Vehicle Report

Introduction

The Vehicle Report Module provides a comprehensive overview of vehicle performance, operational efficiency, revenue generation, expenses, and profitability. It helps administrators monitor vehicle utilization, analyze operational costs, track trip performance, and make informed business decisions based on financial and operational data.

Accessing the Vehicle Report Module

  1. Login to the Admin Console.
  2. Open the Main Menu.
  3. Navigate to Reports.
  4. Click Vehicle Report.

The Vehicle Report screen will open displaying vehicle performance data.

Vehicle Report Dashboard

The Vehicle Report provides detailed information for each vehicle in the fleet.

Available Information

  • Vehicle Registration Number
  • Vehicle Make & Model
  • Revenue Generated
  • Trip Expenses
  • Vehicle Maintenance Expenses
  • Fuel Expenses
  • Driver Salary
  • Total Expenses
  • Net Profit
  • Total Trips Completed
  • Average Passengers per Trip
  • Total Distance Travelled
  • Vehicle Status

Filtering Vehicle Reports

Filter by Month or Date Range

Administrators can view reports for a specific month or custom date range.

Steps

  1. Open Vehicle Report.
  2. Click the Date Filter at the top of the page.
  3. Select Month or Custom Date Range.
  4. Apply the filter.

The report refreshes automatically and displays records for the selected period.

Searching Vehicles

Administrators can quickly locate a specific vehicle using the search option.

Search Criteria

  • Registration Number
  • Vehicle Model
  • Vehicle Status

Steps

  1. Open Vehicle Report.
  2. Locate the Search Bar.
  3. Select the desired search field.
  4. Enter the search value.

Matching records will appear instantly.

Understanding Vehicle Report Columns

Registration Number (Reg No)

Displays the unique registration number assigned to the vehicle.

  • Example: WB05A6233

Make & Model

Displays vehicle manufacturer and model information.

Examples:

  • Toyota Innova Crysta
  • Maruti Ertiga
  • Hyundai Creta

Revenue

Displays total income generated by the vehicle during the selected period.

Revenue may include:

  • Employee Transportation Trips
  • Rental Trips
  • Airport Transfers
  • Outstation Trips
  • Corporate Bookings

Trip Expense

Displays operational expenses directly associated with trips.

Examples:

  • Toll Charges
  • Parking Charges
  • Route Expenses

Vehicle Expense

Displays vehicle-related maintenance costs.

Examples:

  • Servicing
  • Repairs
  • Spare Parts
  • Tire Replacement
  • Maintenance Charges

Fuel Expense

Displays fuel consumption costs incurred during the selected period.

Examples:

  • Diesel Expenses
  • Petrol Expenses
  • CNG Expenses
  • EV Charging Costs

Driver Salary

Displays salary or wages allocated to the vehicle’s driver.

Total Expense

Total Expense is automatically calculated as:

Total Expense = Trip Expense + Vehicle Expense + Fuel Expense + Driver Salary

This provides the complete operational cost of the vehicle.

Net Profit

Net Profit indicates vehicle profitability.

Formula: Net Profit = Revenue – Total Expense

Interpretation:

  • Positive Profit: Vehicle generated profit.
  • Negative Profit: Vehicle expenses exceeded revenue.

Total Trips

Displays the total number of completed trips operated by the vehicle during the selected period.

Average Passengers

Displays the average number of passengers transported per trip.

This metric helps evaluate vehicle utilization efficiency.

Total Distance

Displays the total distance travelled by the vehicle during the selected period. Measured in kilometers (KM).

Status

Displays the current operational status of the vehicle.

Vehicle Status Definitions

Active

Green Indicator

Meaning:

  • Vehicle is operational
  • Available for trip assignment
  • Ready for dispatch

Dispatched

Orange Indicator

Meaning:

  • Vehicle is currently assigned to an active trip
  • Not available for new assignments

Inactive / Blocked

Meaning:

  • Vehicle unavailable for operations
  • Under maintenance
  • Temporarily blocked from assignments

Vehicle Profitability Analysis

The Vehicle Report helps administrators evaluate business performance.

Key Indicators

  • High Revenue: Indicates strong vehicle utilization.
  • Low Revenue: May indicate idle vehicles, route issues, or low demand.
  • High Expenses: May indicate frequent maintenance, fuel inefficiency, or operational issues.
  • High Net Profit: Indicates efficient operations and strong vehicle performance.

Identifying Idle Vehicles

Vehicles with Revenue = 0 AND Trips = 0 did not operate during the selected period.

Benefits:

  • Identify underutilized assets
  • Optimize fleet deployment
  • Reduce unnecessary costs

Comparing Vehicle Performance

Administrators can compare multiple vehicles simultaneously.

Comparison Metrics

  • Revenue
  • Total Expense
  • Net Profit
  • Total Trips
  • Passenger Count
  • Distance Travelled

Best Practice

Apply the same date range to all vehicles before comparison to ensure accurate analysis.

Exporting Vehicle Reports

Administrators can export report data for further analysis.

Steps

  1. Open Vehicle Report.
  2. Apply required filters.
  3. Click the Download icon.

The system downloads the currently visible report data.

Benefits:

  • Offline Review
  • Excel Analysis
  • Management Reporting
  • Client Reporting

Viewing a Single Vehicle

Steps

  1. Open Vehicle Report.
  2. Use the Search Bar.
  3. Enter the vehicle registration number.

The report displays only the selected vehicle.

This is useful for:

  • Profitability Review
  • Expense Verification
  • Trip Analysis
  • Audit Purposes

Managing Table Records

Administrators can customize the number of records displayed.

Available Options

  • 10 Rows
  • 20 Rows
  • 40 Rows
  • 100 Rows

Steps

  1. Scroll to the bottom of the report.
  2. Select the desired row count.
  3. Use pagination controls to navigate between pages.

Correcting Expense Data

If report figures appear incorrect, administrators should update the source transaction records.

Common Modules to Review

  • Expense Module
  • Bills Module
  • Payment Made Module
  • Fuel Module
  • Vehicle Maintenance Module

Steps

  1. Update the incorrect expense record.
  2. Save changes.
  3. Reopen Vehicle Report.

The report recalculates automatically.

  1. Open Reports > Vehicle Report.
  2. Select the required month.
  3. Review vehicle revenue.
  4. Review expenses.
  5. Check profitability.
  6. Identify idle vehicles.
  7. Compare top-performing vehicles.
  8. Export the report.
  9. Share findings with management if required.

Best Practices

Always monitor:

  • ✓ Revenue Performance
  • ✓ Fuel Costs
  • ✓ Maintenance Expenses
  • ✓ Driver Salary Allocation
  • ✓ Vehicle Utilization
  • ✓ Net Profit
  • ✓ Trip Count
  • ✓ Distance Travelled
  • ✓ Idle Vehicles

Module Summary

The Vehicle Report Module serves as a fleet performance and profitability dashboard. It helps administrators track vehicle utilization, monitor operational expenses, evaluate revenue generation, identify underperforming vehicles, and make informed decisions to improve overall fleet efficiency and profitability.