Available to subscription: Fleet Management with TCO calculation
User role: Fleetmanager
What is TCO calculation?
TCO stands for Total Cost of Ownership. With TCO calculation you collect all expenses for a vehicle over an operating period, so you can see the total cost and the cost per kilometer driven, for example when you compare leasing agreements or choose between vehicles.
1. Select Fleet vehicles in the menu on the left.
2. Click TCO calculation.
If you cannot see the menu item, contact Mileage Book support so we can unlock the feature on your account.
The list of calculations
Select a period with From date and To date. The list shows the calculations whose operating period overlaps the period. You can filter by department, assigned vehicle and agreement in the columns.
The list shows the calculation name, department, assigned vehicle, agreement, distance included in the agreement, operating period in months, operating period, expenses per km, estimated TCO and when the calculation was last modified. Click the pencil to edit a calculation.
Excel export
Both buttons download the calculations in the list with this information: TCO name, department, assigned vehicle, agreement and agreement number, km included in the agreement, operating period in months, operating period, expenses per km, estimated TCO, additional comments and last modified. In addition:
- Show all expenses: one line per year for each calculation with a column for each expense item.
- Summed expenses: one line per calculation with the total expenses for each year in separate columns.
Before you start: create a template
A template contains the expense items that are typically included in a calculation, for example leasing payment, insurance, service and tyres. You create templates under System setup > Fleet management > TCO templates.
Create a TCO calculation
1. Click Create.
2. Select a template under Template, and click OK. The expenses from the template are inserted into the calculation.
3. Enter a name for the calculation. The field is required.
4. If the calculation should be based on a vehicle's leasing agreement, select the vehicle under Assign TCO calculation, and click OK.
5. Fill in the operating period in months and the start date. The end date is calculated automatically.
6. Select the department and the agreement manager from the department.
7. Fill in the agreement: what the calculation is used for, agreement number, vehicle type and distance included in the agreement.
8. Add or edit the expenses under Expenses, and click Recalculate.
9. Click Save.
Under Expenses you see the expenses per km, the estimated TCO and the total expenses per year in the operating period.
Export one calculation
When the calculation is saved, you can click Export to download it as Excel. The file contains the calculation details, agreement, department and operating period, the expenses split by expense item for each year with total expenses per year, as well as TCO and expenses per km.