Skip to content

Account Codes

Account codes link the costs recorded in Formbird FLEET to your organisation's external accounting system. By assigning an account code to a record, you can export cost data from FLEET in a format that maps directly to your chart of accounts.

Account codes can be attached to assets, plant hour records, pool bookings, asset allocations, requests, work orders, tolls, and fuel receipts.

Managing account codes requires Administrator access.

Account Code Fields

Each account code has the following fields:

Field Description
Account Code Name The account code number or identifier, the primary value shown when selecting a code elsewhere in the application.
Account Code Description Optional. When a description is entered, it is combined with the name wherever the account code appears in the application.
Account Code Type Optional. Used to filter which account codes appear in specific fields. See Account Code Types below.
Account Code Active Must be ticked for the account code to be selectable in the application. Untick to deactivate a code without deleting it.

Account Code Types

Account code types let you filter account code fields so that only relevant codes appear in a given context. For example, account codes related to pool bookings could be assigned a type of "Pool Booking", and then only those codes would appear when a user selects an account code on a pool booking record.

Note: The account code type is not displayed to users when they select a code. It is used only for filtering.

Account code types can be assigned to account code fields on assets, allocations, plant hour records, pool bookings, fuel receipts, tolls, and various request and work order types.

To configure account code types for your organisation, contact Formbird Support.

Creating Account Codes

To create an account code manually:

  1. From the Administrator homepage, open the Works Management dropdown and select Jobs / Account Codes.
  2. In the Account Codes panel, select New Account Code.
  3. Enter a value in the Account Code Name field.
  4. Tick Account Code Active.
  5. Optionally enter an Account Code Description and select an Account Code Type.
  6. Select the Save Tick to save.

Updating Account Codes

To edit an existing account code:

  1. From the Administrator homepage, open the Works Management dropdown and select Jobs / Account Codes.
  2. In the Account Codes panel, select the account code you want to edit by selecting its name in the table.
  3. Make the required changes.
  4. Select the Save Tick to save.

Importing and Updating Account Codes via CSV

For bulk creation or updates, account codes can be imported from a CSV file.

Importing New Account Codes

  1. Prepare a CSV file in the format described below.
  2. From the Administrator homepage, open the Works Management dropdown and select Jobs / Account Codes.
  3. In the Account Codes panel, tick Show Account Code Import.
  4. Select Choose Files and select your CSV file, or drag it onto the import area.
  5. Check that Records Read shows the correct number of codes.
  6. Confirm the data is in the correct columns, then select Save in the import area.

Updating Existing Account Codes via CSV

  1. From the Administrator homepage, open the Works Management dropdown and select Jobs / Account Codes.
  2. Tick Show Account Code Import to show the import area.
  3. In the Account Codes (export view) table, select the CSV icon to download a file of your existing codes. This file includes the document IDs needed for updating.
  4. Edit the downloaded file as required.
  5. Select Choose Files and select the updated file, or drag it onto the import area.
  6. Confirm the row count and column layout, then select Save.

CSV Format

The CSV must follow this column structure. There is no header row.

Column Field Notes
A Document ID Leave blank when creating new codes. When updating, use the document ID from the exported file.
B Account Code Name The code number or identifier.
C Account Code Type Must match a type already configured in the system. Leave blank if not using types.
D Account Code Description Optional.
E Account Code Active Enter TRUE to mark the code as active. Leave blank to mark it as inactive.

Reports and Exports Using Account Codes

Account code costs are reviewed and exported in several places rather than through a report on this page:

  • Asset Invoice Report — the main report for reviewing costs by account code, with a full breakdown of cost sources (tolls, fuel, maintenance, registration, insurance, lease) grouped by asset and month. Use its Account Code Filter to see costs for a specific code.
  • Export List — several export types include an Account Code column: Request Export, Asset Expense Request Export, Toll Export, Work Order Export, Asset Export, and Registration And Insurance Request Export. The Allocation Document Export includes an Account Codes column. See Export List Report.
  • Journals — if your organisation has journals enabled, each journal type charges and credits specific account codes automatically as part of its daily or weekly run.

Updated: August 2026 · Formbird FLEET 4.2.8