Mile Manager Reports

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Mile Manager provides extensive and flexible report-writring capabilities in several dozen reports, all of which are viewable on screen, as well as being directly printable on your Windows system printer, and exportable into ASCII files or other file formats.

In addition to being able to control the basic record selection properties, of whatever report you choose to generate (e.g. selecting records of a certain type that fall within a target date range), you can also individually configure the reports as you generate them.

Report properties you can set include:

• Title : Enter your own custom title (or accept the context-sensitive default title that is provided for you.)
• Subtitle :  Enter your own custom subtitle (or accept the suggested default.)
• Data Block Switches : You can turn on or off such things as group summary statistics and full-length address fields, depending on the individual report you are generating.
• Record Sort Field :  You can select which field, in the set of records that you have selected to appear in your report, to sort on.  For example, in a Fuel Receipt Report, you could sort receipts by Fuel Fuel Cost per Mile, or the receipts' Dollar Value, or the receipts' mileage.
• Record Sort Order :  You can select whether to list your records from max to min, or from min to max, in the report.

A complete list of the available reports is shown on this page.  You can simply scroll down the page, or click on the category links after the next paragraph, to skip down this page to a specific group of reports.  A sample database is included in the free download package, which allows you to print examples of each of the reports discussed below.

Note : as you can see below, the application provides you with a great many report formats, yet it is always easy to find and generate the right report for your data.  In whatever part of Mile Manager you are in, you will find a small number of reports preselected for you, which match the kind of data you are working with at that moment.  You can almost always generate the exact report you need, with just a couple of mouse clicks.

Reports Listed by Kind of Data

[Fuel Reports]    [Vehicle Reports]    [Usage Category Reports]    [Trip Reports]    [Purchase Method Reports]    [Billing Reports]    [Client Reports]    [Appointment Reports]    [Daily Notes Reports]

Billing Reports

The billing reports are mentioned briefly here.  For more comments on billing reports, you may want to see the Mile Manager Billing Page.

• Client-based Billing Report : very useful if you want to bill a client or destination for one or more trips (elapsed time and/or mileage charges) to that client or place.  This report collects and totals trips to the specified client or location, that fall within any target date range.  A summary of billable charges represented by the selected trips is shown, along with billing header information printed on the report, consisting of the client's name, address, company, title, etc (if you choose to include this optional data.)
• Category-based Billing Report : useful if you want to tabulate your trips or billable episodes, based on some kind of category of usage criterion, rather than on destination.  A category-based report will collect, totall, and list the elapsed mileage, elapsed time, equivalent dollar value, and other quantities for a set of trips to one or more destinations or clients, that fall within your selected date range.  These reports are extremely useful for a variety of tasks, from tracking and tabulating tax-deductible mileage, to billing a parent company for time or mileage expended in a range of trips you make to multiple locations, to simply collecting and printing the trip notes you take on multiple assignments that you may make, on behalf of a company (or yourself.)

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Vehicle Reports

(For more on vehicle management, also see the Vehicles Page.)

• Vehicles Overview Report (All Vehicles) : shows vehicle summary statistics  (mileage, MPG, fuel expenses, etc.)  for all vehicles in your database, with overall range totals and averages.
• Individual Vehicle Report : shows a quick snapshot of an individual vehicle's status, including the number of trips and fuel receipts on file for that vehicle, and the vehicle's elspased mileage while in the system.
• Vehicle Fuel Receipts Report : collects, lists, and totals fuel receipts in detail, for a specific vehicle, in any target date range.
• Vehicle Trips Report : collects, lists, and totals up special trip records and associated statistics for a specific vehicle, in any date range.  (See also, Trips Page.)

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Usage Category Reports

(For additional remarks on Usage Categories themselves, jump to Usage Categories.)

