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How to create an Fuel Adjustment Report

Fuel pricing fluctuates with the cost of oil, so items that use a significant amount of fuel can become under- or over-priced compared to the original contract estimate as a project runs over time. The Fuel Adjustment Report calculates a period-by-period dollar adjustment for these items, based on how the current market price of fuel compares to your original contract price.

Setup

Before the Fuel Adjustment Report can calculate adjustments, three areas of the system need to be configured.

Pay Items

When initially loading your pay items, populate the following fields for each item that requires an fuel adjustment:

  1. Select the Requires price adjustment checkbox
  2. Enter the Fuel contract price
  3. Enter the Fuel adjustment factor

TIP: Once a payment has been locked, its items can no longer be adjusted. Enter the adjustment information when you first load your items, even if you're not yet sure it will be used.

 

Period Index Price List

Enter the market fuel price for each period in the Period Index Price list. The system compares each period's price against the item's contract price to calculate the adjustment.

 

TIP: Avoid overlapping period date ranges. The system will allow it, but overlapping periods can affect the accuracy of the report.

 

Project Settings / Payment

To avoid adjusting for insignificant price movement, set a Price Tolerance on Project Settings > Payment. This value acts as a buffer — small price changes within the tolerance won't trigger an adjustment.

The system will use the default tolerance price of $0.10 if no value is entered. 

 

Running the Report

From the Report Log, open the Fuel Adjustment report and click Configure to set up your criteria:

  • Date range (required) — Choose the date range of Daily Reports to include. Quick shortcuts are available: This Week, Last Week, Last 7 Days, This Month, Last Month, or Reset to clear your selection. Defaults to This Month.
  • Pay Items (required) — Choose which pay items to include. Only items with an Fuel Adjustment Factor set in your Pay Item list will appear in this list — so it may not include every pay item on your project. Defaults to all eligible items.
  • Status (required) — Choose which Daily Report statuses to pull from (In Progress, Submitted, Under Review, Approved). Defaults to Approved only.

When a field allows multiple selections, chosen values display as chips; if there isn't room to show them all, the field will show a chip indicating how many additional values are selected.

Click Run to generate the report, or Cancel to close the flyout without changes. You can reopen Configure at any time from the Report View page to adjust your criteria and re-run the report.

TIP: Double clicking the report will open and run the report using the most recently used report configuration criteria.

Viewing the Report

The report shows one row per pay item selected, listed in ascending order by Item Number. Only items with a non-zero recorded quantity within your selected date range and status are shown — items with no activity in that window are left out.

Each row includes:

Column Source
Section Number / Description From the Pay Item list
Item Number / Description From the Pay Item list
Unit From the Pay Item list
Fuel Adjustment Factor From the Pay Item list
Fuel Contract Price From the Pay Item list
Period Fuel Index Price The market fuel price for the period covering each Daily Report's date. If your date range spans more than one pricing period (fuel prices are typically set monthly), both prices display separated by a slash — e.g., $1.25 / $1.32
Quantity Total quantity recorded for the item across qualifying Daily Reports
Dollar Adjustment Calculated adjustment amount (see below)

The Dollar Adjustment column totals at the bottom of the report.

 

How the Adjustment Is Calculated

The formula depends on whether the current period's fuel price is higher or lower than your contract price:

If the price increased (Period Index Price is higher than Contract Price):

Dollar Adjustment = (Quantity × Fuel Adjustment Factor) × (Fuel Index Price − Fuel Contract Price − Price Tolerance)

If the price decreased (Period Index Price is lower than Contract Price):

Dollar Adjustment = (Quantity × Fuel Adjustment Factor) × (Fuel  Index Price − Fuel  Contract Price + Price Tolerance)

The Price Tolerance value used in both calculations comes from your Project Settings > Payment page — configure it there to control how much price movement is allowed before an adjustment is triggered.

 

Exporting the Report

Click Export to choose between a PDF or Excel version of the report:

  1. A notification appears letting you know your export is processing.
  2. Once ready, you'll receive an email with a Download link. This link expires 3 days after the email is sent.
  3. The downloaded file is named Fuel Adjustment Report Export [yyyy-mm-dd], using the date the export was generated.

PDF Export: Generated in landscape orientation using the standard report header and footer, with longer text columns (Section/Item descriptions) wrapping as needed. The Dollar Adjustment column includes a summary total at the bottom, matching the Report View.

Excel Export: The header row matches the report's current column order, and each row matches what's shown in the report. Field formats (like dates) are preserved in the export — the file contains field values only, without any additional calculation logic.

 

If you have any questions, or need additional assistance, please reach out to our support team at support@facsware.com and we will be happy to assist you.