Reviewing cost data on the vehicle file
Beyond the charge-back rate, MobilityManager aggregates a vehicle's actual costs so you can see its total cost of ownership and cost per kilometer. This article explains where that cost data comes from and how it is attributed to a vehicle.
How vehicle cost data is built up
Vehicle costs are collected by the Fleet Cost Cockpit, which gathers cost facts from across the platform and rolls them up by dimension — including per vehicle. Each cost is normalised and tagged with the vehicle it belongs to, so the cockpit can total everything a single vehicle has cost over a period.
The cost categories that feed a vehicle's total are:
- Fuel — from refuelling records (Tankmanagement).
- Maintenance — from maintenance/service records.
- Damage — repair costs from damage cases.
- Fines — penalty-notice costs (Strafmandate).
- Insurance — paid insurance premium instalments, apportioned to covered vehicles.
- Leasing — monthly rates from the vehicle's leasing/financing contracts (Verträge).
- Belege — costs from receipts/expense documents, by receipt type.
Total cost of ownership and cost per kilometer
From these categories the cockpit derives the figures shown on the fleet dashboard and cost views: each vehicle's total cost and mileage, and its cost per kilometer (total cost divided by mileage). At fleet level you also see the overall total cost of ownership, the fleet-wide cost per kilometer, and a ranking of vehicles by cost.
Note: Cost per kilometer is a calculated figure based on real costs and distance driven. It is different from the rate per kilometer, which is the rate you charge and set manually on the vehicle's master data.
Getting attribution right
Some costs — such as maintenance and leasing — do not carry a cost center of their own. To attribute these correctly, assign a cost center to the vehicle (and optionally override it on individual leasing contracts). The cockpit then books those vehicle-linked costs to the right cost center.
- Make sure the vehicle has a cost center on its master data.
- Record fuel, maintenance, damage, fines, insurance, and leasing data through their normal features so each cost is captured.
- Review the vehicle's totals and cost per kilometer in the Fleet Cost Cockpit.
Tip: If a vehicle's cost per kilometer looks too low, check that its cost sources are actually being recorded — for example that refuelling and leasing contracts are entered. Missing source data, not a low true cost, is the most common reason a vehicle appears cheaper than it is.
Cost data spans several modules and is intended for fleet oversight, so it is available to fleet-management roles (FleetManager and SystemAdmin, or a custom role granted the equivalent access).
Related
- Setting the rate per kilometer
- Recording leasing and financing contracts
- Maintaining technical data
- Managing toll vignettes