• Categories Overview (All Categories) : lists the history, running totals, rate and time settings and definitions, and other quantities that summarize and characterize all the custom usage categories in your database.  Range totals across all categories are also provided.
• Individual Category Report : gives a quick snapshot of the rates and settings, and summary statistics for a specific Usage Category.
• Trips for Category : gathers, totals, and lists in detail the trips logged in, or linked to, a selected Usage Category, falling in any selected date range.
• Unreimbursed Trips for Category : same as the Trips for Category report, except that only "Unreimbursed" trips are collected, listed, and totalled.  (You can read more about trips here, on our Trips Page. )
• Max or Min Trips in Category : lets you find the "Top N" (or bottom N) trips in a selected Usage Category.  You can select  your "top" trips by billable value (if you are billing for elapsed time and/or mileage accrued in your trips) or by individual trips' elapsed mileage, for example.

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Payment Methods Reports

A few words about Payment Methods.   Mile Manager provides functions for tracking and tabulating your fuel purchases from the point of view of your fuel payment methods.  This makes it easy to enter, retrieve, and create reports of, fuel purchases for a specific gas card or other payment method, for users interested in knowing, say, the ratio of gas purchases on thier "Texico" cards vs. their "Mobil" (or other) card, or their  monthly average gas expenditure for their active gas cards.  

This functionality is built in and automatic, as part of Mile Manager's fuel receipt management. (For more, also see the Fuel Receipts Page.) That is, anytime you enter a fuel receipt into the system, Mile Manager tabulates it under its proper vehicle, fuel payment method,  fuel brand and so on.  Later, when you create your vehicle reports, it will be filed under its proper vehicle.  When you create a payment method report, you will see the same receipt filed under its proper payment method, etc.  Payment Method Reports include:

• Payment Methods Overview (All Methods) : gives an overview of all payment methods in the current database, listing their individual lifetime purchase summary and monthly averages.  An overall global summary, across all payment methods, is also shown.
• Individual Payment Method Report : shows a quick snapshot of an individual payment method's key statistics, including its lifetime purchase total, monthly dollar average, monthly use count, and dates of first and last usage.
• Receipts for Payment Method : collects, lists, and totals fuel purchases in full detail, for a specific payment method, that fall within any target date range.
• Max or Min Receipts for Single Payment Method : lists the "Top N" (or bottom N) purchases for a given payment method.  You can, for example, find the 5 or 10 most expensive purchases, the 5 or 10 earliest or latest purchases, and so on.

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Fuel Receipt Reports

(You may also wish to see the Fuel Receipts Page, for more information about fuel receipt handling in Mile Manager.)

Receipts By Brand

• Receipt Summary by Fuel Brand : lists lifetime totals and other summary statistics, of all fuel receipts in your database, parsed and totalled by fuel brand. This is a summary report, and individual receipts are not listed.  Global totals for all brands are included, in addition to individual statistics for each brand.  A great way to see at a glance, which brands and grades of gasoline are most cost effective in your own vehicles.
• Receipt List for Date Range, Grouped by Fuel Brand : lists receipts in full detail, falling within a target date range, sorted and subtotaled by brand.  For each brand division, group subtotals include total fuel cost, average fuel cost per mile, and other statistics that allow you to understand which fuel brands are most cost effective in your set of vehicles.
• Receipts for Single Brand, in Date Range : provides a detailed listing and summary of fuel purchases for a selected fuel brand.   Range totals are provided, along with  weighted averages of quantities like fuel cost per mile and MPG, to give you an idea of how well that fuel brand performs in your vehicles.
• Max or Min Receipts for Single Brand : finds, lists, and totals the "Top N" (or bottom N) receipts for a single fuel brand.  This can be a very useful report.  You can, for example, find the cheapest receipts, by fuel cost per mile, or the best receipts by MPG for your brand, to see the fuel brand's best (or worst) performance figures.  (If you are monitoring your family fleet, you can also inspect these top or bottom N receipts, to see which of your vehicles get the best and worst mileage, using any particular fuel brand.)

