FBT, Packaging & Admin Reports: Asset List
FBT, salary packaging, driver, and administration reports
Asset List
This report is very similar to the Inventory Report. It is not on the standard report list but can be added in.
Report Filters
PDF Output Fields
Rego
Vehicle
Driver Custodian
Division Name
Location
Cost Centre
Contract Months
Contract Age
Contract Kms
Last Valid Odo Km
Last Valid Odo Date
Xlsx Output Fields
Date Filter
Group Code
Client Code
Client Name
Contract Type
State
Rego
Vehicle
Driver Custodian
Division Name
Location
Cost Centre
Contract Months
Contract Age
Contract Kms
Last Valid Odo Km
Last Valid Odo Date
This report can be added to your selection list by removing it from the records in gb_report_queries.
Inventory Report
The Inventory Report is a listing of contracts.
This report can be emailed to the clients in a scheduler job. More details are available on the System Reports page.
Report Filters
Left Column
Right Column
Fields in PDF
Group (Text)
Client (Text)
Cost Centre (Text)
State (Text)
Rego (Text) - Registration Number
Surname (Text)
First Name (Text)
Location (Text)
Description (Text) - Vehicle Description
FBT Value (Num)
Contract Type (Text)
Contract Km (Num)
Estimated Odometer (Num) - Uses the "As at" date entered on this report filter to calculate the estimated odometer at that date
Start Date (Date)
End Date (Date)
Mths (Num)
Mths Expired (Num)
Rental ex GST (Num) - Displays the sum of Contracts / Lease budget totals that are posted or pending where the "Periodic" date is between the first of the month and the "As at" date entered on this report filter. Example: An "As at" date of 23/08/2018 will return the values between 01/08/2018 and 23/08/2018
GST (Num) - As above
Gross Rental (Num) - As above
Fields in File Outputs
This report is available as PDF, Office(xlsx), and Text(CSV) formats. The Office(xlsx) and Text(CSV) formats offer the following columns:
Group Name
Client Name
Date Filter
Client Code
Cost Centre
Division
State
Reg No
Surname
Given Name
Location
Classification
Description
Colour
FBT Value
VIN
Build Date (Note: This field is exported as a string to ensure it exports as displayed on screen)
Posting Map Code
Contract Kms
Odo Est Current
Contract Start
Contract End
Term
Current Month
Rental Net (Returns the monthly net for the contract. If the contract is a pay cycle billing, the net value of a periodic budget will be annualised to yield a monthly value. This may not match the value returned in the PDF, which sums the periodic budgets within the selected month)
Rental GST
Rental Gross
Client Code Name
Group Code
Reg Renewal
Contract ID
Employee No
Employee Level
Third Party
Client Order No
Performance Indicators
The maintenance and approvals screens have access to a pop-up window displaying performance indicators. This window is displayed by hovering with the mouse pointer over the information symbol.
A sample pop-up window shows:
Km Variance - the projected variance over the contract term
M&S (Maintenance and Servicing) - calculated by the M and S class codes
Rule of 78 - used as an indicator due to the associated burn rate of maintenance and servicing costs
Tyres - compared using a straight line calculation, i.e. budgeted amounts posted so far
Fuel pro-rata - based on straight line calculated as the total of fuel budgets posted so far
Budget vs Actual Operating
Budget vs Actual Section
Budgeted reports disclose budget versus actual for the major cost categories while non-budgeted reports disclose the actual cost and variance of the fuel budget only. These report templates are defined per Contract Type and can be set at the menu option Fleet / Controls / Accounts / Contract Types.
Finance
The value of the Finance row is determined by the check box "Report Finance Payments?" on the Contracts / Finance screen. If unchecked, the reports display Finance Budget values and Maintenance transactions as LTD Actual. If checked, the Budgeted reports will select Finance transactions from Payments and Approvals instead of using Budget values to calculate LTD Actual.
Maintenance and Tyres
Maintenance and Tyre actuals are stored in fm_maintenance (shown on the Maintenance screen). These usually come either from processing an approval (manual, reimbursement, or 1link interface) or from a card transaction (e.g. Starcard).
Registration and CTP
Registration and CTP actuals are stored in fm_maintenance (shown on the Maintenance screen). These usually come either from processing an approval (manual or reimbursement) or from bulk processing of Reg/CTP renewals.
Comprehensive Insurance
The value of Insurance actuals is determined by the field Billing Type in the Contracts / Insurance screen.
When this field is set to Driver Reimbursement or Client Reimbursement, the Fully Budgeted Novated Driver Report will obtain the actual insurance costs from the maintenance transactions (i.e. where the driver reimbursed transactions are stored) and the insurance payments and compare that to the budgeted insurance amounts (from the lease screen budgets).
The business rule is as follows: Move any actual insurance costs from the 'Other' row to the 'Insurance' row where the class code is "INS".
Fuel
The Novated Driver Operating Report includes both 'F' and 'O' class codes in the Fuel Actual numbers. "Operating Costs this Year" includes the posted budgeted amounts as well as any Recharge amounts. Including Recharge amounts allows for termination processing (i.e. final variance) to be included in the final report.
Other
The 'O' class is to be used for novated transactions which would normally be recharged (e.g. windscreen repairs) but which are to be applied against the novated driver's fuel budget.
The purpose of this is to prevent the issue of a recharge invoice and to allow these transactions to be reconciled at lease termination along with fuel. Thus the driver will pay for the transaction as part of the termination reconciliation.
