How costs are aggregated across sources
This article explains where every euro in the Fleet Cost Cockpit comes from. Understanding how each source is collected helps you trust the totals and know what to fix if a number looks wrong.
The seven cost sources
Each time you open the cockpit, it runs one collector per cost source over your selected period and normalises the results into a common cost record. The sources and their categories are:
| Category | Comes from | How it is dated and valued |
|---|---|---|
| fuel | Refuelling records (Tankmanagement) | The record's total cost on its refuelling date. Records with no total cost are skipped. |
| maintenance | Maintenance/service records (Wartungsplanung) | The service cost, dated to completion date, else scheduled date, else the date it was created. |
| damage | Damage financial line items | The gross amount of each line item, dated to when it was recorded, attributed to the case's vehicle. |
| fines | Penalty-notice payments (Strafmandate) | Actual payments recorded against a notice, attributed to the notice's department cost center. |
| insurance | Paid insurance premium installments | The paid amount on its payment date, allocated to covered vehicles (see below). |
| leasing | Vehicle leasing/financing contracts | The monthly rate, charged once for each month the contract is active in the period. |
| belege:<type> | Belege (receipts/expense documents) | The gross total, on the Beleg date. Each receipt type is its own sub-category. |
How dimensional keys are filled in
Some sources carry rich detail (Belege already know their vehicle, driver and cost center), while others carry less. To keep the picture complete, the cockpit enriches each record after collection:
- Any cost tied to a vehicle inherits that vehicle's pool.
- If a cost has no cost center of its own, it inherits the cost center of its vehicle. This is why maintenance and fuel appear under the right Kostenstelle even though those records don't always store one directly.
- Anything that still can't be matched to the selected dimension lands in the (unassigned) bucket rather than being dropped.
Insurance allocation rule
A paid premium is allocated in this order: to the vehicles covered by the policy on the payment date; otherwise to the policy's single directly-linked vehicle; otherwise to the fleet with no vehicle key. When several vehicles are covered, the premium is split evenly between them.
Leasing spread
A leasing contract's monthly rate is spread month by month across the period, charging the rate for every month the contract was active. This produces a smooth monthly trend instead of a single lump.
What is excluded
Note: Belege in Draft or Rejected status are excluded, because they do not represent committed cost. Only approved and posted receipts count toward the total.
Tip: If one module is temporarily unavailable, the cockpit skips that single source and still shows the rest — so a total can be understated if a source failed to load. Re-open the view to pick up recovered sources.
Related
- What the Fleet Cost Cockpit shows
- Interpreting the cost KPIs
- Analyzing costs by cost center
- Total cost of ownership per vehicle
