Customer Case:
The customer wants to understand how ON!Track determines which asset cost records are included in an Asset Cost Report based on the selected report Start Date and End Date. They may notice that some asset cost entries appear in the report while others do not and want to understand the selection criteria.
The customer wants to understand how ON!Track determines which asset cost records are included in an Asset Cost Report based on the selected report Start Date and End Date. They may notice that some asset cost entries appear in the report while others do not and want to understand the selection criteria.
Customer complains that wrong entries are visible in his Asset cost report.
Customer reported that additional or unexpected records are appearing in the Asset Cost Report, Asset tab, and exported data. The customer is seeking clarification on why these records are included and how the records are determined.
How does ON!Track work?
When generating an Asset Cost Report, the user can specify a Start Date and End Date for the reporting period.
If no dates are entered, ON!Track automatically uses a default reporting period of one year:
- End Date = Today's date
- Start Date = Same date from the previous year
As a result, the report covers the last 365 days by default.
To determine whether an asset cost entry should appear in the report, ON!Track evaluates the asset's:
- Date Arrived (Transfer In Date)
- Date Left (Transfer Out Date)
A record is included when the asset was present at the jobsite for any period that overlaps with the report date range.
Scenario 1
The asset arrived and left during the reporting period.
Example:
- Report Start Date: 01-Jan
- Report End Date: 31-Jan
- Date Arrived: 05-Jan
- Date Left: 20-Jan
Since both dates fall within the reporting period, the record is included in the report.
Scenario 2
The asset arrived before the reporting period but left during the reporting period.
Example:
- Report Start Date: 01-Jan
- Report End Date: 31-Jan
- Date Arrived: 15-Dec
- Date Left: 10-Jan
Since the asset was still on site during the reporting period, the record is included.
Scenario 3
The asset arrived during the reporting period and left after the reporting period.
Example:
- Report Start Date: 01-Jan
- Report End Date: 31-Jan
- Date Arrived: 20-Jan
- Date Left: 15-Feb
Since the asset was present during the reporting period, the record is included.
Scenario 4
The asset arrived before the report Start Date and left after the report End Date.
Example:
- Report Start Date: 01-Jan
- Report End Date: 31-Jan
- Date Arrived: 15-Dec
- Date Left: 15-Feb
Since the asset remained on site throughout the reporting period, the record is included.
Negative Scenario: Asset stay at location does not overlap with the reporting period
An asset cost entry will not appear in the report if the asset was not present at the jobsite at any time during the selected date range.
Example 1: Asset left before the report period started
- Report Start Date: 01-Jan
- Report End Date: 31-Jan
- Date Arrived: 01-Dec
- Date Left: 20-Dec
Since the asset left the jobsite before the report period began, the record is not included.
Example 2: Asset arrived after the report period ended
- Report Start Date: 01-Jan
- Report End Date: 31-Jan
- Date Arrived: 10-Feb
- Date Left: 25-Feb
Since the asset arrived after the report period ended, the record is not included.
General Rule
An asset cost entry appears in the report whenever there is an overlap between:
- The asset's stay on site (Date Arrived to Date Left)
- The report period (Start Date to End Date)
If there is no overlap between these two periods, the asset cost entry will not be included in the Asset Cost Report.