) requires your entry of the Oil Change Customer’s “Zip Code.” Complete the Oil Change “Customer/Client information” with the current “E-Mail” address and “Phone Number” where this Patron can be reached.
Step 5 – Furnish the Oil Change Customer’s Vehicle Information
The vehicle that was brought in to the Oil Change Service Provider should be identified. Ideally, this will be the Driver’s car, however, it may also be a Company Car. In any case, inspect the vehicle being serviced then submit documentation describing its “Year And Condition” in cell F11. Continue down the “Vehicle Information” column with a report to satisfy the “Make” label in cell F12 and the “Model And Color” label in cell F13. Three additional items, all requiring visual inspection of the vehicle and some of its paperwork, have been set in cells A14, A15, and A16. Use these fields to document the oil change vehicle’s license plate number in the “License No.” field (cell A14), its “VIN” (cell A15), and its current “Odometer Reading” (cell F16).
Step 6 – Describe The Oil Change That Required Payment
The oil change will need to be documented so that the Client can review this receipt in the future and be reminded of the reason for the submitted payment. Locate the records of the service performed then document the oil change the Customer paid for and the billable products that may have been included in cell A19 of the receipt table in this spreadsheet. 
Step 7 – Dispense The Oil Change Service Costs
Cell H19 of the receipt table carries the “Amount” title and should be populated with the oil service’s base charges. That is, no tax or discounts should be accounted for. If more than one entry is necessary to explain what the Customer paid for, then you may enter multiple dollar amounts. In this case, it is strongly recommended to coordinate the dollar amounts with the entries they relate to in the previous field’s entry(ies). The next area of the receipt table that must be populated with a dollar value is cell H20 or “Subtotal.” This field is a courtesy that requests all amounts entered above it to be recorded as one sum. This is the case even if only one “Amount” was discussed. Enter this requested summary in cell H20. Cell H21 requests a conditional entry. That is, it only needs to display an entry if the Oil Change Service Provider gave the Customer a “Discount.” Add all discounts deducted from the oil change’s “Subtotal” and report this result in cell H21. The sales tax on any products sold or the service tax for the oil change itself must be reported in cell H22. If no taxes were added, then leave this field blank. One final task remains to complete this table. The “Subtotal” in cell H20 must have its “Discount” (cell H21) deducted so an appropriate figure may have the taxes (cell H23) added to it. Once you have added the taxes and oil change’s “Subtotal,” report the “Total” in cell H23.
Step 8 – Set The Oil Change Payment In Writing
Cell A24 grants the opportunity to summarize the payment submitted for the oil change service in one convenient statement. This statement is incomplete as it is interrupted by several bracketed labels that you must remove then replace with situation-specific content. For instance, find the dollar symbol in the brackets (“([$]”) then replace the item with the exact sum of money the Oil Change Customer paid. 
The “Name” of the Oil Change Customer must replace the brackets holding the term “Name” Complete the requirements cell A24 places to complete this sentence by clearing the bracketed “Date” label from its content and typing in the “Date” payment was received.
Step 9 – Further Define The Oil Change Customer Payment
The section title “Payment Method” found in cell A26 is followed by a brief multiple choice area. Use this area to submit documentation as to how payment was received. If it was received through the Oil Change Customer’s credit card, then click in the checkbox that is presented in cell A27 then produce a copy of the “Credit Card No.” as it requests. 
If the payment made was by the Oil Change Customer’s delivery of a physical check, then use the checkbox in cell A28 to document this then enter the oil change payment’s “Check No.” after the displayed label. Many Oil Change Customers will submit a direct “Cash” payment. Utilize the checkbox in cell F27 to report the formal delivery of paper “Cash” as payment for the oil change. Naturally, there are a variety of methods that an Oil Change Service will feel comfortable accepting as payment. Listing them all would not be convenient however, if another method was used, it can still be documented. In these cases, select “Other” in cell H28 then submit an official record of how the oil change was paid for in the space following the displayed label.
Step 10 – Obtain The Oil Change Customer’s Written Approval
The work done, the products sold, and the payment submitted must all be authorized by the Oil Change Customer. All three can be authenticated by this Party in one fell swoop. Direct the Oil Change Customer’s attention to cell A29, then have him or her sign this receipt after the information requested in the previous sections has been documented and verified. Once the Oil Change Customer signs this “Customer’s Authorized Signature” line, regain control of the original for filing and dispense a signed copy to the Oil Change Customer.
