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IFTA Supporting Data Report

This screen is accessed from the Reports - IFTA Supporting Data on the main menu.

(Note: This report satisfies the data requirements for the "Standard Tax Return.")

Purpose
The purpose of this report is to provide the information necessary in order for you to file quarterly IFTA reports.

Methods for Collecting IFTA Data
There are TWO methods for getting the program to calculate IFTA for you.

Method 1: Via Log File Entries
The log file is the most detailed way and is the original method that Rig Expense Tracker uses. You make odometer entries for all state/province line changes, fuel stops, and each month end. The report will then determine the mileage driven and fuel comsumed based on those entries.

The data collected using method 1 is also used to calculate the fuel and cost statistics on the main screen. If you want those to be accurate, then use this method.

Method 2: Via Alternate Input Screens
The alternate input screens allow you to enter the mileage you have driven in each state. This is a more friendlier approach if you are getting your mileage off of mapping programs. This method also allows you to import mileage from Verizon's Network Fleet program.

Fuel is manually entered here as well. (There currently is not electronic importing of fuel stop information. If you use a fuel card and get electronic reports, then please contact Support to see if this data may be imported.)

The data collected on these screens is used only for the IFTA reporting. No other statistics are calculated for this data.

NOTE: If you choose to use the alternate IFTA screens, you can set it up so that your log file fuel entries automatically add the fuel information here as well. To set this up, you must turn this feature on on FOR EACH TRUCK on the Truck Master maintenance screen.

How to Use
Select the year and quarter for the IFTA desired. You may select the current quarter, but the program will use the prior quarter's information. (Quarterly IFTA information is typically released by the government in the 3rd month of the quarter for that quarter. Look for IFTA updates for this program in the 2nd to 3rd week in the 3rd month of the quarter.)

If you are using method 1, are running the report for the current quarter, and you have not yet completed all of the required log entries, the IFTA report will still work. The report heading will state "Partial Information." DO NOT USE THESE NUMBERS FOR REPORTING, this type of report is for seeing how you are doing so far in the quarter ONLY. You may also see, "Partial Information: Data is from yyyy-q" in the heading. This means that your IFTA data does not yet contain data for the current quarter. (The government typically does not release the current quarter's finalized data until the third month of the quarter.)

If you are using method 2, the report will still use the previous quarter's IFTA numbers until the current quarter's numbers have been released. The program, however, will not state that it is for partial information as there is no way for the program to know if you have entered everything or not.

Begin by selecting the year and quarter for the report. If you need to report for a year and quarter that is not in the list, please contact Support.

If you have multiple trucks, then you will see a box to the right asking you if you wish to run this report for multiple trucks. By default, the report would be run for the current truck selected. If you wish to run this for multiple trucks, select "Multiple Trucks", click on the Select Trucks button, and choose the trucks from the list provided. (Note: Running this report for multiple trucks will calculate MPG or KPL as an overall figure for all trucks included. This is what IFTA wants.)

Next, click one of the following 2 buttons, depending on the method used to collect data. For method 1, click the Retrieve Data from Log File button. This will review all of your log entries for the quarter selected and start performing some of the calculations. The process will stop if any errors in the log file are detected. These errors must be corrected before the report may be run. For method 2, click the Alternate IFTA Data Screens button, enter all of the data, and then click the Tally Numbers and Prepare for the IFTA Report button on the main Alternate IFTA Input screen.

If the retrieve process is successful, it will display a green panel with some of the tallies.

The next step is to choose the mileage for the report. Normally, it will be one of the top two selections. If the truck for which you are calculating is part of a fleet, then you may want to use a different MPG or KPL figure. If so, you must enter that figure on the truck's overall setup screen. Then, you would select the appropriate bottom selection.

Finally, choose one of the reporting buttons to run the report. will view the report, will print the report, and will email the report.

Report Contents
There are far too many exceptions to IFTA reporting for this report to be a one-stop solution. You must understand how IFTA reporting works in order to properly file a quarterly return. 

The first page(s) of the report will list the states/provinces in which you drove, by fuel type. Each fuel type is reported as a separate report. Rig Expense Tracker will break down the miles/km driven for each fuel type, based on how much of each fuel type was purchased. For example, say you purchased 3,000 gallons of diesel and 1,000 gallons of biodiesel. The program will split the miles/km by 75% diesel and 25% biodiesel.

After the page(s) by fuel types, the footnotes from the IFTA website are printed. These special notes and rules have NOT been implemented into the calculations on the prior page(s). It is up to you to determine if any of these exceptions apply to you.

You have the option of having the program provide the raw data that was used to calculate this report. This information may prove useful if you need to create filings for those states and provinces that are not an IFTA member. To see raw data, check the "Include raw data in the report" box and run the report. The raw data will print after the IFTA footnotes.

Report Anamolies
In January of 2015, the state of Iowa issued two sets of IFTA numbers: one set for January and February, and one set for March. To accommodate this, the report had to be altered to show two lines of IFTA calculations for the state of Iowa. 

If you see mulitple lines for the same state, then either:
  • It is for a state that has two different rates for the same quarter, or
  • You entered the state code with a space in front of it

    Any other anamolies that you encounter should be reported to Support.