Financial & Fleet Reports: Budget Km Variance

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

Budget Km Variance

This report is designed to provide budget versus actual costs and kilometre variances. Recharged costs are excluded.

Selection Filters

Filter	Type	Description
Date To	Date	Enter a Date, or use the Date Picker to select. Today's date is the default entry. All contracts active up until the selected date are included
Tolerance %	Num	The tolerance allows you to filter and display contracts exceeding or not meeting their cost budget or kilometre budget by a certain amount (e.g. 30%). Both positive and negative variances are included. For example if a variance of 30% is entered, then contracts under budget by 30% or more will be included as well as contracts 30% or more over budget. This is calculated on Life-to-Date figures. Variance is calculated as Actual - Budget for Amount and Actual - Estimated for Kms
Client Group	Lookup
Client Code	Lookup
Client Cost Centre	Text
Contract Type	Lookup
Include History transactions	Check Box	If selected, the report includes budgets and actuals with 'history-only' status. If not selected, 'history-only' budgets and actuals are excluded. Note that 'deleted' budgets and actuals are always excluded
Include If Zero Budgets and Actuals	Check Box	If selected, the report includes contracts where both the budgets and actuals have zero values. The default selection is unchecked
Suspended Only?	Check Box	If checked, two new filters become available (listed below). If these dates are not filled, all contracts with a "Suspend Date" will be included in the report. If unchecked (the default), only active contracts and contracts suspended after "Date To" are included
Suspended From	Date	Only contracts suspended on or after the selected date will be selected
Suspended To	Date	Only contracts suspended on or before the selected date will be selected
Report Queue	Check Box	Check this field to send the report to the Report Queue. If configured, you will receive an email when the report can be downloaded. Otherwise, the report will be generated for you on this screen for downloading when complete. If the report takes a long time to run and exceeds the time set in report_queue_timeout_to_background, then the report will be sent to the Report Queue. You will be alerted if this is going to happen

Classes

Finance (FIN and CSD - see Report Finance Payments? for finance data selection details)
Maintenance (M, S, and MAINT)
Tyres (T)
Fuel (F)
Registration & CTP (Reg and CTP)
Off Lease Damage (OLD)
Other (The definition of the 'Other' class is customisable by client. If a client definition exists for 'Other' it overrides the default definition. The default definitions are: Default Other Budgets = Where posting classes are not in ('FIN', 'M', 'S', 'MAINT', 'CSD', 'T', 'F', 'REG', 'CTP', 'INS', 'OLD', 'MFEE', 'NFEE', 'FFEE', 'IFEE', 'MCLB'). Default Other Actuals = Where posting classes are not in ('FIN', 'M', 'S', 'MAINT', 'CSD', 'T', 'F', 'REG', 'CTP', 'INS', 'FSL', 'ISD', 'INSFEE', 'OLD'). Single Posting Class payments and non-recharge Approvals are included in the 'Other' class)

Budget Status

Deleted budgets are always excluded
Posted budgets are always included
If 'Include History-Only' is ticked, it includes 'history-only', otherwise excluded

Grouping and Sorting

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

Outputs

The report can be output as PDF, XLS, or CSV.

Costing Detail and Costing Summary

Main Page > Reporting / Standard Reports / Costing Detail

Main Page > Reporting / Standard Reports / Costing Summary

The cost reports enable vehicle costs to be reported by cost centre in a detail or summary format.

The 'Detail Cost Report' displays a line item for each cost and a grouped total for each vehicle and cost centre.

The 'Summary Cost Report' displays a line item total for each vehicle and a group total for each cost centre.

Both reports contain a 'Totals by Cost Centre' summary page at the end of the report IF the client has multiple cost centres or the report is for a client group with multiple clients.

Report Filters

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.

'--ALL--' is the default selection for classes. A single or multiple of classes can be chosen by holding down the "Ctrl" key and selecting the desired classes with your mouse.

Report Output

The report can be output as either PDF or CSV. The CSV output can be useful for importing to external accounting systems. The detail report includes a status_flag to identify whether costs are 'pending' or 'posted'.

An alternative TXT output is also available that is configured for use in CIM accounting software. Contact Catch-e support if you wish to use this output.

Cost Allocation Examples

Scenario	Cost Allocation % (Cost Event)	Cost Allocation $ (Cost Report)
Single cost centre	Corporate 100%	$300
Multiple cost centre	West 15%, South 10%, East 75%	West $45, South $30, East $225 = $300
Under-allocated	East 10%, West 80%	East $30, West $240, Unallocated $30 = $300
Over-allocated	South 40%, Corporate 80%	South $120, Corporate $240, Unallocated ($120) = $300
No cost allocation		Unallocated $300

Contracts with a cost centre allocation that does not equal 100% will have the difference placed in "Unallocated". This value can be positive or negative.

