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Omnitracs Knowledge Base

Reconciliation Report

Overview

The Reconciliation Report is used to determine if net taxes are due or owed for a vehicle or organization for a particular period. You can view the Reconciliation Report on your screen, print the report, or export the report data in PDF, Word, Excel, or CSV format. See The Reports Screen Knowledge Base page for general information about running a report.

IFTA administrators use the Reconciliation Report to:

  • Validate tax filing calculations
  • Charge back individual drivers and owner operators

Users can choose the following options: 

  • Add MA toll as taxable
  • Show only owner operators
  • Show only IFTA vehicles
  • Allow inactive entities

Reconciliation Options Open 

GPS Unavailability

If a GPS signal is unavailable in Omnitracs XRS Mobile, drivers must manually track jurisdictional crossings for IFTA reporting.

Unit of Measurement

light bulb icon The Reconciliation Report uses the Country selection to determine which Unit of Measurement will be applied. 

When USA is selected, the report includes only organizations set up in the USA and displays data in Standard units (miles, gallons).

When Canada is selected, the report includes only organizations set up in Canada and displays data in Metric units (kilometers, liters).

The organization's country of origin can be edited by navigating to Admin > Organization > Edit > General Information.

Report Details

The table below provides the path to the report and shows the reporting period and range.

Report Location Reports tab > Reconciliation Report
Data Retention Data is retained for a minimum of six years, per IFTA regulations.
Maximum Reporting Period 92 days or less
Earliest Start Date Earliest date when started or 7 years

Parameters

Fields marked with an asterisk (*) are required.

Field Description
Group By Select to group results by Organization, Jurisdiction, or Vehicle.
Organizations * The selection includes all organizations available according to the user's permission settings and which country is selected. To filter the results by specific organizations, choose the Select button and clear the check boxes next to the organizations you do not want to include in the report.
Resource Groups This selection includes all resource groups available according to the user's permission settings. To filter the results by specific resource groups, choose the Select button and check the boxes next to the resource groups you want to include.
Country Select USA or Canada.

The country selected determines the unit of measurement displayed. USA=miles and gallons; Canada=kilometers and liters.
Start Date * Select a start date from the calendar or enter a start date in MM/DD/YYYY format. The field defaults to the first day of the most recent IFTA quarter.
End Date * Select an end date from the calendar or enter an end date in MM/DD/YYYY format. The field defaults to the last day of the most recent IFTA quarter.
Vehicles The selection includes all vehicles available according to the user's permission settings. Select the list icon to filter the results by specific vehicles.
Add MA Toll as Taxable If "Yes" is selected, the distance traveled on Massachusetts toll roads is calculated as taxable distance.
Only Owner Operators If "Yes" is selected, the report is filtered to show vehicles marked as Owner Operated vehicles in Vehicle settings (Admin > Vehicles > Add/Edit Vehicle > Advanced tab).
Only IFTA vehicles If "Yes' is selected, the report is filtered to show vehicles marked as IFTA vehicles in Vehicle settings (Admin > Vehicles > Add/Edit Vehicle > Advanced tab).
Allow Inactive Entities Based on the current status of the organization or vehicle.

If "No" is selected, inactive organizations and vehicles are not included in the report, even if they were active during the date range selected. If "Yes" is selected, the report includes both active and inactive organizations and vehicles that meet the specified parameters.

Report Fields

Grouping and Sorting

This report can be grouped by Organization, Jurisdiction, or Vehicle.

Main Content

Attribute Description
Organization/Vehicle When the report is grouped by organization, this column shows the organization in which miles were driven or fuel was purchased. When the report is grouped by vehicle, this column shows the ID of the vehicle.
Jurisdiction The abbreviation of the jurisdiction (State/Province) in which a vehicle drove for a distance or purchased fuel.
Fuel Tax Rate IFTA Rate for the given quarter in the stated jurisdiction.
Surcharge Surcharge rate as assigned by the Jurisdiction during the date range shown.
Toll Distance (mi/km) Total Toll distance driven in the jurisdiction.
Total Distance (mi/km) Total distance (toll + non-toll) driven in the jurisdiction.
Non-Toll Distance (mi/km) Total Non-Toll distance driven in the jurisdiction.
Taxable (mi/km) Number of taxable miles/kilometers.
Fuel Purchased (gal/l) Volume of fuel purchased in the jurisdiction, according to fuel receipts.
Fuel Required (gal/l) Volume of fuel consumed in the jurisdiction as calculated based on fuel economy of vehicles, fuel purchased, and miles driven. If any of the needed variables are not available, this field is left blank.
FuelOver / (Short) (gal/l) Net fuel volume distance between fuel purchased and fuel required.
$ Over / (Short) (USD/CAD) Dollars owed to the company (or owed to the jurisdiction) based on the fuel consumed, the fuel purchased, and the miles driven within this jurisdiction.
Mileage Tax Rate Jurisdiction mileage tax rate.
Mileage Tax (USD/CAD) Amount of mileage tax.
Final$ Over / (Short) (USD/CAD) Net of Fuel Over/Short and Mileage Tax Over/Short.

 

 

Sample Reports

Grouped by Organization

Grouped by Vehicle

 

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