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Trucks, Operating Costs (#605)
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Why:
You need a consolidated report on your operating expenses for each Truck.
Focus:
Focus of Report is to track Total Operating Costs for each truck. The historical data for operating costs can then be used in order to
estimate your standard costs of operating each truck. The operating costs
that are included in this report include:
- Expenses entered for a truck under Miscellaneous Expenses (either for
contractors/vendors or employees)
- Your own payroll cost (straight or employee-loaded) for maintenance.
If you have employees that perform regular service or have mechanics that
work on your equipment, their time will be included in this report.
There is an option on the selection window that allows you to either use
your direct payroll cost or you loaded payroll cost (the loaded payroll cost
is your payroll cost based on each employee's loaded pay rate.). This
report will also take into account of any overtime pay related to repairs &
maintenance for your trucks.
- Contractor costs. If you have outside mechanics that work on your
trucks, their cost will be included in this report..
Selection Window:
The selection window allows you to filter the report by:
- Date Range: You can either select a pay period, or you can simply enter the start and end date directly into the selection criteria window. The Period selection is merely a short-cut for entering a date range, so you can always edit the start and end dates to be any date you choose. For example, you can pick a period defined as 8/1/2004 to 8/12/2004, and then extend the end date by three days to 8/15/2004. If you leave the end time blank, the program will assume you want the entire day for the end date. In the example below, the start date/time is 8/1/2004 00:00:00 (a blank is assumed to be time 00:00:00) and the end date/time is 8/15/2004 00:00:00. Because the end date time is blank (or 00:00:00), the program assumes you want the whole day of the 15th and makes the end date/time 8/16/2004 00:00:00. In the selection query, the program returns records whose start date/time is greater than OR equal to the start/date time and strictly less than the end date/time.
- Note: for report information that is based on load tickets, the report uses the Date Out (not the Date In).
- Trucks. You can select any or all Trucks. The Truck list is only for your
own Trucks; contractor-owned Trucks are not on the list.
- Your report can be sorted by date or by Truck number. Example
Report 1 (see below) is based on sorting by day; Example Report 2 (see
below) is based on sorting by Truck number.
- The "Only Print Raw Data" option generates a report with the
report detail, but with no subtotals or totals.
- The "Fully Loaded Employee Cost" checkbox allows you to
calculate your Truck cost based on your straight payroll (default) or
based on your payroll including your additional load for employee benefits,
etc.
Detailed Description:
The selection criteria determine the date range and Truck that appear in
the report. The report is based on the time entries for (1) Employees and
(2) Contractor Time where the contractor is using your Truck. The time must be coded for an activity that has the basic
activity type "Maintenance" -- no other time entries will be
recognized. The report also includes Employee Expenses and Miscellaneous
Expenses where those expenses are coded to specific Trucks. For
example, $100.00 in diesel fuel (a miscellaneous expense) paid to Husky Oil for use in
a truck HL6001 would be counted in this report.
The report shows the operating costs for all company owned Truck. The
columns are:
- Truck Code The Truck code for the Truck
- Truck: The description (not code) field for the Truck
- Date. The date of the time entry or expense entry (not date paid)
- Activity: Activity coded on the time slip (Maintenance). In
the case of Employee Expenses this column will be coded "EMP MISC";
in the case of Miscellaneous Expenses, it will be coded "VEND MISC".
- Paid to: The worker or vendor to which the amount was paid.
- Hours: Hours for time coded as maintenance time. In the basic
activities list above, there is a check box for "Maintenance
Time". Any activity that is coded to a basic activity type
checked as "Maintenance Time" will be included as Maintenance
Hours. Hours coded as non-maintenance will not be included. An
expense line item will have an hours entry of 0.00.
- Payroll Cost: The cost of the line item. For employee time,
the cost will be the straight payroll cost or the loaded payroll cost (if
that option is selected; for contractor time, the cost will be the amount
paid to the contractor (excluding of tax); for employee or miscellaneous
expenses, the cost is the amount of the expense item (excluding taxes)
- Type: For employee time, the type is "Employee", for
contractor time, the type is "Contractor"; for employee or
miscellaneous expenses, the type is the account code of the expense item.
For example, a miscellaneous expense for fuel, would be tagged as your
account that you use for fuel.
- Detail: For employee time, the detail is taken from the description
on the Time Slip; for contractor time, the detail is taken from the
description on the Contractor Time Slip; for employee or miscellaneous
expenses, the detail is the description of the expense item
There is
an optional column 'Meter" that will be included in the report if the 'Meter'
column is enabled on either your time sheet entry form or on your miscellaneous
expense entry form. The Meter field can be used to indicate the odometer
reading when a service or expense was incurred. See Example Report #4
below for an example of how the report looks when the meter column is included.
Key Notes:
- Report only covers Company-Owned Trucks
- Report includes Payroll cost (straight or employee-loaded) for maintenance
and Contractor costs (for time). You need to run the employee
calculator for employee time costs to flow through to this report; you need
to run the vendor calculator for contractor time costs to flow through to
this report.
- Payroll costs can be reported as direct payroll costs or the employee
fully loaded cost. The loaded payroll cost is based on your employee
loaded pay rate.
Report:
Example 1:
Example Report 1 shows the report where the selection sort by "Truck" has been selected This version of the report is useful in
that it shows the operating cost for each Truck. Where the
date range selected is an entire year, you can see what the annual total costs
are for operating Truck.
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Example Report 1 |
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Example 2:
Example Report 2 shows the same report, but the option "Fully Loaded
Employee Cost" has been selected. The difference in the two reports
is that the lines for employee costs are based on the employee loaded rates
instead of the straight pay rates in Report 1. For example, in line 4,
the employee cost is 2.0 hours @ $37.70/hr or $75.40. In Report 1,
the cost for the same line is calculated at 2.0 hours @ $26.00 or $52.00.
In this case the employee load is $11.70/hr.
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Example Report 2 |
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Example 3:
Example Report 3 shows the same report as Report 1, except that the selection
"Sort By Date/Time" has been selected. In this report, entries
are ordered by day and provide a daily total for truck operating expenses.
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Example Report 3 |
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Example 4:
Example Report 9 shows the report where the Meter field is enabled. You can use the Meter field to track when each maintenance
event (expense or time) has occurred over the life of a truck
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Example Report 4 |
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