Dynaway Advanced Asset Management for Asset Management (Finance & Operations)

Work Order Kitting

Manage the collect and pickup process of items used for work orders

Introduction

Items and spare parts are often used in work orders to maintain assets. Work order kitting allows you to easily manage the collection of items for work orders and manage the handout of items and spareparts used on a maintenance job.

Prerequisites

You have completed standard setup for Asset management in D365FO.

You have set up number sequences for work order kitting.

Audience

Maintenance Manager, Maintenance Planner

Setup

The Work order kitting functionality in Asset management requires specific setup regarding license configuration.

Select System administration > Setup > License configuration.
Select Dynaway Advanced Asset Management.
Ensure that the Work Order Kitting check box is selected.

Make sure that you have set up number sequences for work order kitting before starting. Read more about how to set up number sequences here.

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 prepare the kits for pickup by maintenance workers. The purpose of a work order kit is to pick-and-collect items required for one or more 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.

You can view the Item forecast details on the work order details by clicking on the date hyperlink under the Expected start link column.

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

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	The item availability status shows availability based on inventory, and it is calculated. 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.

For a step-by-step procedure on how to calculate item availability, refer the test care in the section Steps to Calculate Item Availability.

Refer to the screenshots below for examples of

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

Work order item overview list.

Item forecast details on a work order line.

Steps to Calculate Item Availability

Data Requirements

Ensure that the work orders with item forecasts are available.

Steps 3

Select Asset management > Work orders > Work order item overview.
Select the work order that you want to calculate item availability for.
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 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.

Steps to Create a Work Order Kit

Data Requirements

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

Steps 4

Select Asset management > Work orders > Work order item overview.
Select one work order, or multi-select several work orders, in the work order item overview list.
Select Create kit.
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.

Create Kit Lines from Item Forecast List

You can use Create kit lines on the Item forecast tab page to build a work order kit from only the forecast lines you select. The existing Create kit option creates a kit from all forecast lines.

To create kit lines from selected forecast lines:

Go to Asset management > Work orders > Work order item overview.
To go to the Item forecast list of the work order, from the list of entries in the Work order item overview form, select the line for which you would like to add a work order kit line, and click on the corresponding hyperlink of the date mentioned in the Expected start link column (see screenshot 01).
You will be directed to the Work order item overview form with the line details of the work order displaying the Item forecast section (see screenshot 02).
Select the forecast lines you want to include in the kit and click on Create kit lines (see screenshot 03).
On the Create kit dialog, confirm creation of the work order kit.
A work order kit is created containing only the selected forecast lines. You can repeat this process to create multiple kits from the same work order.

Note:

You must select at least one forecast line to enable Create kit lines.
Create kit ignores selections and always uses all forecast lines.

01: Navigation to 'Item forecast' list.

02: Work order lines with 'Item forecast' list.

03: 'Create kit' dialog.

Pick-up Work Order Kit

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

Preparing the work order kit for pickup by collecting the items included in the kit. For a step-by-step procedure on how to prepare the work order kit for pick up, refer to the test case - Steps to Get a Work Order Kit Ready for Pickup.
Registering the kit as picked up when it is handed over to a maintenance worker - For a step-by-step procedure on how to prepare the work order kit for pick up, refer to the test case - Steps to Pick up a Work Order Kit.

Steps to Get a Work Order Kit Ready for Pickup

Data Requirements

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

Steps 4

Select Asset management > Work orders > Work order kits.
Select a work order kit with status "Created".
Select the Ready for pickup button.
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.

Selecting a work order kit with the created status to select the 'Ready for pickup' button.

Steps to Pick up a Work Order Kit

Data Requirements

Ensure that at least one work order kit with status "Ready for pickup" exists.

Steps 5

Select Asset management > Work orders > Work order kits.
Select a work order kit with status "Ready for pickup".
Select the Picked up button.
In the Worker drop-down, select the worker that picked up the kit.
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.

Example of selecting an asset with the state 'Ready for pickup' then selecting 'Picked up', and specifying the worker that picked up the kit.

Work Order Kit States

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.

For a step-by-step procedure on how to create a work order kit, refer to the test case in the section Steps 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 "Work order item overview" list regarding new work order kit.

Screen 02: Work order kits list.

Screen 03: Work order kit.

Screen 04: Related item kits FactBox in work order list.

Automatic Lifecycle State Update

You can set up your work orders in a work order kit to have their lifecycle state or stage updated automatically. This means that when a work order kit is in the state Ready for pickup, the associated work orders will have their lifecycle state or stage updated to what is specified in Lifecycle models in Asset management.

To enable this functionality:

Go to Asset management > Setup > Asset management parameters > Work orders, and turn on Update work order lifecycle state or stage when work order kit is ready for pickup.
Go to Asset management > Setup > Work orders > Lifecycle models, and in the Updates tab, specify the lifecycle state in the Ready for pickup state field (see screenshot 01).
When a work order kit is marked Ready for pickup, the system checks all kits associated with the same work order.
- If any associated kit is not in Ready for pickup status, the lifecycle state or stage of the work order will not be updated, and a warning will be displayed (see screenshot 02).
- If all associated kits are in Ready for pickup status, the lifecycle state or stage will be updated automatically.

Note:

If the Ready for pickup state has not been specified for the lifecycle state of a work order in progress, the work order kit will not be created because the lifecycle model is invalid.
If one kit is created for multiple work orders, the kit will not be created if any work order has an invalid lifecycle model.
If one kit is created for each work order, kits for work orders with invalid lifecycle models will not be created.

01: Specifying the lifecycle state in the 'Ready for pickup state' field.

02: Warning when all associated kits are not in 'Ready for pickup' status and you try to mark it as 'Ready for pickup'.

Work Order Kitting
Setup
Overview
Steps to Calculate Item Availability
Create Work Order Kit
- Steps to Create a Work Order Kit
Create Kit Lines from Item Forecast List
Pick-up Work Order Kit
- Steps to Get a Work Order Kit Ready for Pickup
- Steps to Pick up a Work Order Kit
Work Order Kit States
Automatic Lifecycle State Update