Where Roadside Assistance (RSA) is included, the budgeted amount will be included under 'Other'. If 'RSA' Payment Schedules are in use and/or 'RSA' approvals have been created, the 'Actual' amount will display the sum of these. Where these entries are absent, the value will appear as '0.00'.
CEO
The Carbon Emission Offset actuals are shown in the "Other" budget line and are stored in fm_maintenance (shown on the Maintenance screen).
Relief Vehicle
Relief Vehicle actuals are a duplication of the budget values. There is no direct actual cost for this budget.
Fees
The report row for Fees is compiled of transactions from the posting classes MFEE, NFEE, FFEE, IFEE, and MCLUB. A global control field called report_budget_fees_flag can be used to change the treatment of fee budgets (billings) and actuals (approvals).
The flag can be set to either report the Actual column total as budgets+actuals, or alternatively it can show only the actuals.
The following table shows what you would see in this column depending on how the settings, and what data you have processed:
Warning: When report_budget_fees_flag is set to 'yes' and a Management Fee Payment Schedule is in use, Driver Reports will record Actuals as the sum of budget and actual expense.
Contact Catch-e support if you want to confirm or change this flag in the system. Consider also the set-up of fees in Contract Types / Accruals and Contract Types / Expenses-Approvals, as those settings govern your ability to raise billings and approvals for these posting classes.
Exclusions
Certain classes can be excluded from report actual expenses to cater for fees and costs which are not part of the vehicle running costs and should not be deducted from budgets. Classes can be excluded by using the Group code of 'Exclude' on the Posting Classes screen.
Budget vs Actual Statutory
Budget vs Actual Section
This section displays budget versus actual for the major cost categories of the lease. These are detailed below.
Finance
The report treatment of Finance in the Driver Report depends on how the Contracts / Finance "Report Finance Payments?" check box is set. The table below summarises the two options.
We recommend the "Report Finance Payments?" check box be checked on.
The option to leave this unchecked is a legacy option that you could use if you are not using Contracts / Payments to manage your finance payments, or if you wanted to show the driver or employee a 'perfect' budget to payment match.
Maintenance and Tyres
Maintenance and Tyre actuals are stored in fm_maintenance (shown on the Maintenance screen). These usually come either from processing an approval (manual, reimbursement, or 1link interface) or from a card transaction (e.g. Starcard).
Registration and CTP
Registration and CTP actuals are stored in fm_maintenance (shown on the Maintenance screen). These usually come either from processing an approval (manual or reimbursement) or from bulk processing of Reg/CTP renewals.
Comprehensive Insurance
The value of Insurance actuals is determined by the field Billing Type in the Contracts / Insurance screen.
When this field is set to Driver Reimbursement or Client Reimbursement, the Fully Budgeted Novated Driver Report will obtain the actual insurance costs from the maintenance transactions (i.e. where the driver reimbursed transactions are stored) and the insurance payments and compare that to the budgeted insurance amounts (from the lease screen budgets).
The business rule is as follows: Move any actual insurance costs from the 'Other' row to the 'Insurance' row where the class code is "INS".
Fees
The report row for Fees is compiled of transactions from the posting classes MFEE, NFEE, FFEE, IFEE, and MCLUB. A global control field called report_budget_fees_as_actual_flag can be used to change the treatment of fee budgets (billings) and actuals (approvals).
The flag can be set to either report the Actual column total as budgets+actuals, or alternatively it can show only the actuals.
The following table shows what you would see in this column depending on how the report_budget_fees_as_actual_flag is set, and what data you have processed:
Warning: When report_budget_fees_as_actual_flag is set to 'yes' and a Management Fee Payment Schedule is in use, Driver Reports will record Actuals as the sum of budget and actual expense.
Contact Catch-e support if you want to confirm or change this flag in the system. Consider also the set-up of fees in Contract Types / Accruals and Contract Types / Expenses-Approvals, as those settings govern your ability to raise billings and approvals for these posting classes.
Fuel
Fuel actuals are stored in fm_maintenance (shown on the Contracts / Maintenance tab). These usually come either from processing an approval (manual, reimbursement, or 1link interface) or from a card transaction (e.g. Starcard).
The Novated Driver Operating Report includes both 'F' and 'O' transactions in the Fuel Actual field. "Operating Costs this Year" includes the posted budgeted amounts as well as any recharged amounts. Including recharged amounts allows for termination processing (i.e. final variance) to be included in the final report.
O
The 'O' posting class is used for novated transactions which would normally be recharged (e.g. windscreen repairs) but are put to the novated driver's fuel budget.
This means a recharge invoice is not required and these transactions will form part of the lease termination reconciliation.
Roadside Assistance
If your report has a Roadside Assistance row, this will populate with values from the 'RSA' budget and actual costs from payments and maintenance transactions.
If your report does not show this row, the 'RSA' transactions will be shown in the Other row.
Other
The Other row displays any transactions that have not been identified and applied to a preceding row.
CEO
The Carbon Emission Offset actuals are shown in the "Other" budget line and are stored in fm_maintenance (shown on the Maintenance screen).
Relief Vehicle
Relief Vehicle actuals are a duplication of the budget values. There is no direct actual cost for this budget.
Exclusions
Certain classes can be excluded from report actual expenses to cater for fees and costs which are not part of the vehicle running costs and should not be deducted from budgets. Classes can be excluded by using the Group code of 'Exclude' on the Posting Classes screen.