What your vehicles cost month by month, split into fuel, service, repair, insurance, toll and other.
When to use it
To see how a vehicle's running cost is moving over the year, and which part of it is growing.
Before you start
- Log sheets, service records and compliance documents have been entered. Every figure here comes from those three.
- You need view access to the Vehicle Management reports.
Where to find it
Reports > Vehicle Management > Vehicle Cost Breakdown.
The fields on this screen
| Filter (on screen) | What it does | Required |
|---|---|---|
| Vehicle | Limits the report to one vehicle. Leave it blank to include every vehicle. | No |
| From Month | Start of the period this report covers. Defaults to the start of the financial year. | No |
| To Month | End of the period this report covers. Defaults to the end of the financial year. | No |
How it works
- One row is one month, and each money column has a total at the foot. With no vehicle chosen, the month's figure is the whole fleet added together.
- Fuel is the fuel cost from the log sheets, counted in the month of the sheet.
- Service and Repair both come from the service records, separated by the category the visit was given. Routine work (a regular service, a major service, an oil change, an inspection) counts as Service. Everything else counts as Repair, including a visit recorded with no category.
- Insurance is what was paid for compliance documents. It is counted in the month the document was issued, not the month it expires or the month it was paid. That is why a renewal can appear a month away from the bank entry. It is also why the column includes permits and tax, not only insurance.
- Toll and Other are there to keep the report's layout stable. Nothing fills them at present.
- These are operating costs recorded on the fleet screens, not accounting entries. They will not tie to the general ledger, and this report does not replace the Ledger.
Tips and common mistakes
- A month with a large Insurance figure is usually one renewal, not a trend. Check the Fleet Compliance Tracker for that month before you read anything into it.
- Fuel lands in the month the tank was filled. Compare quarters, not single months.