How the operational reports count money
Every operational report starts from the same money — paid and settled transactions — and then keeps only the part that belongs to the page. This page explains what is counted, when, and why one report's total can differ from another's.
Overview#
The six money reports listed on Operational reports read the same transactions as Spend Summary (Finance reports). Each page's explanation panel states the rules that apply to it, including the effect of any filter you have chosen.
What is counted#
- Paid and settled only. A transaction counts when it is paid or settled; pending and cancelled ones never count.
- Prepayments and withdrawals are not spend. A fleet company's prepayment (top-up) to a merchant, and a merchant's withdrawal to its own bank account, are never counted.
- Including VAT. Every amount is the gross amount paid, VAT included; there is no pre-VAT figure.
- Your own money only. A fleet company sees its own transactions. A merchant sees only money payable to it, so a fee the merchant pays to the platform is never counted as revenue.
When it is counted#
Money is dated by when it was paid, in Vietnam time (UTC+7), not by the date of the refuel or order. A refuel on 31 January that is paid on 1 February counts in February. Spend Summary uses the same date rule.
Where it is counted#
The vehicle, fuel item and SKU of a payment come from the order it paid for; so do its store and work-order service type.
- A refuel payment linked to a refuel order is fuel. Otherwise, a payment linked to a work order is a work order, and otherwise one linked to a purchase order is a purchase.
- A fuel item is the official fuel item the station's product is linked to, so every station's product for the same fuel is counted together.
- A purchase-order payment covering several SKUs is split across them in proportion to each line's total. A purchase order with no items, a zero total or a negative line cannot be split and is unattributed.
- Work orders have no SKU. Sales by SKU shows them in a row of their own and by service type; see Revenue by tenant and Sales by SKU.
Litres and quantities#
- Litres are counted once per refuel order, from its first positive payment in the period. A second charge on the same order adds money but no litres, and a reversal takes money off but never litres.
- Quantities are never added across different units: litres only for fuel, and every other SKU's quantity in that SKU's own unit.
Why totals differ#
| Report | What the total covers | Compared with Spend Summary |
|---|---|---|
| Refuel by Vehicle | Refuels that can be assigned to a vehicle | Can differ |
| Refuel by Fuel Item | Refuels whose product is linked to an official fuel item | Can differ |
| Spend by Vehicle | Refuels, work orders and purchase orders that name a vehicle | Can differ |
| Spend by Merchant | All spend, with spend that names no merchant in one unattributed row | Equal |
| Revenue by Tenant, Sales by SKU | All money payable to the merchant, with what cannot be assigned in one unattributed row | Not applicable: merchants have no Spend Summary |
The three fuel and vehicle reports count only money that belongs to them and have no unattributed row. Spend Summary also includes platform fees, standalone adjustments and payments with no order, and Spend by Vehicle leaves out purchases with no vehicle. Refuel by Fuel Item also leaves out refuels whose product is not linked to a fuel item; those still count on Refuel by Vehicle. Because the money left out can be negative as well as positive, these totals can be higher or lower than Spend Summary.
The other three reports keep one unattributed row, always last, so that the rows add up to the total. Spend by Merchant also splits each merchant by store, with a "Store unknown" row for money that names no store.
Filters change the basis#
- On Refuel by Vehicle, a fuel-item filter keeps only that fuel's refuels, so the total is no longer comparable to Spend Summary.
- On Revenue by Tenant and Sales by SKU, a store filter keeps only money for orders at that store; payments not linked to an order are left out and there is no unattributed row.
- On Sales by SKU, a SKU type or fuel item filter keeps only matching SKUs; work orders and payments with no SKU are left out.
The previous-period comparison uses exactly the same rules and filters as the current period.