Financial & Fleet Reports: Operating Cost

Costing, depreciation, lease, fuel, and fleet operational reports

Operating Cost

The operating cost report enables users to view summary Odometer, Fuel Performance, and Servicing cost and adherence information for their vehicles.

It is grouped and sorted by Client, Division, Cost Centre, and Registration.

Report Filters

Filter

Description

Odometer or Invoice Date

The report data can be selected based on the Invoice date or the Odometer date of the data. Where no Odometer date exists, the Invoice date will be used

Start Date

The default 'Start Date' is the first day of the previous month

End Date

The default 'End Date' is the last day of the previous month. These dates can be edited

Supplier

The report can be limited to displaying Fuel information for one supplier

Manager

Each client is allocated to an A/C Manager in the Clients / Contact screen. Thus, A/C Managers can run a particular report for all the clients they manage

Client Group

The report can be limited to select only Clients from a particular Group

Client

The report can be limited to select only a particular Client

Division

The report can be limited to select only a particular Division

Cost Centre

The report can be limited to select only a particular Cost Centre

Contract Type

The report can be limited to select only a particular Contract Type

Include Suspended?

The default is unchecked. In this state, only contracts with a blank "Suspend Date" will be included. When checked, contracts with a "Suspend Date" on or after the report "Start Date" are also included

Sub Total

Check ON or OFF to incorporate Sub Totals

Page Break

Check ON or OFF to incorporate Page Breaks

Classes

'Service' is the default selection for this field. One or multiple classes can be selected here. Note that the classes selected will be included in the Maintenance columns of the report inclusive of GST. Example: if --All-- classes are selected then fuel etc will be included in the Maintenance columns. The recommendation is to only select the classes deemed to be 'Maintenance'

Report Content

  • Group Name

  • Client Name

  • Client Code

  • Start Date

  • End Date

  • Reg No

  • Asset Number

  • Driver Name

  • Model (Description)

  • Contract Start

  • Suspend Date

  • Latest Odometer Reading (over the contract life)

  • Latest Odometer Date (over the contract life)

  • Total Fuel Cost (over the report date range)

  • Total Litres (over the report date range)

  • Litres Per 100k (over the report date range). Under Total Division, it is average of all registration L/100 for that division and not addition of it

  • Cost (over the report date range)

  • $/10000kms (over the contract life). Under Total Division, it is average of all registration for that division and not addition of it

  • Last Service Date (over the contract life)

  • Last Service Odometer (over the contract life)

Shading

Shading occurs under four fields if certain rules are broken. The fields and rules are as follows:

L/100

L/100 Field is highlighted if it is not in between the fields "Fuel Consumption Lower Limit" and "Fuel Consumption Upper Limit" or if "Fuel Consumption Lower Limit" is greater than "Fuel Consumption Upper Limit" (located on Contracts / Vehicle).

If the field value is '0.00', then the rule is ignored.

Examples:

  • If Upper = 11.00 and Lower = 9.00 and L/100 = 12.00: shading

  • If Upper = 11.00 and Lower = 9.00 and L/100 = 8.00: shading

  • If Upper = 11.00 and Lower = 9.00 and L/100 = 10.00: no shading

  • If Upper = 0.00 and Lower = 9.00 and L/100 = 12.00: shading

  • If Upper = 11.00 and Lower = 0.00 and L/100 = 8.00: no shading

The calculation of the litres per 100 km result uses the formula:

Litres / (kms / 100)

Example: 51.6 / (915 / 100) = 51.6 / 9.15 = 5.64 litres per 100 km

$/1000kms

$/1000kms is highlighted if the contract's calculated $/1000kms is greater than the value of "$ per 1000kms" (located on Contracts / Vehicle).

If the value of "$ per 1000kms" is '0.00', the shading rule is ignored.

Examples:

  • "$ per 1000kms" = 53.00, calculated value = 51.00: no shading

  • "$ per 1000kms" = 0.00, calculated value = 57.00: no shading

  • "$ per 1000kms" = 53.00, calculated value = 57.00: shading

Note: Maintenance costs include GST in this column. Kms is calculated by subtracting the first valid reading from the last valid reading.

Maintenance Last Service Date and Odometer Reading

Maintenance Last Serviced Date and/or Last Serviced Odometer is shaded if it is overdue.

The calculation is the same as that used to identify Contracts on the Service Overdue report. I.e. if you run Service Overdue, the same vehicles will appear.

Standard Reports

This reporting option is designed for back office users to quickly run reports. Filtering is by direct entering or searching, rather than using dynamic filtering. This speeds up the report generation but assumes that the user knows the filter variables required in order to generate the desired reports.

Selected reports are also available in the Administration / Reports screen. These are designed for use by external users, such as Fleet Managers.

Report Filters

The report filters generally are described below. Not all filters are used on all reports. Each report page contains the specific details of that report including its particular filters.

  • Wild card criteria using the star or percent symbol can be used, for example entering NO* on the Contract Type field will match on all Contract types beginning with 'NO'

  • Reports sent via email can have additional recipients or additional attachments added

Filter

Type

Description

Manager

Lookup

Enter or lookup a manager to limit the report selection to the selected Clients / Contact A/C Manager

Group

Text

Enter or lookup a "Group code" to filter the report by

Client

Text

Enter or lookup a "Client Code" to filter the report by

Cost Centre

Text

Enter a specific "Cost Centre" to filter the report by

Contract Type

Text

Enter or lookup a "Type code" to filter the report by

Report Queue

Checkbox

Unchecked by default. The report will be generated for you on this screen for downloading when complete. Select this checkbox if you want to send the report to the Report Queue screen to be downloaded later. If configured, you will receive an email when the report has been processed and is ready to be downloaded. If the report takes a long time to run and exceeds the allowable time, then the report will be sent to the Report Queue. You will be alerted if this is going to happen

Report List

  • Budget Km Variance

  • Costing Detail

  • Costing Summary

  • Delivery Advice

  • Depreciation

  • FBT Declaration Advice Email

  • FBT Declaration Email

  • FBT Per Driver

  • FBT Per Vehicle

  • FBT Statutory Annual

  • FBT Employee Quarterly (New Zealand Only)

  • Fuel Performance

  • Fuel Service

  • Lease Schedule

  • Leased Vehicle

  • Maintenance

  • Maintenance Inc Payments

  • Maintenance Inc Payments No Fuel

  • Maintenance No Fuel

  • Operating Cost

  • Package Activity Statement

  • Packaging Transactions

  • Roadside Assistance

Output Options

Outputs available are PDF, Office(xlsx), Text(CSV), or Email (where appropriate).

Action Buttons

Button

Description

Print

Select the report output you want and then click to print

Cancel

Cancel to discard a report you have started to print

Output Change

If an Office(xlsx) or Office(xls) format report is generated from one of the locations below and contains more than 65,500 individual rows, then it will be automatically converted to Text(CSV) format:

  • Fleet / Administration / Reports

  • Reporting / Standard Reports

  • Scheduler / Job executeQuery