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Asset Reports

Formbird FLEET includes a suite of asset-focused reports covering costs, service schedules, utilisation, and lifecycle management.

See Reports Overview for how to find these reports.

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

  1. Enter Years to Run, the number of years ahead to calculate replacement data, grouped by financial year.
  2. 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.
  3. 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.
  4. Optionally enter an Annual Inflation % p.a. to apply an inflation factor to replacement budget figures.
  5. Optionally select specific Assets to limit the report. If left empty, all assets with an Asset Status of Active are included.
  6. 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 a row and select Show Average 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.

For a full explanation of which asset data the prediction uses and how the replacement date is calculated, see 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

  1. Enter a Report Start Date and Report End Date. Alternatively:
  2. Select a Pre-Set Times option to auto-populate the dates, or
  3. 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).
  4. Optionally tick one or more categories under Source Expenses instead from Asset Expenses - Other — Insurance, Lease, Registration, Fuel, Materials, Labour, Tolls — if your organisation imports actual costs for that category from an external financial system into expense records, instead of using the standard source. For example, ticking Materials uses imported expense records for the Materials column instead of Work Order data.
  5. Select an Income Source:
  6. Allocation — includes income from Allocation documents and Additional Income documents.
  7. Hire — includes income from Internal Hire Request documents and Additional Income documents.
  8. Plant Hours — includes hire income recorded on Plant Hour Records (see Recording Plant Hours) and Additional Income documents.
  9. None — includes only Additional Income documents.
  10. Tick Include Disposed to include assets that have been disposed (excluded by default).
  11. Optionally select Asset Types (Optional) or Assets (Optional) to limit the report. When a type or asset is selected, a graphical breakdown is also displayed.
  12. 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.
Allocation Income from Allocation documents. Only populated when Income Source is set to Allocation.
Hire Income from Internal Hire Request records. Only populated when Income Source is set to Hire.
Plant Hours Hire income from Plant Hour Records. Only populated when Income Source is set to Plant Hours.
Additional Income Income from Additional Income Detail records. Included regardless of the selected Income Source.
Total Income Sum of Allocation, Hire, Plant Hours, and Additional Income — in practice, only one of the first three is ever populated per run, based on the selected Income Source.
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. It can also be filtered to a specific account code — see Account Codes for how codes are attached to costs across the application.

Running the Report

  1. Select the Start Of Month and Year Start.
  2. Select the End Of Month and Year End.
  3. Optionally narrow the results using the Account Code Filter, Asset Group Filter, or Asset Filter.
  4. Select Run Report.

Use the Hide/Show buttons to toggle between month subtotals and individual invoice line items. Use Export CSV to download the visible data.

To save a snapshot of the report at run time, select Save Report (maximum report size is 16 MB; choose a narrower date range if the save is rejected). Load a saved report by selecting it from the Saved Reports table and selecting Load Selected Report.

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.

Cost Date Fields

Costs are included based on the following date fields per record type:

Record type Date field used
Fuel Receipt Fuel Purchase Date
Toll Start Date
Asset Expense Expense Incurred Date
Registration Created Date
Insurance Created Date
Work Order Completed Date
External Hire Completed Date

Fixed Monthly Charge and Lease costs are calculated from the last saved version of the asset for each month. If both a Monthly and Yearly lease cost are present on the asset, the yearly value ÷ 12 is used.

Versioning Note

Formbird stores a full version history for every document. This report uses both current and non-current asset versions to retrieve the correct asset data at each point in time. Because editing a non-current version makes it the current version, editing of non-current asset versions is restricted in Formbird FLEET to preserve report accuracy. Current versions of assets and all invoice documents remain editable. Re-running the report after changes may return different results. Use Save Report to lock a copy of the data at run time.

The asset link in the report opens the version of the asset document for that specific month, which may or may not be the current version.

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 Distance and Max Hours — 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). Select Run. Readings that exceed either threshold are flagged as errors, and so is negative consumption between readings.

