1. Purpose and users
The Reports workspace gives authorized users structured views of operational, fleet, workshop, fuel, HR, finance, inventory, tyre, document, and KPI data. It is used by managers, finance users, HR teams, fleet teams, workshop leads, auditors, and executives.
Reports are not where users create the original business record. They are where users review, filter, export, and compare information created by the working modules.
2. Access and report selection
The available report list depends on the signed-in user permissions. A user may see general operational reports, finance reports, HR reports, workshop reports, document reports, or other report families depending on their role.
When a user opens Reports, the system resolves the requested report type. If no valid report is selected, the page falls back to a permitted default. If the user does not have access to a report type, the system blocks it.
3. Filters and workforce scope
Reports can support filters such as branch, period, employee, department, workshop state, attendance period, workforce scope, and other report-specific values. The page only shows filter groups that make sense for the selected report.
For HR and workforce reports, the system checks workforce scope before showing data. This prevents a user with limited HR responsibility from seeing workforce records outside their allowed area.
4. Dataset building and caching
When a report runs, the system builds a dataset with headings, rows, and sometimes summary metrics. Some heavier datasets can be cached for a configured number of minutes so repeated report viewing is faster.
Users should refresh or change filters when they need a new view. If a recently updated record does not immediately appear in a cached report, the report cache timing may be the reason.
5. Common report families
The workspace supports many implemented report families: fleet availability, fuel usage, stock valuation, driver performance, attendance, leave, training, HR cases, payroll, driver checklists, workshop downtime, preventive maintenance, job card backlog, tyre cost analysis, document expiry, route/client matrix, trip profitability, on-time delivery, petroleum loss, monthly projection, KPI alerts, invoices, statements, aging, credit notes, and other operational registers.
Each report should be read as a business register. For example, a document expiry report tells users which evidence needs action, while a trip profitability report combines revenue and cost signals so finance and operations can review margin.
6. Exports and generated files
Authorized users can export reports as spreadsheet, CSV, or PDF where supported. Some exports create a workbook with multiple sheets, while some output a simple row-based file.
Large exports can be queued. When the system queues an export, it creates a generated export record and tells the user to use the download link once processing completes. This prevents long-running exports from blocking the user interface.
7. Daily use from start to finish
A reporting workflow starts by choosing the report type, confirming filters, reviewing summary metrics, scanning rows for exceptions, opening the source module when a record needs correction, and exporting only when a file is needed for sharing or audit.
Reports should finish the workday with evidence: what moved, what is late, what expired, what cost too much, what was billed, what remains unpaid, what requires approval, and what management should act on next.