Procurement

Setup

Basic Setup

The Maintenance sequence procurement functionality in Enterprise asset management requires a few setup steps to be enabled.

1. Select System administration > Setup > License configuration and make sure that 'Advanced EAM' is enabled.
2. Go to System administration > Workspaces > Feature management and search ‘Dynaway - Maintenance sequence procurement’ and enable the feature.

Item Forecast

On an object type, you select the job types to be available for an object of a particular object type. On a job type, you can set up job type setup, including item forecast lines, to be automatically copied to a work order created for an object, which allows that job type.

Refer to the EAM documentation below to see the standard setup of job types and job type setup lines in Enterprise asset management:

• Job types overview
• Job type setup lines

The field Procurement type on the Items forecast line in Job type setup supports maintenance sequence procurement. When you create an item forecast line on the 'Job type setup 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 Job type setup forecast screen with an item forecast line and the Procurement type drop-down.

Procurement type on item forecast line in Job type setup forecast.

Procurement Setup in D365FO

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

1. In the Procurement and sourcing module, the items used for maintenance sequence 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 sequence 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 sequence 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 Stage

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

Refer to the EAM documentation about standard setup of work order stages.

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

Depending on your preferred setup of work order stages, you can set up automatic procurement on more than one work order stage. If you update a work order to various stages and then revert to an earlier stage, 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 stage.

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

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

New - Released - Scheduled - New (when reverted to this stage, 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 stage, or revert to a previous work order stage, only one purchase order or purchase requisition is created for a work order line if that line uses maintenance sequence 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 Stage

Data Requirements

1. Work order stages have been created.

Steps 3

Expected

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

Procurement

Create Purchase Orders and Requisitions on a Work Order

When a work order is updated to a work order stage that is set up to manage procurement, purchase orders and/or purchase requisitions are created for the work order jobs, based on the maintenance sequence procurement setup.

The screenshots below show an example of a work order that was updated to work order stage "Released", which triggered the automatic creation of related purchase orders for each work order line. The focus in the first two screenshots is on work order line 1. The work order line and the purchase order relates to the same project ID in the Project management and accounting module.

The third screenshot shows the project hierarchy. Each work order line have separate project IDs, which are used on each purchase order.

Refer to the EAM documentation to learn more about Enterprise asset management and accounting integration in D365FO.

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

On a work order, you can easily get an overview of which purchase orders or purchase requisitions have been created for a work order line.

1. On a Work order card, select a job line on the Work order lines FastTab.
2. Select Item tasks > Purchase requisition or Purchase order to open the Project purchase requisitions or Project purchase orders list.

Work order with multiple work order lines - line 1 selected, showing Project ID for the line.

Purchase order created from maintenance sequence procurement setup, using the same Project ID as the work order line it was created from.

Projects automatically created for the work order - one project ID for each work order line.

Create Automatic Procurement on a Work Order

Data Requirements

1. Maintenance sequence procurement setup is completed.

Steps 2

Expected

The user can create a purchase order or a purchase requisition from updating the work order stage on a work order.