Receipts By Payment Method

• Receipt Summary by Payment Method : lists lifetime totals and other statistics for all fuel receipts in the database, when sorted by their method of purchase.  Included are monthly averages of both dollar expenditure and times used, as well as global totals for all receipts and payment methods in the system.  This is a summary report, and receipts are not listed individually.  (See next reports.)
• Receipt List for Date Range, Grouped by Payment Method : lists in detail all fuel receipts that fall within a target date range, and sorts and groups these by the payment method used to by the fuel.  For each payment method, group subtotals and averages are shown.
• Receipts for Single Payment Method, in Date Range : finds receipts for a certain payment method (e.g. a selected gas card), and lists and totals these in detail.  Great for comparing a gas card company invoice against your own records.
• Max or Min Receipts for Single Payment Method : allows you to find the "Top N" (or bottom N) fuel purchases for a selected gas card.   You can select by dollar value, mileage, or date.  Similar to the Max or Min Receipts for Brand report, but restricts the scope of your search by payment method instead of brand.

Receipts By Date Filter Only

• Receipt List for Date Range : finds, lists in detail, and totals all receipts in any date range.  All brands, vehicles, and fuel payment methods are searched collectively.

Maximum or Minimum

• Max or Min Receipts in Database : lets you search the entire database (no filter for vehicle, fuel brand, etc.) for the "Top N" (or bottom N) receipts, according to a selected quantity.  If you are monitoring a family fleet, for example, this is a quick way to inspect your entire database for the best and worst performing combination of vehicle + fuel brand, for example, based on fuel cost per mile, of operation.
• Max or Min Receipts for Fuel Brand : finds, lists, and totals the "Top N" (or bottom N) receipts for a single fuel brand.  This can be a very useful report.  You can, for example, find the cheapest receipts, by fuel cost per mile, or the best receipts by MPG for your brand, to see the fuel brand's best (or worst) performance figures.  (If you are monitoring your family fleet, you can also inspect these top or bottom N receipts, to see which of your vehicles get the best and worst mileage, using any particular fuel brand.)
• Max or Min Receipts for Payment Method : allows you to find the "Top N" (or bottom N) fuel purchases for a selected gas card.   You can select by dollar value, mileage, or date.  Similar to the Max or Min Receipts for Brand report, but restricts the scope of your search by payment method instead of brand.

Receipts By Vehicle

• Fuel Receipts for Vehicle : lists and totals fuel purchases for a selected vehicle, falling within any target date range.  Range totals are included, included weighted MPG, and (optionally) lifetime fuel statistics for the selected vehicle. (For more on vehicle handling in Mile Manager, see the Vehicles Page.)

Single Fuel Receipt

• Individual Fuel Receipt Report: a simple hardcopy dump of an individual fuel receipts complete data.

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Trip Reports

(For additional informtion about trip handling in Mile Manager, see the Trips Page.)

Trips Reports by Usage Category (See also Usage Categories.)

• Trip Summary By Usage Category : lists total elapsed mileage, equivalent dollar value, and related statistics for all trips in the database, as grouped and summarized by the Usage Category to which each trip is linked.  This is a summary report, and individual trips are not reproduced in detail.  Master totals across all Usage Categories are also included.
• Trip List for Date Range, Grouped and Totalled by Category : lists all individual trips in detail, that fall within a target date range, grouped together and subtotalled by Usage Category.  For each category division, category range subtotals are included.  
• Trips for Single Usage Category, in Date Range : this report format is the basis for category billing reports, discussed in the billing reports section of the billing page.  However, this report format is useful for much more than billing functions.  You can think of your custom-defined usage categories as simply folders, or organizing princples, that you can use to classify and monitor any special usage of your vehicles that you want to keep a eye on.  Then, anytime you wish to locate vehicle usage events that fall into a selected category, you can use this report to retrieve all vehicle events (for multiple vehicles, if you wish) with your special property.  (See also, Trips by Keyword.)  Accrued elapsed time and mileage are totalled for the range of trips displayed, along with any trip "Notes" you have entered, in the individual trip records along the way.
• Max or Min Trips in Single Category : finds, lists, and totals the "Top N" (or bottom N) trips, in a selected category.  If you want to find the shortest or longest trips (by either elapsed time or elapsed mileage), in a certain category, this would be the ideal report to use.  If you are using your trips as billable episodes, you can find the top or bottom N trips by billable value, as well.