Contracts with no cost centre will be placed in "Unallocated".

Add or edit events to correct any vehicles that are showing in "Unallocated" and then re-run the report.

Cost Allocation Rounding

If the allocation of a cost over multiple cost centres results in a rounding error, the rounding amount will be added to the cost centre that has the highest percentage. If the cost centres percentages are equal, the rounding will go to the last cost centre entered.

Example: A cost of $42.43 has a 15/10/75 split. The rounding error of -0.01 is added to the "East" cost centre.

Cost Centre	Cost Allocation % (Cost Event)	Cost Allocation $ (Cost Report)	Final Cost Allocation $
West	15%	7.86	7.86
South	10%	5.24	5.24
East	75%	39.32	39.33
Total	100%	52.42	52.43

Cost Dates

The costs in the report will be placed in the cost centres that applied at the time the cost was incurred.

Example: RNQ102 has no cost allocation. On 20/01/08, a cost centre event allocates RNQ102 to "Corporate".

RNQ102's costs will be shown in the cost reports as follows:

A fuel cost of $300.00 was incurred on 05/01/2008 and will be classified as "Unallocated"
A maintenance cost of $500.00 was incurred on 26/01/08 and will be classified as "Corporate"

If the fuel should also be shown as "Corporate", then the cost centre allocation for RNQ102 can be edited accordingly.

Report Troubleshooting

If cost centres are uploaded with a cost centre percentage of 0, the vehicles will appear twice with 0% for the cost centre and 100% unallocated
The table fm_contract_cost_centre_allocations is rebuilt daily at 10pm by the Job Scheduler. Any cost centres that are uploaded will not appear on the report until after that process has been run

Delivery Advice

The delivery advice report displays information about vehicles on order in a format that is suitable for sharing with clients.

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

Report Filters

Filter	Description
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
Page Break	Check ON or OFF to incorporate Page Breaks

Report Content

Group Name
Client Name
Client Code
As at Date
Contract ID
Driver Name
Description
Colour
Date Ordered
Expected Delivery
Supplier Name
Comments (shows Vehicle Options)

Depreciation

The depreciation report calculates an asset's depreciation using the diminishing value method or the prime cost method (straight line).

It is grouped by Group, Client, and Cost Centre.

It is sorted by Cost Centre and Registration.

It is totalled by Cost Centre, Client, Group, and Grand Total (all clients).

Note: The Cost Centre that is used for grouping is the one that is active on the contract when the report is run. I.e. the current cost centre is always used.

The report can also be generated at Contract level on the Contracts / Finance page.

The calculations used in the report are shown in the attached spreadsheet (click here).

Note: Depreciation calculations will cease when a Sold Date is entered in Contract screen or on the Detail screen for Sale Management.

Note: This report is accessible by Admin and senior_manager roles only.

Report Filters

Filter	Description
Date to	Defaults to today's date. This can be edited. The report start period is one day after the client's Financial Year End from the Clients / Contact screen
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
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 or a range. Use the SHIFT key to select a range, or the CTRL key to select non-adjacent entries. Note: Contracts where Depreciation Start date is greater than report date (Date to) will not appear in report

Data Selection

All vehicles active at any point in the report date range are selected (see report filters above).

Report Content

Field	Description	Source
Report Date (Start)	July is assumed to be the start of the Depreciation Period if "Financial Year End" is blank for the selected client. This will use the July or month after "Financial Year End" that precedes the entered "Date To". Example: if 30/06/2011 is entered as "Date To", the Report Date (Start) will be 01/07/2010	Clients / Contact Financial Year End
Report Date (End)	Date entered in report screen	Reporting / Standard Reports / Depreciation Date To
Client Code
Contract ID		Contracts / Contract
Rego	Registration Number	Contracts / Contract
Asset No		Contracts / Contract
Financier	Located at the top left of the screen	Contracts / Finance
Finance Ref	Located at the top left of the screen	Contracts / Finance
Depreciation Start	If this field is blank, the report will display the "Depreciable Amount" of the contract, but no depreciation will be calculated. If the date is after the "Date To" of the report, the contract will not appear on the report	Contracts / Finance
Depreciable Amt	Located on the bottom left of the screen	Contracts / Finance Depreciable Amount
Method	Located at the top right of the screen	Contracts / Finance Depreciation Method
Days	Calculated value of depreciable days. (Later of Report Start or Depreciation Start) minus (Earlier of Report End or Sold Date) plus 1
Rate	Entered value located at the top right of the screen	Contracts / Finance Depreciation Rate
Depreciation	Calculation of the depreciation that falls within the report's Date Range
Book Value	Calculated value of the Book Value for the Report End Date. (Opening WDV minus Depreciation = Book Value)
Sold Date	If a "Sold Date" is entered, the report "Days" and "Depreciation" values are reduced accordingly	Contracts / Contract
Sale Price Net	Displays the calculated net sale value of a sold vehicle. (Sale Price minus GST)	Contracts / Contract
Profit/Loss	Displays the calculated Profit/Loss of a sold vehicle. (Sale Price Net minus Book Value)

Outputs

The report can be output as PDF, XLS, or CSV.

