Why reports can show different totals for the same period
Fleet360 reports read stored data — running one never changes the underlying records. When two reports disagree, the usual causes are a different date basis, different cost categories, different filters, reversals, or the timing of postings and closes — not a report that is broken.
Which date each report keys on
Report | Date it groups/filters by | What it counts |
|---|---|---|
The work order close date | Costs stored on posted work order transactions — maintenance and repair only | |
Work order transaction reports (for example Customer Accounting Report by Transaction Date) | The posting date of each transaction | Individual work order charges, including chargeback/income rows |
Each audit transaction’s own date | All cost categories on the asset: labor, parts, fuel, fluids, tires, fixed costs such as depreciation, insurance and licensing, and recurring charges | |
Fueling Records and fuel transaction totals | The fuel transaction date | Fuel quantities and costs posted in the period |
Tank Variance (inside Print Variance) | No date basis — reads the tank at run time | Current gallons and value in the tank right now, not a historical “as of” snapshot |
Backdated and late-posted records
A work order closed with a backdated close date lands in the earlier period on close-date reports, while transaction-date reports keep it in the period it was actually posted.
A backdated fuel transaction backfills the earlier period on fuel and audit reports, even though it was entered later.
Because Vehicle Audit counts fuel, fluids, tires and fixed costs as well as work order costs, it will not tie exactly to a work-order-only summary — both can be correct.
Comparing reports for month-end
Run the reports with identical facility and date filters, and prefer reports on the same date basis when totals must reconcile.
Repairs and Maintenance Summary pairs with work-order detail (such as the work order printout or transaction reports) for the same period — they share the same posted transactions.
For a fuel “as of” figure, use a transaction report up to that date; Tank Variance shows today’s tank state, not the state on the date you pick.
If totals still look wrong
When a specific report, date range, or record set is disputed, contact RTA Support with the report names, the exact date ranges used, the records you expected to see, and which totals should reconcile — that is what Support needs to diagnose whether the difference is a date-basis or category difference or an actual data problem.
See also Why the Customer Accounting Report and the Work Order Print Report show different totals.