Reports

Overview

This report screen is designed for formal reports which can be output to PDF and are available to external users such as Fleet Managers.

The filter fields are dynamic, so later fields are updated to show only available choices. For example, if a particular client is selected then the system will refresh displaying only that client’s relevant details.

Selected reports can be scheduled to email directly to clients periodically.

Reports can be configured to show channel logos if required.

More reports are available in the Reports / Standard Reports screen for internal users.

Report Filters

The report filters generally are described below. Not all filters are used on all reports.

Each report page contains the specific details of that report including its particular filters.

The report filters are inactive (greyed out) if they do not match your data.
E.g. If you use the FBT Operating Report and select a client that has no Operating Method contracts, then the remaining filters will not be electable, and the report cannot be run.

Filter	Type	Description
Delivery	List Box	Available for reports with email option, e.g. Novated driver reports.
As at	Date	Only contracts commencing on or prior to this date will be included and contracts suspended on or prior to this date will be excluded.
Due Off From	Date	Pick the due off from date you want. Used in the Due Off Report.
Due off by	Date	Pick the due off by date you want. Used in the Due Off Report.
Required By	Date	Pick the required by date. Contracts will be included when Contracts / Vehicle "Reg Managed" is checked 'ORDER' Contracts / Vehicle "Reg Expiry" is on or before this date. "Suspend Date" is blank or after this date. Used in the Orders Report.
Year ending	Date	This field will default with the next FBT year end. Update this to show the date you want to use. Used in the FBT Operating, FBT Optimal and FBT Statutory reports.
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 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 the Client or Clients you want to report on. You can select multiple records by holding down the “Ctrl” key and use your mouse to select the items. To select a range of clients, hold down “Ctrl” and “Shift” keys and use either your mouse or arrow keys to select the range.
Report Queue	Check Box	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 take 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.
Division	List	Select --All--, Multiple or one division
Location	List	Select --All--, Multiple or one location.
Cost Centre	List	The default selection is '--All--' (returns all records). You can also blank '--Blank--' (records have no cost centre), or you can select a specific cost centre. When a "Group" or "Client" is selected, only the cost centres that belong to them are shown.

Sort Order

Group
Client
Cost Centre
Registration Number

Output Options

Outputs available are PDF, Office(xlsx), Text(CSV) or Email (where appropriate).

Action Buttons

Button	Description
Print Button	Select the output you want and then click on print to generate.
Cancel Button	Cancel a report that has started generating if you don't want to finish running it.

Output Change

If an Office(xlsx) or Office(xls) report is generated from one of the locations below, and contain more than 65,500 individual rows, then it will be automatically converted to Text(CSV) format.

Fleet / Administration / Reports
Reporting / Standard Reports or
Scheduler / Job executeQuery

Troubleshooting

Contract Type - vehicles will not show up on reports unless they have been assigned a “Contract Type”. The “Contract Type” governs a lot of the business rules and treatment of the contract – and are also helpful in managing the vehicle.

Start Date - reports are date-driven, so if the vehicle has no “Start Date”, then it will show up on all reports regardless. If you don’t know when a vehicle started, put in an arbitrary date to improve reporting.

Suspend Date - the “Suspend Date” is the field that the system uses to indicate that the vehicle is inactive for reporting or approvals. Vehicles will continue to display on reports until a "Suspend Date" is entered.