Run and export an operational report
Answer a "who, what and how much" question — which vehicles cost the most, which merchants you pay, which tenants pay you — by opening a report, setting the period and filters, and reading or exporting the result.
Before you start#
- Who can do it. Fleet-company reports: Tenant Owner, Tenant Admin and Tenant Accountant. Merchant reports: Merchant Owner, Merchant Admin and Merchant Accountant. Details are on Operational reports.
- Which reports. These steps cover the six money reports. Official Fuel Prices has its own controls; see Official fuel price chart.
- Where. The Reports section of the sidebar lists only the reports you can open.
- Which report. Pick by question:
- which vehicles cost the most → Refuel by Vehicle or Spend by Vehicle;
- how much of each fuel the fleet used → Refuel by Fuel Item;
- where your money goes → Spend by Merchant;
- which customers or products matter most → Revenue by Tenant or Sales by SKU.
Steps#
- In the sidebar, under Reports, open the report, for example Refuel by Vehicle.
- Choose the period: Daily (today), Weekly (Monday to Sunday of this week), Monthly (this calendar month, the default) or Custom. For a past month or any other range, enter From and To dates. Then select Apply.
- Set the report's filters, if it has any — for example a fuel item on Refuel by Vehicle or a store on Revenue by Tenant — and select Filter.
- Read the headline: the period's total and its change against the previous period, labelled vs yesterday, vs last week, vs last month or vs the previous period. Monthly compares with the previous calendar month; a custom range with the same number of days just before it.
- Switch the chart's measure where the report offers it: Money or Liters on the two refuel reports, Money or Quantity on Sales by SKU when every SKU shown uses the same unit.
- Read the chart, then the table below it. On most reports you can select a column heading to sort the table. When a ranking has more than 60 entries, the chart shows the top 20 and See all in the table jumps to the full table. See Reading the ranked report charts.
- To keep the result, select Export to Excel. The file holds the table's rows for the same period, filters and sort; see Export a list to Excel.
What happens next#
- The page, the export and any link you share all carry the period and filters you chose, so the same view can be opened again.
- Reports only read data; nothing in the platform changes.
Rules and limits#
- Money is counted by payment date in Vietnam time and includes VAT. Some reports count only part of your spend, so their totals can differ from Spend Summary; see How the operational reports count money.
- Spend by Merchant, Revenue by Tenant and Sales by SKU end their table with a "Not attributable to …" row for money that cannot be assigned, so the rows add up to the total.
- An export holds at most 5,000 rows; above that the page shows "Export capped at 5000 rows — narrow filters to export the rest." and the file ends with a row saying so.
If something goes wrong#
| What you see | Cause | Fix |
|---|---|---|
| The report is not in the sidebar, or opening it is refused | Your role cannot see financial transactions, or the report is for the other kind of organisation | Ask your administrator; see Operational reports |
| A message such as "No refuel spend recorded in … Try a wider date range or another fuel item." and a headline of ₫0 | Nothing in the period counts for this report | Choose a longer period or clear the filters |
| No change figure next to the headline | The previous period's total was zero or less | Nothing to fix |
| "Export capped at 5000 rows — narrow filters to export the rest." | More than 5,000 rows | Narrow the period or filters and export in parts |
| A total different from Spend Summary | The report counts only its own kind of spend, or a filter is set | See How the operational reports count money |