Trips by Date Filter Only

• Trip List for Date Range : finds all trips in your database, irrespective of vehicle, usage category, trip keyword field or other properties, that fall within a target date range.  Range totals of quantities like elapsed mileage and billable value (if any), are included.

Max Min Trips

• Max or Min Trips in Database : searches in all Usage Categories and Vehicle records collectively, to find the "Top N" (or bottom N) trips in your database, based on trip elapsed mileage, elapsed time, or billable value quantities.  Range totals are included for the set of trips retrieved.  ('N' is anything you want it to be here, such as 5, 10, 20....)
• Max or Min Trips in Usage Category : looks within a specific Usage Category's trip history, to find the "Top N" (or bottom N) trips, judging by the trips' billable value (if any) or other quantities.  Range totals of selected trips are included.

Trips by Keyword Field

• Trip List for Keyword : this report retrieves trips based on the string contents of the Keyword field that is in each trip record.  This field is intended as another 'quick find' method you can use, for fast lookup of selected trips.  Range totals are included, for the set of trips retrieved and displayed in this report.

Trips by Vehicle

• Vehicle Trip Report : displays all trips logged by a selected vehicle, falling in a target date range.  Range subtotals are included for the trips displayed, along with auxiliary information about the vehicle itself.

Single Trip

• Individual Trip Report : gives a simple hardcopy of all information contained in a trip record, including origin and destination information, start and stop date and time, rate and time information (useful if the trip is considered to be a billable epsode), and a full listing of the optional trip "Notes" that may have been entered for the trip.

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Client and Location Reports

(For more information about client and location handling in Mile Manager, see the Clients and Locations page.)

• Appointments for Client or Location : lists all appointment records, including appointment "Notes" fields in full, that fall within any target date range, for any selected client or place.  (See also, the Appointment Calendar page.)
• Unreimbursed Trips to Client or Location, for Dates : this report format is the basis of the client billing report, discussed in the billing reports section of the billing page.  All trips to a selected client or destination can be retrieved and totalled, for any target date range.  You need not restrict the use of this report to billng tasks, however.  Anytime you want to find a list of trips to a certain destination, that you have logged with any vehicle whatsoever, you can use this report.
• (All) Trips to Client or Location, for Dates : similar to the previous report, except that all trips in your target date range are retrieved, regardless of the value of their "Reimbursed" property.  (See also, the Trips Page.)

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Appointment Reports

Mile Manager contains a full-featured Appointment Calendar, which includes pop-up alarm functionality.  Appointment records can be printed in several ways:

• Individual Appointment Report : hardcopy of a single appointment record, including "Notes" field.
• Appointments for Single Date : all appointments for a selected date, sorted by time.
• Appointments for Calendar Week : select any date square in the calendar, and you can view or print that week's appointments from the calendar menu.
• Appointments for Calendar Month : position the calendar to any month, and you can view or print all appointments for that month, with a single click of the calendar menu.
• Appointments for Custom Date Range : lists or prints all appointments falling within an arbitrary date range.
• Appointments for Client or Location : view or print all appointments records for a specific client or entity, falling within a selected date range.

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Daily Notes Reports

In addition to appointment records, the built-in Appointment Calendar  provides daily notes record keeping for you.  You can view or print these notes in several groupings, with one or two clicks on the calendar menu.

• Notes for Single Date
• Notes for Calendar Week
• Notes for Calendar Month
• Notes for Custom Date Range

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Reports ... Summing Up

As you can see, there are dozens of report formats available in Mile Manager.  As mentioned above, most of these have additional options you can set, at the time you generate your report, so that you can customize things like your report title and subtitle, and sort order.

However, finding the right report(s) for the kind of data you are working with, at any given moment, is easy.  Mile Manager always preselects a small set of reports for you, to match the data you are working with at a specific time.  Just click on the nearest Report menu or Report command button, and you will see one or more reports listed that match your current data.

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