Manage items on work orders

Manage collect and pickup of items used on work orders

Introduction

In standard Asset management, the central parts are assets and work orders. You maintain assets by creating and working on work orders. Often, specific items / spare parts are required for the maintenance jobs described in work orders.

We've added work order kit functionality that allows you to easily manage handout of the items / spare parts required on your work orders.

Prerequisites

Work order kitting setup is completed.

Audience
Maintenance Manager, Maintenance Planner

Overview

A work order kit is a collection of items required for one or more work orders. Work order kits can be created by maintenance workers, or warehouse staff who prepares the kits for pickup by maintenance workers. The purpose of a work order kit is to pick-and-collect items required for one work order or several work orders.

To get an overview of work orders with active item forecasts, we created the Work order item overview list. The work orders shown in this list have not yet been included in a work order kit.

If you select the Expected start link on a work order line in the Work order item overview list, Item forecast details on the work order are shown.

For each work order, several standard fields, which are also available in work order lists, are shown in the Work order item overview list. Furthermore, the following fields are available.

Field Description
Purchase order status If a purchase order is created for the work order, the purchase order status is shown.
Item status Calculation of overall item status related to a work order, based on data from item journals and item forecasts.
Item availability

To update this field, select a work order in the list, then select the Calculate item availability button.
Calculation is only done for the selected line. The item availability status shown is based on inventory availability.
The calculation simulates reserving item(s) in stock. If an item has been reserved on another work order, a reservation can't be made unless items are available in stock.

Refer to the test case below for a step-by-step procedure on how to calculate item availability.

Refer to the screenshots below for examples of

  • Work order item overview list - hightlighting the three fields described above and the fields and the Calculate button.
  • Item forecast details for the work order selected in the Work order item overview list

Work order item overview list
Work order item overview list
Item forecast details on a work order line
Item forecast details on a work order line

Calculate Item Availability

Data Requirements

  1. Work orders with item forecasts are available.

Steps 3

  1. Select Asset management > Work orders > Work order item overview.

  2. Select the work order that you want to calculate item availability for.

  3. Select the Calculate item availability button.

    In the Item availability field, "Available" is shown if items are in stock, and "Not available" is shown if the required number of items is not in stock.

Expected

The user can calculate item availability for a work order. The Item availability field on the line is updated.

Create a work order kit

A work order kit is a collection of items from one or more work orders. You create a work order kit in the Work order item overview list.

When you create a work order kit,

  • you select to create one kit for all work orders (if several work orders were selected), or a kit for each work order.
  • active item forecasts are reserved on the selected work order. This means item forecasts are automatically copied to the Items section in the work order journal. In Asset management, you access the work order journal from a work order list or the work order card.
  • you can only create a work order kit for work orders that have items available in stock. If items are not available on a work order, you must create a purchase order for them. Refer to Microsoft documentation to learn more about how to work with purchase orders in D365FO.

A work order kit can go through various states. Here is a status overview:

Status Description / related action
Created The work order kit is created.
Ready for pickup The items in the work order kit are collected and ready to be picked up.
Picked up The items in the work order kit are handed out to a maintenance worker.
Pending return

Work orders included in the work order kit have been completed, meaning an End date is set for each work order.
However, for at least one work order, the quantity of items used is less than what was handed out.
This status requires a manual status update of the work order kit to close it.

Closed

All work orders included in the work order kit have been completed, meaning an End date is set for each work order.
Update to this status is done automatically if the item quantity used on all work orders in the work order kit matches the quantity that was handed out.

Refer to the test case below for a step-by-step procedure on how to create a work order kit.

The screenshots below show:

  • Screen 01 - an example of the Work order item overview screen after creating a work order kit.
  • Screen 02 - the Work order kits list. If a kit includes only one work order, the work order ID is shown in the Work order field. This list shows active work order kits as default. Use the filtering options at the top of the list to update or create other filters for your list.
  • Screen 03 - the work order kit created from the work orders selected in Screen 01.
  • Screen 04 - the Related item kits FactBox, added to the work order lists, showing work order kit information for one of the work orders included in the work order kit.

