Asset Reports
Formbird FLEET includes a suite of asset-focused reports covering costs, service schedules, utilisation, and lifecycle management.
Asset Replacement Report
The Replacement Report assists with planning and managing asset replacement across the fleet. It has two sections: Replacement Prediction to forecast upcoming replacements, and Replacement Management to track the actual replacement process.
Replacement Prediction
- Enter Years to Run — the number of years ahead to calculate replacement data, grouped by financial year.
- Choose Prefer Meter Data From: Fuel Receipts or Telematics. If Telematics is selected and the asset has an active device, telematics data is used to predict replacement based on Primary Meter; otherwise Fuel Receipts are used.
- Enter a Meter Document Date Span (1–5 years) — the window of historical data used to calculate the average distance or hours per day. Adjust using Span Start and Span End to use a specific period.
- Optionally enter an Annual Inflation % p.a. to apply an inflation factor to replacement budget figures.
- Optionally select specific Assets to limit the report. If left empty, all non-disposed assets are included.
- Select Run Report.
The Summary Table groups results by year with total replacement counts and budget. Use the secondary grouping buttons to view by asset type, section, or department. Select a row to filter the Detail Table.
The Detail Table shows individual assets. From here you can: - Select Show Fuel Averages on a row to view a 3-month rolling average chart of that asset's meter consumption. - Rerun the report with only selected rows to refine predictions for a specific set of assets. - Select one or more rows and select Create Replacement Document to begin the replacement management workflow.
Replacement Management
The Replacement Management section shows all Asset Replacement documents. Select any document to track or update the progress of that replacement.
Asset Operating Cost Summary
The Asset Operating Cost Summary provides a total cost of ownership view per asset across a chosen date range, aggregating costs from all sources in the application.
Running the Report
- Enter a Report Start Date and Report End Date. Alternatively:
- Select a Pre-Set Times option to auto-populate the dates, or
- Select Whole Of Life to run from 1 January 1970 to today. This also enables the Cents/Meter Measure column (cost per km or per hr).
- Optionally select from Source Expenses from Asset Expenses — Other if your organisation imports actual costs from an external financial system into expense records instead of using the standard sources. For example, selecting Materials will use imported expense records for the Materials column instead of Work Order data.
- Select an Income Source:
- Allocation — includes income from Allocation documents and Additional Income documents.
- Hire — includes income from Internal Hire Request documents and Additional Income documents.
- None — includes only Additional Income documents.
- Tick Include Disposed to include assets that have been disposed (excluded by default).
- Optionally select Asset Group(s) or Asset(s) to limit the report. When a group or asset is selected, a graphical breakdown is also displayed.
- Select Run Report.
Column Glossary
| Column | Source |
|---|---|
| Insurance | Total insurance costs from Registration and Insurance Expense records within the period. |
| Lease | Lease costs calculated proportionally from Vehicle Charges, Contract Start Date, and Contract End Date on the asset. |
| Registration | Total registration costs from Registration and Insurance Expense records. |
| Additional Exp | Costs from Asset Expense (Other) records not covered by a specific category. |
| Fuel | Total fuel costs from Fuel Receipt records. |
| Materials | Standard store materials costs from Work Orders (Material Total Costs minus Additional Material). |
| Additional Materials | Additional (non-store) material costs from Work Orders. |
| Labour | Total labour costs from Work Orders. |
| Tolls | Total toll costs from Toll Detail records. |
| Hire | Income from Internal Hire Request records. |
| Additional Income | Income from Additional Income Detail records. |
| Total Income | Sum of Hire, Allocation, and Additional Income. |
| External Hire Cost | Costs from external hire documents. Estimated cost is apportioned pro-rata to the report end date where the hire is ongoing. |
| Total Expenses | Sum of all expense columns. |
| Nett | Total Income minus Total Expenses. |
| Cents/Meter Measure | Net operating cost divided by Primary Meter, giving cost per km or per hr. Only available when Whole Of Life is selected. |
Asset Invoice Report
The Asset Invoice Report provides an itemised cost breakdown per asset, selected by calendar month range rather than a free date range. It is suited to month-by-month cost review and comparison.
Running the Report
- Select the Start Month and enter the Start Year.
- Select the End Month and enter the End Year.
- The report will run for the full calendar months within the selected range.
Column Glossary
| Column | Source |
|---|---|
| Toll Cost | Total tolls from Toll Detail records within the period. |
| Fuel Cost | Total fuel costs from Fuel Receipt records. |
| Tyre Cost | Total tyre expenses from Asset Expense (Other) records and Additional Material records categorised as "Tyre". |
| Additional Expenses | Costs from Asset Expense (Other) records not categorised as Tyre. |
| Scheduled Maint. Cost | Total Work Order costs where Work Order Type is "Scheduled". |
| Unscheduled Maint. Cost | Total Work Order costs where Work Order Type is "Unscheduled". |
| Undefined Maint. Cost | Total Work Order costs where no Work Order Type is set. |
| Fixed Monthly Charge | Lease costs from the Fixed Monthly Charge field on the asset. |
| Registration Cost | Registration costs from Registration and Insurance Expense records. |
| Insurance Cost | Insurance costs from Registration and Insurance Expense records. |
| Lease Cost | Lease costs calculated proportionally from Vehicle Charges, Contract Start Date, and Contract End Date on the asset. |
| Total Cost | Sum of all cost columns for the period. |
Meter Comparison Report
The Meter Comparison Report compares meter readings recorded across different document types for the same asset on the same date. Use it to identify inconsistencies and data quality issues in meter recording.
