Setup

Setup required for working with maintenance plan procurement

Introduction

Use maintenance plan procurement to automatically create purchase requisitions or purchase orders for work orders, based on item forecast setup.

Prerequisites

You have completed standard setup for Asset management in D365FO.

Audience
Sysadmin, Maintenance Manager

License configuration

The Maintenance plan procurement 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 Maintenance Plan Procurement check box is selected.

Item forecast

On an asset type, you select the maintenance job types to be available for an asset using that asset type. On a maintenance job type, you can set up maintenance job type defaults, including item forecast lines, to be automatically copied to a work order created for an asset, which allows that maintenance job type.

Refer to Microsoft documentation for information about the standard setup of maintenance job types and maintenance job type defaults in Asset management:

We've added a new field, Procurement type, to the item forecast line in Maintenance job type defaults to support maintenance plan procurement. When you create an item forecast line on the Maintenance job type default maintenance forecast screen, use one of these setup options:

  1. On an item forecast line, select "Purchase order" in the Procurement type field to automatically create a purchase order for the selected item. The item forecast line is not copied to the work order.
  2. On an item forecast line, select "Purchase requisition" in the Procurement type field to automatically create a purchase requisition for the selected item. The item forecast line is not copied to the work order.
  3. Leave the Procurement type field blank to use standard setup, meaning the item forecast line is copied to the work order.

The screenshot below shows an example of the Maintenance job type defaults screen with an item forecast line and the Procurement type drop-down.

Procurement type on item forecast line in Maintenance job type default
Procurement type on item forecast line in Maintenance job type default

Procurement setup in D365FO

In order for the item forecast setup to work in Asset management, the following setup must also be done in D365FO:

  1. In the Procurement and sourcing module, the items used for maintenance plan procurement must be added to a procurement category. Refer to Microsoft documentation to learn how to add an item/product to a procurement category.
  2. In the Product information management module, a vendor must be selected on each item/product that you want to use for maintenance plan procurement. Refer to Microsoft documentation to learn how to add and approve vendors on products.

Note: If site and location are selected on the item as part of item/product setup, that information is transferred to purchase orders or requisitions created in maintenance plan procurement. If no default site and location are set up on the item/product, the values from the item forecast line are used.

Work order lifecycle state

Set up a work order lifecycle state to launch automatic creation of a purchase order or purchase requisition, based on the setup of item forecast lines, which is described above. For example, you can set up work order lifecycle state "Released" to handle this procurement action.

Refer to Microsoft documentation regarding standard setup of work order lifecycle states.

Refer to the test case below for a step-by-step procedure regarding procurement setup on a work order lifecycle state.

Depending on your preferred setup of work order lifecycle states, you can set up automatic procurement on more than one work order lifecycle state. If you update a work order to various lifecycle states, then revert to an earlier lifecycle state, you will always create only one purchase order or requisition for each work order line, even if you set up automatic procurement on more than one lifecycle state.

Example: A work order with ID 000120 is created. The following work order lifecycle states are available on the work order:

Work order
lifecycle state

Procurement
setup added
New No
Released Yes
Scheduled No
Pending Yes
InProgress No
Completed No

Work Order 000120 has one work order line with purchase order setup on the item. The work order goes through the following lifecycle states:

New - Released - Scheduled - New (when reverted to this state, work order line #2, also with purchase order setup on the item, is added) - Released - Scheduled - Pending - InProgress

Result: One purchase order is created for work order line 1, and one purchase order is created for work order line 2. No matter how many times you update to the next work order lifecycle state, or revert to a previous work order lifecycle state, only one purchase order or purchase requisition is created for a work order line if that line uses maintenance plan procurement setup.

To be considered:

  • If several purchase order lines or purchase requisition lines are set up on an Item forecast, then multiple purchase orders or purchase requisitions may be created for one work order line.
  • If you change or update procurement setup, that will not affect existing work order lines using the procurement setup. Only new work order lines, created after setup changes were made, will use the updated setup.

Procurement setup on a work order lifecycle state

Data Requirements

  1. Work order lifecycle states have been created.

Steps 3

  1. Select Asset Management > Setup > Work orders > Lifecycle states.

  2. Select the lifecycle state you want to set up procurement functionality for, for example, "Released".

  3. On the General FastTab > Maintenance plan procurement section, select the Create procurement toggle button to show Yes.

Expected

The user can set up a work order life cycle state for automatic creation of a purchase order or a purchase requisition, based on item forecast setup.

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