Contract Maintenance: Service Due Report

Maintenance profiles, service, and reporting

Service Due Report

This report is available for all users including the following external roles: Fleet Manager, Fleet Manager (read-only) and Group Manager.

The Service Due report calculates services due by service interval term (months) and kilometers.

Calculations used in this report come from the 'service' derived field library.

This report can be emailed to the clients in a scheduler job. More details are available on the System Reports page.

Service Due by Months

Contracts which do not have the following data will use the Service Due by months method:

a recorded service interval recorded
any services recorded

Example

Contract Start = 19/09/2018
Contract Kms = 0
Service Interval (Klms) = 0
Service Interval (Mths) = 0
Maintenance Services completed = none

Due to the lack of data, the system is unable to calculate based on Kilometers method and will therefore use the Months method. Given there have been no services recorded and the service interval is every 0 months, a service is due as at the start of the Contract (19/09/2018) and hence will appear on the report every time it is run unless the Contract Types / Details | Include in Service Due / Overdue Reports check box is un-checked.

Report Selections

Contracts are included in the report if:

Contract Types / Details "Include in Service Due / Overdue Reports?" is checked.

Service records are used in this report when:

Contracts / Maintenance "Odo" is populated and "Odo Valid" is checked.

Calculations for the Next Service Date and Due Odo use the following details:

Contracts / Vehicle "Service Interval (Mths)" and "Service Interval (Kms)"
Contracts / Maintenance "Odo"
The Estimated Odometer Reading as at the report date

Left Column

As at (Date) — Contracts are included in this report if they:
1. Start on or before the "As at" date, they are not suspended and they end on or after the "As at" date OR
2. Start on or before the "As at" date, they are not suspended and the Contracts / Billing "Inertia" check box is checked.
Manager (List) — Select a manager to limit the report selection to the selected Clients / Contact A/C Manager. An Account Manager can use this field to run reports for all the clients they manage.
Group (List) — Select a group to limit the report selection to the selected "Client Group".
Client (List Box) — Leave as '--All--' or select one or more Clients. Multiple selections can be made using Ctrl. Range selection can be made using Ctrl + Shift.
Contract Type (List Box) — Leave as '--All--' or select one or more Contract Types using Ctrl selection.
Report Queue (Checkbox) — Unchecked by default. The report will be generated on screen for download when complete. If selected, the report is sent to the Report Queue for later download. If configured, an email will be sent when processing is complete. If the report exceeds allowable runtime, it will automatically be sent to the Report Queue. You will be alerted if this occurs.
Cost Centre (List) — Default is '--All--'. Can also be '--Blank--' or a specific cost centre. When a Group or Client is selected, only relevant cost centres are shown.

Header

Group Name (Text)
Client Name (Text)
Client Code (Text)
As at (Date)
Page (Num)

Body

ID (Num) — Contract ID
Rego (Text) — Registration Number
Driver Name (Text)
Location (Text)
Vehicle Description (Text)
Service Km (Num)
Service Mth (Num)
Lease Type (Text)
Start Date (Date)
Term Date (Date)
Start Odo (Num)
Contract Km (Num)
Last Service Date (Date)
Last Service Odo (Num)
Est Odo TD (Num) — Displays the estimated odometer reading calculated for the "As at" date of this report. Visit the Estimated Odometer Calculation page to see how this is calculated.
Next Service Due Date (Date)
Next Service Due Odo (Num)
Next Due in: Days (Num) — Service due in x number of days (or overdue)
Next Due in: Km (Num) — Service due in x number of kilometres (or overdue)

Footer

Date Time (Timestamp)

Service Overdue Report

This report is available for all users including the following external roles: Fleet Manager, Fleet Manager (read-only) and Group Manager.

The Service Over Due report is the same as the Service Due Report but only includes vehicles that are overdue for a service.

Service overdue is determined by comparing time-based and km-based date calculations and selecting the nearest upcoming date. The km-based calculation uses Contract Kms.

Overdue Calculation Logic

IF service_interval_km = 0 AND service_interval_months = 0 THEN 'No service calculations'
IF service_interval_km = 0 AND service_interval_months > 0 THEN 'Time based service calculation only'
IF contract_kms > 0 AND service_interval_km > 0 AND service_interval_months = 0 THEN 'Km based service calculation only'
IF service_interval_km > 0 AND service_interval_months > 0 THEN 'Earlier of Km or Time based service calculation'