Column Definition
Date / Asset The date and asset the row's readings are grouped by.
Requests, Daily Driver, Fuel Receipts, Work Orders The meter reading recorded on each document type linked to that asset on that date, where one exists.
(Telematics) The meter reading from a telematics integration, shown in its own column alongside the other document types.
Meter Summary All the readings found for that asset and date, side by side, for quick comparison.
Errors Flags a reading that exceeds the Max Distance / Max Hours threshold, or that represents negative consumption compared to the previous reading.

Fleet Overview Report

A single page giving fleet managers a health check on the whole fleet — recent operational activity, fuel spend, workshop workload, and the asset register's value and composition — without having to open the individual reports each of those come from. It's compiled overnight by a scheduled job, so it reflects the previous night's run rather than real time, and needs no filters or manual run to view. Scroll through the page section by section; charts are interactive, and selecting a segment or column drills into the underlying records.

Section What it shows
Recent Activity (last 7 days) Requests, Work Orders, Daily Drivers, and Safety Tags created and completed in the last week; a Daily Driver completed-vs-failed breakdown; Risk Items before and after mitigation; Requests and Work Orders by type and status; and Time Recorder cost, hours, and count per workshop.
Fuel (FY to Date) Total consumption, cost, CO2, and vehicle count for the financial year to date, in two panels: Fuel (sourced from fuel receipts), grouped by product using the Fuel Product Mapping Document, with a refresh icon to re-collect the data; and a telematics-sourced equivalent, calculated from telematics meter readings instead (no cost, since telematics doesn't record fuel spend).
Workshops A colour key of every workshop, then Overdue Requests, Incomplete Requests, Overdue Work Orders, and Incomplete Work Orders, each broken down by workshop using that same colour key.
Assets Safety Items, Asset Tags, and Asset Status breakdowns; asset counts by department and section, and by location; and Asset Averages and Counts — fleet-wide Total Purchase Cost, Total Current Value, Total Replacement Budget, and Total Count, broken down by asset group and by IPWEA class (Bicycle, Light Vehicle, Plant, Workshop Equipment, Heavy Vehicle, Attachment, Yellow Plant, Default), with a Show Distributions checkbox per group for more detail. Also includes a Hire Assets summary for the financial year to date.
Reports & Listings The same report catalog described in Reports Overview, embedded here for quick access — the same 97 reports, with the same Grid View / Show Pinned options.

Individual chart filters and drill-down behaviour within each section haven't been fully catalogued — this is a genuinely large page. The section list and their headline contents above are confirmed against the live page.

Asset Position Report

Shows the current location of assets with an active telematics device on an interactive map, with a full asset grid below it. Viewing the map requires specific permission — if you see Permission to view map denied, you'll need an Administrator to grant it.

Each asset appears as a coloured pin:

Colour Meaning
Green Currently driving (ignition on).
Yellow (wrench) A mobile workshop.
Blue Not currently driving.

Select a pin to see the asset's name, image, driving/ignition status, speed, the telematics device's last update time, and driver.

  • Select Refresh Positions to fetch the latest locations and redraw the map.
  • Tick Filter Grid On Map Move/Zoom to automatically filter the asset table below the map as you pan and zoom — only assets currently visible on the map appear in the table. At lower zoom levels, the text label under each pin hides to reduce clutter.
  • Select rows in the table, then select Filter For Selected to redraw the map showing only those assets.

Only assets with Vehicle Active ticked and a telematics device attached appear at all. An individual asset can also be excluded from the map via a setting on its own record, independent of whether it has a device.

The Asset Position Report requires assets to have an active telematics device. Assets without GPS data do not appear.

Allocation Report

The Allocation Report lists Allocation documents — records of an asset assigned to a department, section, or operator — and lets you close or roll over allocations directly from the grid without opening each one individually. See Allocations for what an allocation is and how one is created.

Filters

Filter What it does
Allocation Start > Only include allocations whose Allocation Started date is on or after this date.
Allocation End < Only include allocations whose Allocation Ended date is on or before this date.
Open (No End Date) Only include allocations that have no end date set — i.e. still active.