The report collects documents using the following logic (Primary Meter must be present, an asset must be linked):
| Document type | Date field used |
|---|---|
| Fuel Receipt | Fuel Purchase Date |
| Telematics | Date Created |
| Daily Driver | Date Created |
| Request | Completed Date |
| Work Order | Completed Date |
To run the report, enter a Start Date and End Date, and set Max km/hr thresholds — the maximum distance (km) or hours an asset would be expected to travel or operate in a single day (defaults: 1,600 km and 24 hr). Readings that exceed these thresholds are flagged as errors. Negative consumption between readings is also flagged.
Asset Utilisation Report
The Asset Utilisation Report displays utilisation data for assets with telematics data, comparing actual usage against expected targets.
- Use Pre-Set Times or enter a Report Start Date and Report End Date.
- Tick Include Disposed to include disposed assets.
- Optionally filter by Asset Department, Asset Section, or Tags. Filtering reduces report load time significantly for large fleets.
- Select Run Report.
A red hyperlink in the Asset column indicates a data error. The report checks that meters and fuel readings are always greater than the previous day's reading, sorted by date.
Fleet Overview Report
The Fleet Overview Report is a pre-compiled graphical summary of fleet-wide data — asset ages, categories, replacement forecasts, and other high-level statistics. It is designed to give a snapshot of the fleet's composition at a glance.
The report is generated nightly by a scheduled job and does not require you to set filters or run it manually. Open it to view the current snapshot. Charts are interactive — select a segment or column to drill into the underlying assets.
Because the data is pre-compiled overnight, the Fleet Overview Report reflects the state of the fleet as of the previous night's run, not real-time.
Asset Position Report
The Asset Position Report displays the current location of fleet assets with active GPS devices on an interactive map. Each asset is shown as a pin — green for an asset currently driving, red for one at a workshop.
- Select Refresh to update the map with the latest position data.
- Tick Filter Grid On Map Move/Zoom to automatically filter the asset table below the map as you pan and zoom — only assets visible in the current map area are shown in the table.
- Select an asset pin on the map to see its details.
The Asset Position Report requires assets to have an active telematics device. Assets without GPS data do not appear.
Allocation Report
The Allocation Report shows all asset allocations — records of assets assigned to a department, section, or operator — within a selected date range.
- Enter an Allocation Start date and Allocation End date to filter by when the allocation was active.
- Tick Open (No End Date) to include ongoing allocations that have no end date set.
- Use the End Allocation buttons to close one or more selected allocations directly from the report.
- Select Create New Allocation to open a new allocation record.
Use this report to review which assets are currently allocated and to clean up allocations that have ended but not been formally closed.
Overdue / Impending Due
The Overdue / Impending Due report displays items where today is past or approaching a specified date threshold. Multiple report types are available, covering a range of asset-level expiries and scheduled items — including insurance renewals, fuel card expiries, registration deadlines, and similar dates tracked on asset records.
- Select the report type to run from the lower grid.
- Select Run for Selected.
Asset Components List
Lists all component records across the fleet. Filter by asset, component type, or status. Use it to review installed components or prepare for a parts audit.
Asset Data Link Review Report
Reviews data link configurations on asset records and identifies links that reference missing or incorrect documents. Use it to audit data integrity across the fleet.
Asset Document Library
Displays documents attached to assets across the fleet in a single browseable list. Filter by asset, document type, or date. See Asset Document Library.
Asset Empty Field Report
Identifies assets with empty or missing values in specified fields. Select the fields to check and run the report to see which assets have gaps in each. Use it to prioritise data completion work.
Asset Expense List
Lists all asset expense records across the fleet — insurance premiums, registration fees, and other expense types. Filter by asset, date range, or expense type.
Asset Hire Rates
Displays the hire rate configurations used to calculate internal hire costs when assets are allocated or booked. See Booking Charging.
Asset List
The standard list of all assets in the fleet. Filter by group, status, department, section, or other fields. Select any asset to open its record. Use the column selector to adjust which fields are displayed.
Asset Meter Update Verification Report
Lists recent meter update events and their outcomes. Use it to verify that bulk meter imports and automatic updates have been applied correctly.
Asset Verification Inspections
Lists all vehicle verification inspection records in the system. Filter by asset, date range, or inspection status. See Verification.
Asset Warnings
Displays assets with active warning flags — such as safety tags, out-of-service status, or other conditions flagged for fleet manager attention.
Data Linked To Asset
Shows all documents linked to a selected asset across the system — requests, work orders, fuel receipts, daily drivers, and other records. Use it to get a complete picture of activity against a specific asset.
External Hire Records
Lists records for assets hired in from external suppliers, capturing hire agreement details, cost, and period. See Hired Assets.
Externally Hired Asset List
A summary list of all assets that are or have been hired from external sources, with their hire status and key details.
Infringement Request List
Lists traffic and parking infringement records linked to fleet assets. Filter by asset, date range, or status. See Infringement Requests.
Insurance and Registration Request List
Lists insurance and registration expense records across the fleet. Filter by asset, expiry date range, or record status. Use it alongside the Overdue / Impending Due report to manage upcoming renewals. See Managing Insurance and Registration Renewals.
Plant Hour Records
Lists all plant hour recording documents across the fleet. Filter by asset, date range, account code, or job. See Recording Plant Hours.
Safety Tag List
Lists all safety tag records in the system. Filter by asset, tag type, or status. See Safety Tags.
Telematics Documents
Lists telematics data documents received from integrated telematics providers. Use it to verify that data is being received correctly and to review raw records for a specific asset or period. See Telematics Integrations.
Published: May 2026 · Formbird FLEET 4.2.8