Financial & Fleet Reports: Fuel Service

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

Fuel Service

The fuel service report enables users to view summary Odometer, Fuel Performance, and Servicing 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

Report Content

Group Name
Client Name
Client Code
Start Date
End Date
Reg No
Asset Number
Driver Name
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)
Maintenance Last Service Date (over the contract life)
Maintenance Last Service Odometer (over the contract life)

Shading

Shading occurs under three 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

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.

Lease Schedule

The Lease Schedule report displays a contract's lease budgets for all invoice periods (including uninvoiced periods).

It is grouped and sorted by Client and Contract. The same report is available for a contract in the Contracts / Lease tab.

Report Filters

Filter	Type	Description
As at date	Date	The default Date is the last day of the previous month. This can be edited. The report displays all vehicles that were not suspended on or before this date
Manager	Lookup	The report can be limited to select only clients that have this manager stored as the "A/C Manager" in the Clients / Contact tab
Client Group	Lookup	The report can be limited to select only clients that belong to a particular group
Client	Lookup	The report can be limited to a particular client
Division	Text	Enter the name of a division to limit the report to that particular division
Cost Centre	Text	Enter the name of a cost centre to limit the report to that particular cost centre
Contract Type	Lookup	Enter or lookup a contract type code, to limit the report to that contract type

Report Content (PDF)

The PDF report only contains common budgets and may not show all the budgets used in a particular contract. If a period contains more than one billing record, they will be grouped into one totalled row. Example: Period 1 also contains adjustment 1.2. You will only see one row for Period 1 that shows the sum of Period 1 and Period 1.2 records.

The PDF report shows:

Contract - Contract ID
Name - Driver's Given name and surname
Employee No - Driver's Employee no
Inv.Date - Invoice Date
Period - Invoice Period
Interval - Invoice Interval
Invoice - Invoice Number
Rental - Total Rental Amount
GST - Total Rental GST
Total - Total Rental Total
Fees - Fees
Finance - Finance Amount
CSD - Contract Stamp Duty Amount
Maint - Maintenance
Tyres - Tyres
Reg - Registration
Ins - Insurance
Mclub - Motor Club
Rel Veh - Relief Vehicle
Man Fee - Management Fee
Admin Fee - Administration Fee
Fuel - Fuel
Fuel Fee - Fuel Fee
Red Ins - Redundancy Insurance
Resid Res - Residual Reserve
Ins Fee - Insurance Fee
Toll Fee - Toll Fee

Report Content (Office(xls) or Text(CSV))

The Office(xls) and Text(CSV) reports will return scheduled Net, GST, and Gross amounts for billing and a separate column for each budget's net amount. This is done for all the budgets used by the contract, listed in code order, e.g. Budget Fin, Budget Ins, Budget Maint, Budget Mclb. Each billing record is shown separately. Example: Period 1 also contains adjustment 1.2. You will see two rows for Period 1 that show Period 1 and Period 1.2 separately.

Leased Vehicle

Use this report to get a summary of vehicles that includes their estimated end of lease (EOL) odometer value.

Vehicles forecasted to travel below or beyond a specified variance are highlighted in the PDF report. The default variance for highlighting is +5,000 Km. This can be changed by Catch-e support staff.

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

Report Filters

Column One

Filter	Type	Description
As at date	Date	Populated with the last day of the previous month by default. Change this by editing the date or using the Calendar picker to choose a new date. Contracts that start on or before this date are included in the report. Contracts suspended on or before this date are excluded
Manager	Lookup	Use the lookup to select a user. Reports will only be generated for clients where this user is recorded as their Clients / Contact "A/C Manager". An Account Manager can use this field run reports for all the clients they manage
Client Group	Text	Enter or lookup the "Group code" to report on. Leave this field blank to report on all contracts
Client	Text	Enter or lookup the "Client Code" to report on. Leave this field blank to report on all contracts
Division	Text	Enter the Division you want to report on. Leave this blank to report on all contracts
Cost Centre	Text	Enter the Cost Centre you want to report on. Leave this blank to report on all contracts
Contract Type	Lookup	Enter or lookup the Contract Type you want to report on. Leave this blank to report on all contracts
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

Column Two

Filter	Type	Description
Page Break	Check box	Check on page break if you want to add a page break to the PDF report on the filter. Example: Division, Cost Centre

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

Report Content

Group Name
Client Name
Client Code
At Date
Division
Cost Centre
Reg No
Asset Number
Driver Name
Description
Contract Start
Contract End
Term / Kms
Months Remaining
Latest Odometer Reading (over the contract life)
Estimated EOL Odo (go to Estimated Odometer Calculation for details of the three calculations used to produce this value)
State (XLS or CSV output only)
Contract Type (XLS or CSV output only)

Highlighting

If Estimated EOL Odo exceeds the allowable variance, then the Estimated EOL Odo value will be highlighted. Contract Kms +5,000 is the default allowable value (Setup / Reference Data > gb_controls, Module: fm).

