How to Run a Report
Reports let you organize, filter, and export the data from your fuel transactions. An account can have an unlimited number of reports and running reports does not affect your transaction data in any way, so you are free to customize your reports however you need!
To Create a Report:
- Go to Reports and click My Reports
- Click Create New Report
- Name your report
- Choose how you want the data sorted
- Choose the Export Format
- Choose if it should be a Recurring Report
- Check the checkbox for each field that you want to include. Each row you select will become a Column in your exported report.
- Apply any Data Filters you want
- Click Save Changes
For more control over how your data exports, check out our Advanced Report Options.
Data Sorting
By default, the transactions in your reports are sorted by the date they happened, with the newest transactions appearing at the bottom of the spreadsheet (ascending).
If you want to sort your transactions using a different value, choose another field in the Sort By menu. When you export your report, the transactions will be sorted by that field instead.
- Ascending: Smaller values will appear at the top of the exported spreadsheet (‘A’ will come before ‘Z’; ‘0’ will come before ‘9’). For dates and times, ascending means that earlier dates will appear at the top of the spreadsheet (01/02/2018 will come before 01/03/2018).
- Descending: Larger values will appear at the top of the exported spreadsheet (‘Z’ will come before ‘A’; ‘9’ will come before ‘0’). For dates and times, descending means that later dates will appear at the top of the spreadsheet (01/03/2018 will come before 01/02/2018).
Export Format
By default, your reports will export in XLSX format. You can also export your report in .CSV and .XLS formats.
Include Totals
Include Totals lets you include Volume and Cost subtotals for each set of similar values in your Sort By column.
For example, if you check the Include Totals checkbox and sort your report by Driver Name, your report will have a subtotal of the volume and cost of transactions created by each driver.
You can use the Include Totals feature with almost any attribute of a transaction, including but not limited to: Driver Name, Vehicle Name, Product Type, and even Custom Data Fields!
Date Range
Any transactions that were created within your selected Date Range will be included in your report. Quick date range options include All Dates, Yesterday, Last Week, and Last Month. If you want more control over Date Range, use the Custom option to select any two dates you prefer.
Selecting Columns
Check the checkbox next to all the data that you want to include, each row that is checked will become a Column in your exported report. All data will be included in your report by default, if you do not want certain data to be included, un-check the box next to that row.
Data Filters
Data filters let you customize your report, so it contains only the transactions you need to see. If you only wanted transactions from a specific Driver, you would use Data Filters.
Data Filters can be used for as many fields as you need. They let you narrow how much data is included in your report.
Data filters are available on the following fields:
- Activity
- Site Name
- Tank Name
- Product Type
- Product
- Driver Name
- Tax Status
- Driver & Vehicle Custom Data Fields
For Advanced Report Options, Click Here
Optional Column Title
When you export a report, each column will be named using a default name from Fill-Rite. If you want a column to have a different label, you can customize it using the Optional Column Title setting.
For example, if you want the Driver Name column to be labeled Employee instead, you can set an Optional Column Title.
Data Format
Certain types of data have a variety of built-in ways they can be displayed. For example, if you want to export a time using a 24-hour clock, or a 12-hour clock with AM/PM, you can do that by picking the Data Format. Different types of data will allow different custom data Formats:
- Date: Choose how dates appear when exported. Day/Month/Year, Year-Month-Day, etc.
- Time: Choose between 24-hour (16:32:55) and 12-hour (4:32:55 PM) times.
- Volume, Price Per Unit, Cost, Inventory (After): Choose how many numbers appear to the right of a decimal place, and whether the number includes commas. Using the number 11,222.3456 as an example, different options include:
-
- 11,222.3456
- 11222.346
- 11222.35
Max Characters
If you want to limit the length of a certain field, use Max Characters. When exporting a report, if the field’s value is longer than the Max Characters setting, the value will be shortened by cutting off the end. The original transaction will be unaffected, only the data in the exported report will be shortened.
Organize Columns
The order of columns in your report will be the same as the order of rows in the Column Settings. If you want to change the order, you can do that by clicking on a row and dragging it to the position where you want it. The first row in the Column Settings will be the first column when you export your report.