The Fleet Running Costs report, column by column
"What did this vehicle cost us last month?" sounds like a one-line question. In most fleets answering it takes a day: fuel from one place, service receipts from another, the lease and the insurance from the contracts folder, and a final number nobody can defend line by line.
The Fleet Running Costs report is that day, generated. One month, one sheet, one row per vehicle. This is what each column answers.
Identity
Plate and Model. If your organisation also tags its vehicles with an internal number, a Mobile No. column appears beside the plate. If you use departments, a Department column shows where the vehicle served that month; a vehicle moved in the middle of the month shows both, for example «Logistics → Programmes».
Distance
Km start, Km end, Km total. The first two are the odometer readings the month opened and closed on; the third is derived from them, never typed. A typed total can disagree with the odometer; a derived one cannot. If the total looks wrong, the two readings beside it show at once whether the problem is a missed trip or a mistyped reading.
Fuel
Fuel, L and Electricity, kWh: everything put into the vehicle over the month, each in a column of its own. Litres and kilowatt-hours are never added together, not even in the totals row. The electricity column appears only when something in the fleet was charged.
Consumption per 100 km: litres (or kWh) per hundred kilometres. It is the figure Ukrainian fleet accounting and the waybill register use, and the unit of the norm in the vehicle card, so the three can be read side by side. Lower is better. What matters most is how it moves for the same vehicle from month to month and how it compares with that vehicle's norm.
Average price: what you actually paid per litre or kWh. It is taken over the refuels that have a price, so a refuel nobody has priced yet does not drag it down. In a year of moving fuel prices it separates "we drove more" from "fuel got dearer", two very different conversations with a finance officer.
Money
Fuel cost: the sum paid at the pump or the charger.
Refuels without a price: a driver often logs a refuel before anyone enters what it cost, because the driver rarely holds the invoice. Those refuels are counted in this column and their cells are highlighted. A vehicle whose fuel has no price at all shows an empty fuel cost rather than a zero, because a zero would look like a real sum. A note under the totals says how many are outstanding and where to fill them in.
Repair / Service / Insurance: the cost of every service and wash logged for the vehicle in the month, plus its share of the insurance contracts tied to it: a monthly premium in full, a twelfth of a yearly one, a one-off payment spread over the policy's term.
Rent: when the vehicle has a lease contract, the lease's share of the month, counted by the days it was in force. When there is no lease on file but a daily rate is set on the vehicle, the rate times the days on which the vehicle made at least one trip. A note under the totals says which contract each rent came from.
Total cost: fuel, plus repair, service and insurance, plus rent, per vehicle. This is the number the report exists for.
What the sheet tells you without a column
Missing rows. A vehicle with no trips, no distance and no cost in the month is left out rather than printed as a line of zeros. A vehicle that did not move but was serviced, insured or leased stays in: it still cost money.
Another currency. A contract in dollars or euros is named in a note and kept out of the hryvnia totals rather than converted at a guessed rate.
How to read it in ninety seconds
Sort by total cost and look at the top three. For each, check consumption per 100 km against the same vehicle last month and against its norm. A vehicle that is expensive because it drove a great deal is doing its job. A vehicle that is expensive at flat distance is telling you something: worn, poorly driven, or losing fuel. That comparison is the diagnostic value of the report, and it takes about a minute once the data is structured.
Getting it
Generate it in the admin panel for any month. It comes out in Ukrainian or English, so the same records serve a donor report and an internal one without being re-keyed.
Depot 17 is built for field conditions: drivers log trips and refuelling from their phones, offline if there is no signal, and the monthly reports come out of those records rather than out of a spreadsheet. Register your organisation and try it on your own fleet.