Setup

Setup required for working with intercompany work orders

Introduction

You can use a specific setup to automatically create a related work order in one company (target company / company B), based on a work order created in another company (source company / company A) in your organization.

This is useful if your maintenance department is located in one company, and other companies in your organization should be able to easily transfer work orders to the maintenance department.

Prerequisite

You have set up more than one legal entity in D365FO.

You have completed standard setup for Asset management in more than one legal entity.

Audience
Sysadmin, Maintenance Manager

License configuration

This setup is required in the source company and the target company.

The Intercompany work orders functionality in Asset management requires specific setup regarding license configuration.

  1. Select System administration > Setup > License configuration.
  2. Select Advanced Asset Management.
  3. Ensure that the Intercompany Work Orders check box is selected.

Security configuration

This setup is required in the source company and the target company.

Data entities for Intercompany work orders have been extended in the D365FO Data management framework.

In D365FO, the Maintenance manager role must include the following setup.

  1. Select System administration > Security > Security configuration.
  2. Select role: Maintenance manager.
  3. Select duty: Maintain Asset management Intercompany work order entities.
  4. The privileges Maintain Asset management Intercompany assets entity and Maintain Asset management Intercompany work orders setup entity must be added.

Refer to Microsoft documentation to learn more about security configuration in D365FO: Security architecture.

Source company setup

Before you can start using intercompany work orders, specific setup is required in the source company as well as the target company.

In the source company - where you create the work order to be used as basis for an intercompany work order in the target company - required setup includes

  • Work order type
  • Work order lifecycle state
  • Procurement type setup on an item forecast line in maintenance job type default

If required, you can set up several companies (legal entities) as source companies to automatically create related work orders in the same target company.

Work order type

Create a work order type to be used on the work order that you want to create an intercompany work order from.

  1. Refer to Microsoft documentation for information on how to create a work order type.
  2. On the work order type, select a Vendor (for which procurement will be created).
  3. On the work order type, select a Vendor company (the target company for intercompany work orders).

Work order type for intercompany work orders
Work order type for intercompany work orders

Work order lifecycle state

Create a work order lifecycle state to specify at which lifecycle state an intercompany work order will be created.

  1. Select Asset management > Setup > Work orders > Lifecycle states.
  2. Select New.
  3. Enter an ID in the Lifecycle state field.
  4. Enter a name in the Name field.
  5. On the General FastTab
    1. In the Work order section, activate the Active toggle button.
    2. In the Project section, select "In process" in the Stage drop-down.
    3. In the Intercompany work orders section, activate the Create intercompany work orders toggle button.

Note

When you've created the lifecycle state, as described above, go to Lifecycle models and add the lifecycle state to the Lifecycle states selected section on your standard lifecycle model. Remember to also go to Lifecycle state updates on the lifecycle model to include update to the new lifecycle state, for example, in the first lifecycle state used in your company setup. Refer to Microsoft documentation for more information on Lifecycle models in Asset management.

The screen below shows an example of the lifecycle state setup.

Work order lifecycle state for creating intercompany work orders
Work order lifecycle state for creating intercompany work orders

Procurement setup on item forecast line

Intercompany work orders use procurement functionality in D365FO to create a procurement setup for item forecasts on maintenance job type defaults. In this setup, the target company (where related work orders will automatically be created) is treated as a contractor that receives work orders.

This setup means that a work order (created in the source company) with a maintenance job type, which includes a maintenance job type default setup with an "Intercompany" procurement type on an item forecast line, automatically generates a related work order in the target company.

The following setup is required on maintenance job types in the source company:

  1. Create a maintenance job type for the target company. If you have several companies in your organization, which should work with related work orders, create a maintenance job type for each company.
    1. Refer to standard Microsoft documentation for Asset management: Create a maintenance job type
  2. On the maintenance job type described in step 1, create a maintenance job type default line dedicated to procurement setup.
    1. For the maintenance job type default line, create an item forecast forecast line on which you select "Intercompany" in the Procurement type field.
    2. Refer to standard Microsoft documentation for Asset management: Create maintenance job type default lines and related forecasts

The three screenshots below show an example of a procurement setup on a maintenance job type.

Maintenance job type on the source company - for the target company (USSI) to receive related work orders
Maintenance job type on the source company - for the target company (USSI) to receive related work orders
Maintenance job type default line on the maintenance job type - used for item forecast setup
Maintenance job type default line on the maintenance job type - used for item forecast setup
Item forecast setup on the maintenance job type default line
Item forecast setup on the maintenance job type default line

Target company setup

When you've completed setup in the source company, next step is to set up intercompany functionality in the target company (where related work orders will be automatically created based on work orders in the source company). Here, you define which setup from the source company should be changed to a similar value in the target company when you create intercompany work orders.

Five options for mapping values (value types) are available:

  • Work order type
  • Service level
  • Maintenance job type
  • Maintenance job type variant
  • Trade

In the screenshot below > Setup FastTab > Value type field, you see a setup with all options used for mapping values.

In the screenshot below > Intercompany assets FastTab, assets From legal entity (source company) with asset type "Air Compressor" are mapped to assets in the current legal entity (target company).

  1. In D365FO, change company to the target company.
  2. Select Asset management > Setup > Work orders > Intercompany work orders.
  3. On the Setup FastTab, add the lines required to reflect different values used in the source company (From legal entity) and in the current legal entity.
    1. We recommend that you create at least one setup line for each value type, to prevent errors when you create intercompany work orders.
    2. Depending on your setup in the source company and target company, multiple lines for the same value type may be required.
  4. On the Intercompany assets FastTab, add one or more lines to map assets in the source company (From legal entity) to the assets in the current legal entity.
    1. The number of selections available in the From legal entity drop-down (source companies) depends on the number of companies for which you've created intercompany work order setup.
    2. Depending on how you want to divide assets from the source company into asset 'categories' in the target company, multiple lines for mapping assets from the same source company may be required. Assets can be mapped one-to-one (which would require many lines), or you can create assets in the target company for the purpose of grouping intercompany assets. Example: "Asset - laptop Dell", "Asset - laptop Lenovo", "Asset - printer", and "Asset - keyboard" if you maintain office equipment.
    3. The number of assets included in a setup line depends on how specific your setup is. Making selections in the From asset type, From manufacturer, From model, From asset fields on a line makes your setup more specific, meaning you decrease the number of assets included in that setup line.

Example of intercompany work orders setup in target company
Example of intercompany work orders setup in target company
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