If the vehicle does not have enough odometer readings to calculate an Estimated EOL Odo, the Contract km method is used. This reflects the Contract Kms and no highlighting will occur in these cases.

Maintenance

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

This report is one of five variations available to internal users:

Standard Reports / Maintenance - reports servicing, fuel, and odometer readings
Standard Reports / Maintenance Inc Payments - reports servicing, fuel, payments, and odometer readings
Standard Reports / Maintenance Inc Payments No Fuel - reports servicing, payments, and odometer readings
Standard Reports / Maintenance No Fuel - reports servicing and odometer readings
Contracts / Maintenance 'Maintenance' - reports servicing, fuel, payments, and odometer readings

Similar reports are available to external users and they are listed below. The reports listed below exclude payment transactions and may also exclude further transactions or hide their costs depending on the situation. Visit the Disclose Running Costs page for the business rules that can be applied to do this:

Reports / Maintenance - reports servicing, fuel, and odometer readings
Reports / Maintenance No Fuel - reports servicing and odometer readings
Contracts / Maintenance 'Maintenance' - reports servicing, fuel, and odometer readings

Report Filters

Filter	Type	Description
Odometer date	Radio	Choose this if you want to use the Odometer date as the date that the report selects on
Invoice date	Radio	Choose this if you want to use the Invoice date as the date that the report selects on
Start Date	Date	Enter or pick the start date for your report range. The default date is the first day of the previous month
End Date	Date	Enter or pick the end date for your report range. The default date is the last day of the previous month
Manager	Lookup
Group	Lookup	Lookup or enter the Client Group Code you want to report on
Client	Lookup	Lookup or enter the Client Code you want to report on
Cost Centre	Text	Enter the Cost Centre you want to report on
Contract Type	Lookup	Lookup or enter the Contract Type you want to report on
Include Suspended Contracts	Check Box	Check if you want to include contracts that have a "Suspend Date" on or after the report "Start Date". If it is unchecked, contracts that have a blank "Suspend Date" or a "Suspend Date" after the report "End Date" are included. This field is unchecked by default
Report Queue	Check Box	Check if you want to send the report to the Report Queue

Report Content (PDF)

This report displays the contract's current Driver, Cost Centre, and Division regardless of what they were at the transaction date.

Group Name
Client Name
Cost Centre
State
Registration Number
Vehicle Description
Driver Name
Contract Type
Transaction Date
Odometer Reading
Class Code
Recharge Flag
Transaction Description
Quantity (e.g. litres of fuel or number of tyres)
Supplier Name
Invoice Reference (Supplier's invoice number)
Cost Excluding GST $
GST $
Total $

Maintenance Inc Payments

The Maintenance Inc Payments report selects all servicing, fuel, payments, and odometer readings.

Report Content (Text (CSV))

Group Name
Client Name
Report Date
Reg No
Description
Driver Name
Contract Type
Date
Odometer
Posting Class Code
Recharge Flag
Job Description
Quantity (e.g. litres of fuel or number of tyres)
Supplier Code
Supplier Name
Invoice No (Supplier's invoice number)
Approval ID
Maintenance ID
Client Code
Cost Centre
Division
Channel ID
Net Cost
GST Cost
Total Cost

Maintenance Inc Payments No Fuel

The Maintenance Inc Payments No Fuel report selects all servicing, payment, and odometer readings.

Report Content (Text (CSV))

Group Name
Client Name
Report Date
Reg No
Description
Driver Name
Contract Type
Date
Odometer
Posting Class Code
Recharge Flag
Job Description
Quantity (e.g. litres of fuel or number of tyres)
Supplier Code
Supplier Name
Invoice No (Supplier's invoice number)
Approval ID
Maintenance ID
Client Code
Cost Centre
Division
Channel ID
Net Cost
GST Cost
Total Cost

Maintenance No Fuel

The Maintenance No Fuel report selects all servicing and odometer readings.