Approved Vs Actual

The Approved Vs Actual Report provides a comparison between the approved expense amount and the actual expense amount for selected objects. It helps users identify the difference between planned or approved expenses and the expenses actually incurred during the selected period.

The report also displays the variance amount and variance percentage, making it easier to review expense differences at the object level and drill down into individual expense categories.

Benefits

• Compare approved expenses with actual expenses.
• Identify the variance between planned and incurred expenses.
• Review variance percentage for each object.
• Analyze expenses by category and expense type.
• Drill down into detailed expense records for further analysis.
• Use the chart option to visually compare approved and actual expenses.

How to Access

• Report-->Expense-->Approved Vs Actual

Filters

Use the available filters to generate the report:

• Company: Select the required company.
• Branch: Select the required branch.
• Expense Category: Select the required expense category.
• Duration: Select the required reporting period.
• Object Selection: Select the required vehicles or tracking objects.

Additional options include Save Filter, Delete Filter, Apply, XLS, PDF, and CSV.

Report Layers

The Approved Vs Actual Report has two levels of information:

Layer 1 – Approved Vs Actual

Provides a summary comparison of approved and actual expenses for each selected object.

Layer 2 – Approved Vs Actual Detail

Displays the expense-level breakdown for the selected object, including expense category, type, approved amount, actual amount, and variance.

How to Read

Approved Vs Actual

• Company identifies the company associated with the expense.
• Branch shows the branch associated with the object.
• Object identifies the vehicle or tracking object for which the expense comparison is generated.
• Approved Expense Amount shows the expense amount approved for the selected object and period.
• Actual Expense Amount shows the expense amount actually recorded for the selected object and period.
• Variance Amount shows the difference between the actual expense and the approved expense amount.
• Variance % displays the percentage difference between the actual and approved expense amounts.
• Chart provides a visual representation of the approved and actual expense values for the selected record.

Approved Vs Actual Detail

• Expense Category identifies the category under which the expense is recorded, such as Drivers or Breakdown.
• Type shows the expense type associated with the selected expense category, where applicable.
• Approved Expense Amount shows the approved amount allocated to the specific expense category.
• Actual Expense Amount shows the actual amount incurred under the specific expense category.
• Variance Amount shows the difference between the actual and approved amounts for the expense category.
• Variance % shows the percentage variance between the approved and actual expense amounts.

Take Action

• Select the required company, branch, expense category, duration, and objects to focus the report.
• Compare Approved Expense Amount with Actual Expense Amount to understand expense utilization.
• Review Variance Amount to identify the difference between approved and actual spending.
• Check Variance % to understand the relative difference in expenses.
• Use the + option to open the detailed expense breakdown for an object.
• Use the Chart option for a visual comparison of approved and actual expenses.
• Review the expense category and type in the detail view to understand where the variance occurred.
• Export the report in XLS, PDF, or CSV format for further analysis or sharing.