Screen 01: Message in
Screen 01: Message in "Work order item overview" list regarding new work order kit
Screen 02: The Work order kits list
Screen 02: The Work order kits list
Screen 03: Work order kit
Screen 03: Work order kit
Screen 04: Related item kits FactBox in work order list
Screen 04: Related item kits FactBox in work order list

Creating a work order kit

Data Requirements

  1. At least one work order with item forecast(s) exists.

Steps 4

  1. Select Asset management > Work orders > Work order item overview.

  2. Select one work order, or multi-select several work orders, in the work order item overview list.

  3. Select Create kit.

  4. In the Create kit dialog, select OK.

    In the Work order item overview list, a message is shown about the new work order kit.

Expected

The user can create a work order kit. The work orders included in the work order kit are deleted from the Work order item overview list when the list is updated. The work order kit is shown in Asset management > Work orders > Work order kits.

Pick-up

Pick up a work order kit

When you've created a work order kit, the next steps include

  1. preparing the work order kit for pickup by collecting the items included in the kit
  2. registering the kit as picked up when it is handed over to a maintenance worker

Refer to the two test cases below for step-by-step procedures on how register a work order kit as ready and registering the actual pickup of the kit.

Get a work order kit ready for pickup

Data Requirements

  1. At least one work order kit with status "Created" exists.

Steps 4

  1. Select Asset management > Work orders > Work order kits.

  2. Select a work order kit with status "Created".

  3. Select the Ready for pickup button.

  4. In the Update kit status: Ready for pickup dialog box, select OK.

Expected

The user can update the status of a work order kit to "Ready for pickup".

The fields Packed and Packed by are automatically updated.

Picking up a work order kit

Data Requirements

  1. At least one work order kit with status "Ready for pickup" exists.

Steps 5

  1. Select Asset management > Work orders > Work order kits.

  2. Select a work order kit with status "Ready for pickup".

  3. Select the Picked up button.

  4. In the Worker drop-down, select the worker that picked up the kit.

  5. Select OK.

Expected

The user can update the status of a work order kit to "Picked up".

The fields Picked up and Picked up by are automatically updated.

Closing

Close a work order kit

When a work order is completed, meaning all consumption registrations have been made, and the Actual end field on the work order is filled out, an automatic check is performed to see if any work order kits are associated with the work order. If that is the case, all related work order kits are automatically updated to status "Closed" if the amount of items specified in the work order item journal matches the amount of items registered as picked up in the related work order kits.

  • If the amount of items in the work order journal is less than the amount of items registered as picked up in the related work order kit(s), automatic update of the kit is not done. In that case, a warning is shown on the screen when a worker or manager has updated the work order. The warning informs the user that items may need to be returned to the inventory as they were not consumed on the maintenance job. This results in the kit not being closed automatically, but the kit status is updated to "Pending return".
  • If a kit is in status "Pending return", you must manually update the status to "Closed" when relevant.
  • If a work order kit is associated with several work orders it will remain in status "Picked up" until all work orders are completed.

Refer to the test case below for a step-by-step procedure on how to manually close a work order kit.

Closing a work order kit

Data Requirements

  1. At least one work order kit with status "Pending return" exists.

Steps 5

  1. Select Asset management > Work orders > Work order kits.

  2. Select a work order kit with status "Pending return".

  3. Select the Closed button.

  4. Enter a reason for the manual closing of the work order kit in the Close reason field.

  5. Select OK.

Expected

The user can update the status of a work order kit to "Closed".

The fields Closed, Closed by and Close reason are automatically updated.

If you are showing active kits in the Work order kits list, the work order kit is removed from the list. Clear the Show active check box in the Work order kits list to include closed kits in the view.

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