Allocation Start > and Allocation End < combine with AND, not OR. Setting both filters excludes an allocation that started in range but hasn't ended yet — use Open (No End Date) on its own to find those instead.

Columns

Column Definition
Status Allocation Started or Allocation Ended.
Allocation Type Permanently Assigned or Temporary Allocation — see Allocations for what each means.
Allocation Use The allocation's use category, where set: Commuter Use, On-Call Use, Operational Use Only, Private Use, or Tool Of Trade.
Allocation Expiry The Expected Allocation Expiry date, for temporary allocations.
Allocation Name The name of the linked asset allocation record.
Allocation Start Date / Allocation Start Meter When the allocation began, and the asset's meter reading at that time.
Allocation End Date / Allocation End Meter When the allocation ended, and the asset's meter reading at that time. Blank while the allocation is still open.
Distance / Hours Allocation End Meter − Allocation Start Meter. Blank until the allocation has an end meter reading.
Asset, Registration, Make/Model, Asset Status, Asset Department, Disposed Date, Meter At Disposed Looked up from the linked asset record at the time the report runs, not stored on the allocation itself.

Ending Allocations

Select one or more rows, then:

  • End For Selected — ends the selected allocations: sets Status to Allocation Ended, Allocation End Date to now, and Allocation End Meter to the asset's current Primary Meter.
  • End And Create New For Selected — does the same, then immediately creates a new allocation continuing from where the old one ended (new Allocation Start Meter = old end meter, Allocation Start Date = now, Status = Allocation Started). Use this to hand an asset from one allocation straight to the next without a gap.

Both buttons skip anything not currently Allocation Started — a dialogue warns you if any selected rows were already ended. They also skip any allocation whose Allocation Use includes Commuter Use or Private Use entirely, with its own warning; those allocations must be ended manually from the allocation record.

Creating a New Allocation

Select Create New Allocation to open a blank allocation record. See Allocations for the full field-by-field creation process.

Overdue / Impending Due

Select any row in the grid to display its results below — no separate run button needed. Each row is its own self-contained overdue/impending check:

Report type What it shows
Asset Verification Inspection Due Assets with a due verification inspection.
Fuel Card Due / Fuel Card 2 Due Assets where the 1st or 2nd fuel card will expire within a month.
Insurance Due Assets where insurance will expire within a month.
Lease Due Assets where the lease will expire within a month.
Overdue Requests Requests with an expected completion date in the past, status Pending, Drop Off, In Progress, or Open, that haven't been deferred.
Overdue Work Orders Work Orders with an expected completion date in the past, status New, In Progress, or On Hold.
Police Permit Due Assets where the police permit will expire within a month.
Request Expected Start Due Requests with an expected start date within the next day.
Safety Certificate Due Assets where the safety certificate will expire within a month.
Scheduled Registration Due Assets where registration will expire within a month.
Temporary Allocation Expiry Temporary allocations where the allocation expiry will expire within a month.
Warranty Due Assets where the warranty is due to expire.

This overlaps with Asset Warnings — Registration, Fuel Card, Warranty, Police Permit, and Lease all appear there too, as a colour-coded dashboard rather than a selectable list. Use whichever suits the task: Asset Warnings for an at-a-glance view across all of them with an adjustable threshold, this report for a focused list of one category, plus the Request/Work Order/Verification/Safety Certificate categories that Asset Warnings doesn't cover at all.

Asset Components List

A flat, searchable list of every component record across the fleet — deliberately simple, with no dedicated filters beyond the per-column search boxes common to all grids. Use it to look up which asset a component belongs to, or to search across all components by name or type. See Components for what a component is and how one is created — they can only be added from within the parent asset, not from this list.

Column Definition
Name The component's own name. Selecting it opens the component record.
Asset The parent asset the component belongs to. Selecting it opens the asset record.
Type The component's category, based on which component template it was created from (for example, Two Way, Axle, Minor Accessory).

