Driver Report Overview

The Driver Report can be:

• Printed individually from Contracts → FBT

• Generated in bulk from Administration → Reports

Driver Reports are designed to report the lease and FBT position of the contract at any point in time.

Available Report Variations

• Driver FBT

• Driver FBT Operating

• Novated Driver

• Novated Driver Operating

• Novated Driver Budgeted

• Novated Driver Budgeted Operating

• Novated Driver Budgeted With Funds

• Novated Driver Budgeted Operating With Funds

The content of the report depends on the nominated Contract Type of the vehicle.

When Contract Types → Details are configured, templates are selected for:

• Statutory leases

• Operating leases

The appropriate report is invoked based on:

Contracts → FBT → Benefit Type

This is usually:

• Statutory

• Operating

If the Benefit Type is set to Exempt:

• The FBT section of the report will display

  • N/A

  • 0 values

FBT Value Logic

The Report Date determines which FBT value is used:

• fbtvalue

• fbtreducedvalue

The reduced value is used only if:

• fbtreducedvalue ≠ 0.00

• AND fbtreducedvaluedate ≠ 0000-00-00

Specific Report Formats

Administration → Reports

Contracts commencing in the current reporting month are excluded from Driver Reports emailed.

If the contract has deferred periods:

• The number of deferred months is added

• This prevents reports being emailed too early

• This reduces driver enquiries when little or no transaction data exists

This rule is ignored when printing reports via:

• PDF

• CSV

Additional rules:

• Vehicles past their Contract End Date are still included.

• Suspended vehicles are not included, regardless of report date.

Monthly Reports

From this screen, you can select any reporting month within the selected:

FBT Year Ending (April – March)

Changing the year updates the available reporting months.

If a Contract Start or Contract End falls within the FBT year:

• The list of months is shortened accordingly.

Example:

• Contract starts in June

• Only June – March are available for the opening year

Reports can be run and emailed anytime from this screen, but are only available for:

• Active vehicles

• Suspended vehicles

A valid Contract Start and Contract End must exist.

Whole of Life Reports

When a contract contains either:

• A Suspend Date, or

• An FBT Liability End Date

A report option becomes available called:

Whole of Life

If an FBT Liability End Date exists:

• Whole of Life uses that date

Otherwise:

• The Suspend Date is used

What Whole of Life Includes

This report:

• Displays all expense and receipt transactions

• Includes transactions regardless of transaction date

Monthly reports only include:

• Transactions up to month-end

This means:

• Expenses, billings, or receipts transacted after suspension are excluded from monthly reports

• These are included when Whole of Life is selected

On Whole of Life reports:

• The “Life to Date” heading in Budget vs Actual is replaced with “Whole of Life”

Access Restrictions

• Only available to internal users

• Drivers and Fleet Managers cannot select this option

Whole of Life is available on all reports except:

• Driver FBT Statutory

• Driver FBT Operating

Important Note

The Novated Driver Budgeted Operating With Funds report does not include certain “other” actual costs such as:

• Relief Vehicle

• Maintenance Program fees

The Novated Driver Budgeted With Funds report does include these actual values.

Contact your Account Manager for configuration advice if required.

Delivery Options

The Delivery Preference (Email, Post, or Self Service) is read from:

Drivers → Contact

Email Delivery

The email address is read from:

Drivers → Contact

The system:

• Generates an individual email per driver

• Includes a standard email body

• Attaches the PDF report

The PDF icon is clickable and opens the report in a separate window for review before sending.

Novated Driver reports can be:

• Emailed individually

• Emailed in bulk

Email an Individual Report

1. Go to Contracts → FBT

2. Select E-Mail from the format dropdown next to Print

3. Click Print

4. “Building Report” message appears

5. The Send Email dialog box opens

6. Review details

7. Click Send

   • “Sent OK!” if successful

   • “Send Failed!” if unsuccessful

8. Close the dialog box

Email a Group of Novated Driver Reports

1. Go to Fleet → Admin → Reports

2. Select the required Driver Report

3. Set Delivery = Email

4. Set As at date (typically end of previous month after fuel uploads)

5. Select Contract Types beginning with NOxx

   • Use left mouse click or Ctrl key for multiple selections

6. Click GO

7. Preview reports using the PDF icon

8. Click Save (or Cancel to abort)

9. Go to System → Mail Queue

10. Review the mail queue

11. Click Send when ready

Note: Invoices also use the Mail Queue. Review carefully before sending.

Post Delivery

Reports may be printed to:

• PDF

• CSV

Set-Up Notes

Driver Report emails are configured the same way as other stored emails.

This includes:

• Adding extra recipients

• Adding attachments

If email attachments exceed the size limit:

• They may be converted to URLs

Channel-specific email templates can also be configured to align with:

• Channel-specific quote templates

Driver FBT Operating

⚠ Warning

Current FBT calculations use a Statutory Rate instead of mileage bands.

As a result, this report has limited practical use.

Alternative Report

If you require each driver's reportable benefits listed by vehicle:

Go to:

Reporting → Standard Reports

Run:

FBT Per Driver

Report Conditions

Driver FBT Operating reports on basic FBT information for contracts active within the chosen FBT year where:

• Contract Types → Details → FBT Operating Template = Pdf Driver Fbt Operating

• Contracts → FBT → Benefit Type = Operating