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:

Navigate to Jobs / Account Codes.

[VERIFY] Confirm the exact menu path — source material says this is accessed from the Works Management dropdown on the Administrator Homepage.
In the Account Codes panel, select New Account Code.
Enter a value in the Account Code Name field.
Tick Account Code Active.
Optionally enter an Account Code Description and select an Account Code Type.
Select the Save Tick to save.

Updating Account Codes

To edit an existing account code:

Navigate to Jobs / Account Codes.

[VERIFY] Confirm the exact menu path.
In the Account Codes panel, select the account code you want to edit by selecting its name in the table.
Make the required changes.
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

Prepare a CSV file in the format described below.
Navigate to Jobs / Account Codes.

[VERIFY] Confirm the exact menu path.
In the Account Codes panel, tick Show Account Code Import.
Select Choose Files and select your CSV file, or drag it onto the import area.
Check that Records Read shows the correct number of codes.
Confirm the data is in the correct columns, then select Save in the import area.

Updating Existing Account Codes via CSV

Navigate to Jobs / Account Codes.

[VERIFY] Confirm the exact menu path.
Tick Show Account Code Import to show the import area.
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.
Edit the downloaded file as required.
Select Choose Files and select the updated file, or drag it onto the import area.
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.

Account Code Cost Report

The Account Code Cost Report displays costs associated with account codes, grouped by account code, asset, and month. Use it to review asset expenditure as mapped to your chart of accounts over a chosen period.

Running the Report

Enter the Start Month/Year and End Month/Year.
Optionally filter by specific account codes or assets.
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 bottom table and clicking Load Selected Report.

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.

Published: May 2026 · Formbird FLEET 4.2.8