FBT Per Vehicle

This report allocates the FBT cost and Reportable Benefit cost sorted by each vehicle, then driver.

Your clients can then easily allocate the reportable benefits for Group Certificate reporting.

The CSV version of this report contains additional fields including "Business Area" which is the contract location field.

See also the companion report FBT Per Driver.

It calculates the number of days during the FBT year each driver had use of each vehicle, using the driver changes from the contracts events screen.

Where a driver change event is undated the contract start date is used to calculate the number of days during the first FBT year of the contract.

Where the 3rd Party Start date found on the Contracts / Contract tab is populated that date is used to calculate the number of days during the first FBT year of the contract. Otherwise the FBT year start date annually of 1st April is used.

If the Contracts / FBT "Benefit Type" = 'statutory', the value recorded in the "FBT Reduced Value / Date" field is applied in this report in the 5th FBT year.

Fields Included

Contract ID
Reg No
State
Division
Business Area
Contract Start
Contract End
Suspend Date
Cost Centre
Description
FBT Benefit Type
Record ID
Event Date
Last Edit
Client Code
Client Name
Client Code Name
Posting Map Code
Client Group Code
Group Name
Driver ID
Driver Name
Employee No
Account Manager
Filter Date
FBT Statutory Rate Date (Entered on the Fleet / Administration / Contracts / FBT screen)
FBT Year Start (April 1st prior to FBT Year End)
FBT Year End (March 31st of the 'Year ending' entered on the Report Request Screen)
FBT Business Use (Business Usage. Entered on the Fleet / Administration / Contracts / FBT screen)
Operating Benefit Net (Entered as event type ECM on the Contract / Events screen)
Non Use Days (Entered as event type NON on the Contract / Events screen)
FBT Days Use (Days Available minus Non Use Days)
Days Available (Non Use Days plus FBT Days Use)
Statutory Benefit Net (If the Benefit Type entered on the Fleet / Administration / Contracts / FBT screen is 'exempt' then the Statutory Benefit Net is zero. Otherwise, FBT Value Stat Percent (FBT Days Use / FBT Year Days) minus Employee Contribution)
Base Value (If Benefit Type is Statutory then FBT Value. If Benefit Type is Operating then Operating Cost. Operating Cost = Lease Cost + Other Cost. Lease Cost = Amount Net + Amount GST (both from fm_contract_budgets). Other Cost = Total Cost + GST Cost (both from fm_contract_budgets))
Stat Percent (If Benefit Type is Statutory and Km per year <= Max km, Statutory Rate 100. If Benefit Type is Operating, FBT Business Use 100)
FBT Cost (If Benefit Type is Statutory, Actual Benefit FBT Type1 Gross Up Factor FBT tax rate. If Benefit Type is Operating, FBT Benefit Net FBT Type1 Gross Up Factor FBT tax rate)
Benefit Reportable (If Benefit Type is Statutory, Actual Benefit FBT Type2 Gross Up Factor; Actual Benefit is FBT Value Stat Percent (FBT Days Use / FBT Year Days) minus Employee Contribution. If Benefit Type is Operating, FBT Benefit Net FBT Type2 Gross Up Factor. FBT Benefit Net is (1 minus FBT Business Use) * Operating Cost minus Employee Contribution)
Allocation End
Allocation Start
Allocation Days
Allocation ECM
Allocation Non Use Days
Allocation Days Percent
Allocation FBT Cost
Allocation Benefit Reportable

Fuel Performance

This report includes fuel transactions and costs. It calculates fuel consumption rates where valid odometer readings are available.

It displays the current Driver, Cost Centre, and Division of the Contract regardless of the transaction date.

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

Selection Filters

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

The radio buttons select records with either an 'Odometer date' or a Supplier 'Invoice date' that is contained within the selected date range.

Grouping and Sorting

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

Outputs

The report can be output as PDF, xls, or CSV.

xls or CSV outputs contain the additional fields "Employee No" and "Location".

Other Places

This report is available to Drivers in Contracts / Maintenance for their selected contract
This report is available to Fleet Managers and Group Managers in Fleet / Administration / Reports / Fuel Performance where it uses dynamic filtering
This report is available to Internal staff in Reporting / Standard Reports / Fuel Performance
This report can be emailed to the clients in a scheduler job. More details are available on the System Reports page