A disposal-preparation tool. For each asset matching your filters, it finds every other record still actively linked to it — open Work Orders, open Requests, active Allocations, installed Asset Components, and more — so you can resolve them before the asset leaves the fleet. See Status for the disposal workflow this supports.

Filters

Filter What it does
Asset Status Required. A checklist of Disposed, Awaiting Disposal, Decommission — tick any combination. Defaults to Disposed.
Pre-Set Times / Disposed Date > / Disposed Date < Narrows Disposed assets to a date range. Only applies to the Disposed status — if you tick Awaiting Disposal or Decommission without Disposed, these date fields are disabled and every matching asset is included regardless of date.
Assets Pick specific assets directly instead of filtering by status. Selecting any asset here disables and overrides the other filters.

This report can also open pre-filtered to a single asset — for example, from a link elsewhere in the application — in which case only that asset's linked data is shown and the filters above are hidden.

Reading the Results

Results are grouped by asset. Each asset's group header shows its Status, Disposed Date, and telematics Device Serial Number (if any), plus a Fix It button — red if the asset still has unresolved links, green once you've worked through them.

Under each asset, every linked record appears as a row:

Column Definition
Data Link to the linked record. Selecting it opens the record in a new tab and marks that row resolved.
Type One of: Work Order, Request, Time Recorder, Asset Booking / Hire, Asset Component, Allocation, Service Configuration, Asset (a child asset), Safety Tag, Material, Vehicle Booking Pool, Mobile Workshop, or Monitoring Work Order Questionnaire.
Status A coloured icon: grey/yellow dash (not yet resolved), green check (resolved), or red cross (an attempt to resolve it failed).

A record only appears if it's still "live" for that asset — for example, Work Orders and Requests are only listed while open (not Complete/Cancelled/Closed), Allocations only while they have no end date, Time Recorders only while not completed, Asset Components only while not already Disposed, and Materials/Monitoring Questionnaires only while still active. Already-closed-off records don't need attention, so they're left out.

Using Fix It

Selecting Fix It attempts to automatically resolve every unresolved row for that asset, one type at a time:

Type What Fix It does
Service Configuration Sets its status to Cancelled.
Material Removes this asset from the material's asset list; if that was the only asset linked, deactivates the material.
Monitoring Work Order Questionnaire Deactivates the questionnaire.
Mobile Workshop Removes this asset from the mobile workshop's asset list.
Asset (child asset) Detaches the child asset from this parent.
Allocation Ends the allocation now, recording the asset's current Primary Meter as the end meter — but only if that meter reading is not lower than the allocation's own start meter. If it is, or if the asset has no Primary Meter, Fix It leaves the allocation alone and shows an error so you can check it manually.
Asset Booking / Hire Not resolved independently — it's automatically marked resolved once its related Allocation (matched by booking reference) has been.

Work Orders, Requests, Time Recorders, Asset Components, Safety Tags, and Vehicle Booking Pool links have no automatic fix. These stay marked unresolved after Fix It runs — open each one from its Data link and resolve it manually (which also marks the row resolved).

If the asset has a telematics device serial number, Fix It also tries to clear it and remove the asset from map tracking. This step requires either an Asset Map View permission record naming you or a specific access key — without one, you'll see a permission-denied notification, but the rest of that asset's Fix It processing still completes.

Asset Document Library

The browseable list behind the Asset Document Library — every document added to the shared library across the fleet, in one grid. See that article for how to add, link, or embed a document; this section covers the grid itself, which has no dedicated filters beyond the per-column search boxes common to all grids.

Column Definition
Name The document's name. Selecting it opens the document record.
Linked To The asset(s) the document is linked to. Blank if not yet linked to any asset.
Notes The document's Notes field.
Date Created When the document record was created.
Open Image Link For documents with an uploaded file, a direct link to open it. Blank for URL-only documents.
Image A thumbnail, shown only when the uploaded file is an image. Other file types (PDFs, etc.) show a link in Open Image Link but no thumbnail here.
URL For URL-type documents: the link itself, or Embedded Link if it's set up to display inline (see Embedding a Video). Blank for uploaded-file documents.

