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Enter the required parameters up to vehicle level.
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Report Purpose
The purpose of this report is to show and analyze every transaction that has been processed in the current month. The report is divided into various sections.
The top portion of this report shows the fixed information with regard to the vehicle i.e. vehicle registration number, description of the vehicle, driver name, etc. Below find each item starting from the top left hand corner of the report and the explanation of same:
Report Definitions
Cost Centre
- This is number and name of the area within the company structure that the vehicle can be found.
Company Number and Name
- This is the five-digit number dedicated to a particular company within a structure.
- Vehicle registration number, vehicle description and driver name is self-explanatory.
Since
- This is the date that the current driver of the vehicle started using this vehicle.
Reg Date
- This is the date that the vehicle was first registered.
Vehicle Age
- This is the calculated age of the vehicle in months using the registration date as the first month.
Ned Age
- This is the period the vehicle has been using the Fuel Card.
Take-on Odo
- This will be the odometer reading of the vehicle from the first transaction that is processed.
Previous Odo
- This is the last odometer reading processed in the previous month.
Target
- This is the Manufacturer’s Specified fuel consumption/target, calculated in L/100 km’s for the specific vehicle on this report.
- The target can be manually adjusted if necessary and should only be used as a guideline.
Last 4 Months Ave
- This is the actual L/100 km’s achieved over the last 4 months for this vehicle.
Tank Capacity
- This is the tank capacity, in litres, for this specific vehicle.
Price
- This is the purchase price of the vehicle inclusive of VAT. In order for this information to appear on the report it must be supplied by the client and captured into the system.
Licence
- This is the Rand value cost of the license as well as the day and month of expiry of same.
- In order for this information to appear on the report it must be supplied and captured into the system.
Insurance and Apportion
- This is the Rand value annual amount as well as calculated apportioned monthly amount that is paid for vehicle insurance.
- In order for this information to appear on the report it must be supplied and captured into the system.
Purch Lim
- This is the limit embossed onto the card, which is an amount allowed per transaction.
- In order for this amount to be exceeded, authorisation has to be obtained by the merchant from the client.
Fleet Code, Billing A/C and Card Number
- These are numbers allocated to a vehicle when it is loaded onto the system.
Expiry Date
- This is the date the card is due to expire.
- It is always the last day of the specific month i.e. 03/2001 – the card will expire on the
31st March 2001.
No.
- This numerically shows the number of fuel/oil transactions processed for the current month.
Date
- This shows the date the fuel/oil transaction took place.
Odo
- This is the odometer reading on the vehicle at the time of doing the transaction.
Dist
- This is the distance travelled between fill-up’s.
Ltrs
- This is the amount of actual litres purchased.
F/Cost
- This is the actual fill-up cost.
Ltrs/100
- This is the calculated litres per 100 kilometers for each fill-up.
- The calculation is as follows: Litres used x 100 divided by distance travelled.
C/Ltr
- This is the calculated cost per litre of fuel at the time of doing the transaction.
Oil and O/Cost
- This shows the number in 500ml cans of oil as well as the cost of the oil.
Excess
- This shows excess litres where fuel consumption is either over or under the target for a specific vehicle.
- Where there is a minus next to the figure, it means that the fuel consumption for that fill-up was lower than the target fuel consumption for that vehicle.
- Where there is no minus next to the figure, it means that the fuel consumption for that fill-up is higher than the target fuel consumption for that vehicle.
Doc No.
- This is the document number given to the transaction at time of processing through the Point of Sale machine or by voucher.
Batch
- This is a number given to a group of transactions that are processed by the bank.
Ext or Int
- This denotes whether the transaction was processed at an external merchant or internally through a client’s internal fuel bowser.
Town
- This is the name of the town where the transaction took place.
Merchant Name
- This is the name of the merchant where the transaction took place.
Remarks/Exceptions
- This column shows anomalies like bad fuel consumption, tank capacity exceeded, personal transactions or oil fills.
The next part of the report will show any Repairs and Maintenance transactions if any took place in the current month. Repairs and Maintenance are divided up into the following columns:
Date
- This is the date the repair took place.
Odo
- This is the odometer reading on the vehicle at the time of doing the repair.
Trans Type
- This is the type of repair that took place. Only three types of repair are recorded:
R&M; Tyres and Misc.
- For normal servicing and maintenance of vehicle.
- For new tyres or repairs to existing tyres.
- For unusual items such as batteries.
Town
- This is the name of the town where the transaction took place.
Merchant Name
- This is the name of the merchant where the transaction took place.
- The next portion of the report shows the fuel observation and any exceptions.
Fuel observation is recorded as the following:
Excell
- For average fuel consumption 10% below target.
Good
- For average fuel consumption 5% below target.
OK
- For average fuel consumption the same as the target.
OK 1 – 5 BT
- For average fuel consumption up to 5% above target. Shows how many bad tanks there were.
- 5 BT = Bad tank – between 1 to 5 bad fill ups.
BAD
- For average fuel consumption 10% above target.
- Exceptions are areas of concern like bad fuel consumption so driver should be queried.
- Personal Transactions and Tank Capacity exceeded.
The next part of the report shows the Toll Fees, if there were any toll transactions in the current month. It is divided up into the following columns:
Date
- This shows the date that the toll company has sent the tape to the bank to download.
- NB: This is not the date that the vehicle went through the toll.
Amount
- This will show the total Rand value that was charged to a vehicle by a specific toll company during the current month.
Doc No
- This shows the amount of times that the vehicle went through a specific tollgate.
Town
- This shows the name of the tollgate the vehicle went through.
The next portion of this report shows the fixed costs broken up into the following columns:
Depr/Allow
- This will show the vehicles depreciated price, or the driver’s allowance (if loaded into the system at time of take-on).
Ins/Lic
- This will show the apportioned insurance on the vehicle as well as the licence cost per month (if loaded into the system at time of take-on).
Admin Fees
- This is the admin fee for the vehicle as well as the transaction fee per transaction charged per vehicle per month.
Govt Levy
- This is the total government levy charged for all transactions for the current month – 20 cents per transaction.
Fin Chrg
- This is the calculated finance charges on all transactions, calculated form transaction date to cut-off date.
Personal
- This column shows the Rand value of any transaction flagged at point of sale for personal use.
- The Rand value will include the government levy and finance charges.
Non Billing
- This column shows the Rand value of all transactions transacted at an internal workshop or bowser.
Billing
- This shows the total Rand value of all transactions and fixed costs for the current month.
The next portion of this report shows a one-line total of costs for:
Current month
- All expenses incurred for the current month.
Financial Year
- All expenses incurred for the client’s financial year to date.
From Inception to Date
- All expenses incurred form inception up to current date.
Tax Year
- This option is available on request and indicates all expenses for a financial tax year.
- The last two columns of this section show the fuel consumption in the above categories as well as the operating cents per kilometer, which can be compared to the national average above this column.