Replacement

Formbird FLEET provides two tools to help manage asset replacement: a Replacement Prediction report for long-term planning, and a Risk Replacement tool for evaluating individual assets. Both are accessible from the Asset Replacement Report.

Replacement Prediction

The Replacement Prediction section of the Asset Replacement Report helps you plan which assets are likely to need replacing over a given time period. It draws on asset data and fuel records to estimate when each asset will reach the end of its useful life.

Running the Report

1. Navigate to the Asset Replacement Report from the Reports menu.

[VERIFY] Confirm the exact menu path to the Asset Replacement Report.

1. In the Initial Conditions section, configure the report parameters:

1. Select Run Report.

Reading the Results

The report produces two tables:

• Summary Table — the count of assets and total predicted replacement budget within the time period. You can group this by Year, Asset Type, Section, or Department. Select a row to filter the Detail Table.
• Detail Table — the individual assets predicted to reach replacement within the time period. Assets past their Replacement Due date appear in bold red. Rows highlighted yellow indicate an issue with the fuel data used in the calculation.

Actions from the Detail Table

• Show Fuel Average — select a row and select this button to display a graph of average meter usage per day for that asset.
• Create Replacement Documents — select one or more rows and select this button to create Replacement Management documents for the selected assets. These documents appear in the Replacement Management section below.

[SCREENSHOT: The Asset Replacement Report showing the Summary Table and Detail Table]

Replacement Management

The Replacement Management section of the Asset Replacement Report tracks the progress of individual replacement processes. Each replacement is represented by an Asset Replacement document.

Replacement documents can be created automatically from the Replacement Prediction results (using Create Replacement Documents), or created manually at any time.

Creating a Replacement Document Manually

1. In the Replacement Management section, select New Asset Replacement.
2. Select the asset being replaced in the Asset field. The asset's details populate automatically.
3. Track the progress of the replacement by updating the Status field as the process moves forward.
4. Enter relevant information as it becomes available — for example, quotes, expected delivery dates, or disposal method.
5. Save the document and return to update it as the process progresses.

Linking the New Asset

Once the replacement asset has been created in Formbird FLEET (either from a template or by cloning), open the Asset Replacement document and select the new asset in the Asset Details - Replacement section. This creates a permanent record linking the old asset to its replacement.

For information on creating assets, see Creating an Asset.

Risk Replacement

The Risk Replacement tool provides a structured scoring assessment to help evaluate whether an individual asset should be retained, prepared for replacement, or replaced now. It calculates a score based on five categories.

Running a Risk Replacement

1. Navigate to the asset.
2. Select Risk Replacement in the navigation panel.
3. Enter or verify the values in the user-populated fields. Some fields are pulled from the asset automatically (such as Primary Meter and Manufactured Date) but can be edited.
4. Select Calculate to populate the calculated fields.
5. Manually enter values for any calculated fields that did not populate (these may require data not yet in the system).
6. Select Calculate again to generate the Normalised Points score and the corresponding Result.
7. Tick Include In Replacement Aggregate Report if you want this asset included in the multi-asset replacement report.
8. Add any Report Notes and Comments to record reasoning.
9. Save the document.

Understanding the Score

The score is calculated across five categories — Condition, Utilisation, Operation, Return on Investment, and Obsolescence — with each field weighted by its relative importance. The Result field provides a recommendation based on the total score:

The 2-Year Repairs / Downtime panel shows the cost of repair work orders against this asset over the past two years and is populated on save. The Replacement Calculation History panel displays a graph of past Risk Replacement scores for the asset over time.

[SCREENSHOT: The Risk Replacement page showing the scoring categories and Result field]

Published: April 2026 · Formbird FLEET 4.2.8