Asset Empty Field Report

A data-completeness check across every field on a chosen asset template — not a fixed set of columns. Pick a template and the report builds its grid from that template's own fields, so different templates produce a different-shaped report.

Running the Report

  1. Select an Asset Template (or asset group). This determines both which assets are checked and which fields become columns.
  2. Optionally select a specific Document to check a single asset instead of every asset on that template.
  3. Tick Include Hire Assets to include hire assets in the results — excluded by default. Disposed assets are always excluded, regardless of this tickbox.
  4. Select Run Report.

Reading the Results

Each column is a field from the selected template — its label on top, its underlying field name shown in grey beneath. Only fields that have a configured label are included; a field with data but no label configured will not appear as a column.

  • ✅ green — the field has a value.
  • ❌ red — the field is empty on that asset.

A checkbox left at No, or a number field genuinely set to 0, shows as empty (red) here too — the report checks whether a field holds any value, not whether it has been deliberately set. Keep this in mind before treating a red cross as missing data on boolean or numeric fields.

Select an asset's name to open its record directly.

Asset Income and Expense List

Two independently-filtered panels — Asset Expense Documents and Asset Income Documents — listing every asset expense and income record across the fleet. This is the browse/review counterpart to the import tools in Importing Expenses and Income.

Asset Expense Documents

Filter by Asset Expense Date > / <.

Column Definition
Asset, Invoice Number, Quantity, Cost (inc GST), Description, Supplier, Notes The expense record's own details.
Category An organisation-configured category — the available options depend on your organisation's setup.
Status Open, Closed, or Cancelled.
Workshop, Assignee Where the expense is assigned for action, for expense types that carry a workflow (see Recording Expenses and Income).
Closed Date / Cancelled Date Set when the record reaches that status.

Asset Income Documents

Filter by Transaction Date > / <.

Column Definition
Asset, Reference Number, Value, Description, Supplier The income record's own details.
Imported Date When the record was imported, for income sourced from a bulk import.
Category An organisation-configured category, independent of the expense categories above.
Account Codes The account code(s) attached to the income record.
Financial Year The financial year the income is attributed to.

Asset Hire Rates

Lists the calculated Fixed, Variable, and Total Monthly hire rate for every Active asset, with tools to recalculate them. These figures are what Booking Charging draws on for internal hire costs.

Column Definition
Fixed Monthly Depreciation plus an overhead allocation (see below).
Variable Monthly Accumulated work order, fuel, and other running costs (see below).
Total Monthly Fixed Monthly + Variable Monthly.

Recalculating Rates

  • Recalculate All — recalculates every eligible asset.
  • Recalculate Selected — recalculates only the ticked rows.

An asset is only recalculated if it has a Total Purchase Price, Trade In Value, Replacement Cycle, Overheads, and Current Value set, and is not a hire asset or Disposed. Assets missing any of these are silently skipped — if a recalculation doesn't seem to have updated an asset, check its Financials panel for a missing value first.

How the Charges Are Calculated

Fixed Monthly = Depreciation + Overhead share:

  • Depreciation = (Total Purchase Price − Trade In Value) ÷ Replacement Cycle (months).
  • Overhead share = (this asset's Overheads × its Total Purchase Price) ÷ the Current Value of the entire non-disposed fleet. Because every asset's overhead share depends on the whole fleet's current value, a large change in overall fleet value changes this figure for every asset the next time it's recalculated — not just the asset that changed.

Variable Monthly = all-time accumulated labour, materials, registration, insurance, accident, other asset expense, toll, and plant hour hire costs from the asset's Work Orders, plus all-time accumulated fuel cost — with no date range applied.

Despite the name, Variable Monthly is a running total since the asset was created, not a single month's cost. It only resets if the underlying cost fields it draws from are cleared. Keep this in mind when comparing an older asset's Total Monthly figure against a newer one.

