Run fleet reports, pivots and graphs
Find and run the 27 fleet reports, build a pivot table and read the dashboard graphs.
Before you begin
- Each report needs its own permission. The menu shows only the reports you may run, and in All Reports a report you may not run is greyed with "Needs another permission".
- Accident and fine reports disappear when the Fines, accidents and claims switch is off.
Run a report
- Open Fleet > Reports and pick a report such as Fleet Summary, Cost / KM, Downtime, Driver, Expiry, Accidents, Fines or TCO. For the other reports open All Reports and click the tile. Use the back link to return to the grid.
- Set From and To. The default is 1 January of this year to today.
- Click a column heading to sort. Click again to reverse.
- Click Export to download the sorted rows as CSV.
The page shows a totals row and a short note under the title. "Nothing in this period." appears when there is no data. A period must have From before To and cover at most ten years.
What the main reports show
| Report | What it shows | Permission |
|---|---|---|
| Fleet Summary | Per category: vehicles, active, in maintenance, sold, distance, cost, cost per km | fleet.view |
| Vehicle Utilization | Utilisation, downtime and idle percentages | fleet.view |
| Cost / KM | Ledger cost divided by distance, highest first | fleet.cost.view |
| Fuel Efficiency | Average L/100 km and km per litre against the normal | fleet.fuel.view |
| Maintenance | Work orders, parts, labour, outside work, total, downtime | fleet.maintenance.view |
| Downtime | Downtime hours, breakdowns, tow cost, mean time between failures | fleet.maintenance.view |
| Driver | Counts of trips, distance, fines and accidents. No score of any person | fleet.driver.view |
| Expiry | Documents expired or expiring in the next 120 days | fleet.view |
| Accidents | Accidents and estimated cost in the period | fleet.accident.view |
| Fines | Fines, amounts and driver shares in the period | fleet.fine.view |
| TCO | Total cost of ownership | fleet.tco.view |
Worked examples
- Utilisation. Working hours are 10 a day and the period is 30 days (300 hours). Trips: three days of 8 hours and two days of 12 hours, capped at 10 each: 3 x 8 + 2 x 10 = 44 hours, or 15%. Downtime of 36 hours is 36 / 720 = 5%. Idle is 100 - 15 - 5 = 80%.
- Cost / KM. Vehicle V1 cost AED 1,800 over 3,000 km (0.60); V2 cost AED 2,500 over 2,000 km (1.25). V2 is listed first. A vehicle with no distance shows a dash.
- Downtime. 36 hours of work order downtime plus 4 hours for an unrepaired breakdown is 40 hours. With 3 breakdowns in 30 days, mean time between failures is 30 x 24 / 3 = 240 hours.
The Expiry report always looks 120 days ahead from today, whatever dates you choose.
Pivot
- Open Fleet > Reports > Pivot.
- Choose Rows: Vehicle, Driver, Category, Branch, Project or Cost centre.
- Choose Columns: Month, Status, Cost type or Total only.
- Choose a Measure: Cost, Distance, Fuel (L), Trips, Downtime (h) or Maintenance count.
- Set From and To.
The table shows row totals and a totals row, with the largest rows first and a cap of 500 rows. The Cost measure needs fleet.cost.view.
Graphs
Fleet > Reports > Graphs shows four column charts: Fuel Cost by Month, Maintenance Cost Trend (about six months to today), Cost / KM by Vehicle and Utilization by Vehicle (top 20). The cost charts need fleet.cost.view.
What happens next
Reports read live data. There is nothing to post or close. Use the Dashboard for a quick daily picture and Record expenses and leases, and read costs and TCO for cost analysis.
Good to know
- A report shows only records dated inside the period (except Expiry).
- Sold vehicles are counted under "Sold / scrapped" in Fleet Summary.