Asset List

The standard list of all assets in the fleet. Filter by status, section, and other fields. Select any asset to open its record.

See Asset List.

Asset Meter Update Verification Report

Compares each active asset's current Primary Meter against the meter reading on its most recent fuel receipt import, to catch assets whose live meter reading has fallen behind. Runs automatically for every active asset with a Primary Meter and at least one fuel receipt — there are no filters, but every column has its own search box, and the results can be exported via the CSV button.

Column Definition
Asset Link / Last Fuel Receipt Link Links to the asset and to its most recent fuel receipt (by import date).
Primary Meter The asset's current meter reading.
Last Fuel Receipt Meter / Last Fuel Receipt Imported The meter reading recorded on that fuel receipt, and when it was imported.
Valid Blank normally. Shows False when Last Fuel Receipt Meter is higher than Primary Meter — meters should only increase, so this means the asset's current reading is out of date relative to a fuel import that's already been processed.
Fuel Receipt Has Errors True if that fuel receipt is flagged with a data error. See Fuel Card Errors.
Fuel Receipt Ignored True if that fuel receipt is flagged to be excluded from fuel receipt error checking.

An asset only appears here if it has at least one fuel receipt with a meter reading — assets with no fuel receipts are left out rather than shown with blank data.

Asset Verification Inspections

Two panels: a tool for creating verification inspections in bulk, and a listing of the resulting inspection work orders.

Assets

Select assets and create verification inspections for all of them in one operation. See Verification for the full procedure, including what Unschedule previously scheduled inspections and Ignore previously scheduled inspections do.

Asset Verification Inspection Documents

A listing of individual verification inspection work orders.

Filter What it does
Hide Processed Hides inspections that have already been completed.
Date Filter Field Choose which date the Date > / Date < filters apply to: Created Date, Start Date, Completed Date, or Next Scheduled Inspection.
Column Definition
Work Order / Request The verification work order and its parent request.
Date Created, Started, Completed Key dates in the work order's lifecycle.
Asset, Status The asset being verified, and the work order's current status.
Next Scheduled Inspection / Auto Generate Next When the next inspection is due, and whether it will be created automatically.
Outcome The recorded Verification Outcome — see Verification for the field-by-field completion process.

Asset Warnings

A traffic-light dashboard tracking upcoming and overdue dates (and two meter thresholds) across the fleet: Registration, Fuel Card 1 / Fuel Card 2 expiry, Warranty End Date, Police Permit, Replacement due date, and Lease Date. An asset appears if it has at least one of these set and isn't Disposed — assets with none of these fields set don't appear at all.

Each column shows a coloured circle rather than the underlying date:

Colour Meaning
🟢 Green — Not Due More than the threshold number of weeks away.
🟡 Yellow — Due Within N Weeks In the future, but inside the threshold.
🔴 Red — Overdue The date has already passed.

Enter a number in Due Within (weeks) to change the threshold — the table, the column filters, and the bar graph above it all update immediately. The bar graph shows the count of assets in each status, per warning type; it uses the same three colours under a separate OK / Within / Overdue legend.

Warranty End Meter and Lease Meter work differently — there's no "Within" state for these. They compare the asset's current Primary Meter to the warranty/lease meter threshold: green if the asset hasn't reached it yet, red if it has. The yellow toggle is hidden for these two columns for this reason.

Select the green, yellow, or red circle in a column's header to filter the table to just that status for that column; select it again to clear that filter. Use Clear Filter to reset every filter and search box at once.

Data Linked To Asset

Select a single Asset to see every document linked to it across the system — a broader, unfiltered sweep than the Relationship Tree, and unlike the Asset Data Link Review Report, it isn't limited to still-open records or aimed at disposal — it lists everything, open or closed, for as long as the asset has existed.

A Link Summary table appears first, counting linked documents by type (Work Orders, Requests, Used Materials, Allocation records, and so on), with a Total row. The Data Linked To Asset grid below lists every one of those documents individually, with its name and type — select a name to open that record.

External Hire Records

Lists every External Hire Record across the fleet. Filter by Created Date > / <.

Column Definition
Name, Supplier, Hire Cost, Notes, Job Name, Purchase Order No The record's own details.
Status The current Hire Status — see Hired Assets for the full workflow.
In Progress / Complete The dates the record moved into each of those statuses.

Date Created appears twice in this report. The second occurrence is a display quirk in the app — it actually shows the record's Expected Completion date, not another creation date.

Externally Hired Asset List

A summary list of assets created using Create External Hire Asset (see Hired Assets). Tick Awaiting Disposal, Commission, Decommission, Active, and/or Disposed to control which asset statuses are included — only Active is ticked by default, so hired assets that have since been disposed won't appear unless you also tick Disposed.

Column Definition
Asset, Asset Type, Asset Id, Responsible Person, Make, Model, Registration, Status The asset's own standard details.
Hourly Hire Rate The rate configured for this hired asset.
Supplier The external supplier the asset is hired from.
Expected Hire Completion When the hire is expected to end.
Disposed Date Set once the asset has been disposed.

Infringement Request List

Lists every Infringement Request across the fleet. Filter by Created Date > / <.

Column Definition
Name, Asset, Driver, Description The request's own details.
Infringement # / Infringement Due The notice number and its due date.
Address (suburb) / Address (street) Where the infringement occurred.
Infringement Notice Received Date, Infringement Issued To Officer Date, Infringement Has Been Transferred Date, Infringement Notice Withdrawn The dates behind the signoff workflow — see Infringement Requests for what each stage means.

Insurance and Registration Request List

Lists every Registration and Insurance Request across the fleet — see that article for what each field means. Use the Filter Table By dropdown to choose which date the Date > / Date < filters apply to: Registration Cost Incurred Date, Insurance Cost Incurred Date, Registration Expiry Date, or Insurance Expiry Date. This isn't a Registration-vs-Insurance type filter — both appear in the results regardless of which date field you filter on.

Beyond the fields already covered in that article, the list also shows Type (which checklist items — Registration, Insurance, or both — were selected on the request), Status, and Closed Date.

Use this alongside Overdue / Impending Due to manage upcoming renewals — that report's Scheduled Registration Due and Insurance Due rows surface the same records filtered to what's expiring soon.

Plant Hour Records

Lists every Plant Hours Record across the fleet. Filter by Created Date > / <, or tick Filter For My Reports to show only records created by your direct reports — see Supervisor and Section Administrator for how that's determined. Asset, Job, and the other columns can be searched individually, but there's no dedicated filter field for them.

Column Definition
Name, Created Date, Reported By, Asset The record's own details.
Job, Job Costing Number, Job Description The job the hours were recorded against, where one was selected.
Hours The plant hours recorded.
Hire Rate / Hire Cost The asset's hourly hire rate at the time, and the resulting cost (Hours × Hire Rate).

Safety Tag List

Lists Safety Tags across the fleet. Active tags show by default; tick Show Inactive Tags to include ones that have been removed.

Column Definition
Name, Asset The tag record and the asset it's on.
Tagged Out By / Date Tagged Out Who applied the tag, and when.
Reason Tagged Out The reason entered when the tag was applied.
Status The tag's current status.
Remove Approved By / Removed Date Who approved removing the tag, and when it was removed.

Telematics Documents

Two panels. See Telematics Integrations for how assets are connected.

Telematics Documents lists individual readings received from a telematics integration.

Column Definition
Name, Date Created, Device Id The document and the device it came from.
Meter / Hour Meter The distance and hour meter readings on this reading.
Allocated To Who the asset was allocated to at the time, where applicable.
Total Fuel Used The fuel usage reported with this reading.
Is Updated True if this record was corrected by an administrative data-fix process after being received with missing data — not whether it updated the asset's own meter.

Telematics Interface Logging Documents is a simpler log of interface activity, showing just a Name and Last Updated date.

Updated: August 2026 · Formbird FLEET 4.2.9