Create, Edit & View Asset

Create and manage Maintenance Assets

Introduction

The primary elements of Enterprise Asset Management (EAM-BC) for Microsoft Dynamics® 365 for Business Central (D365BC) are Assets and Work orders.

An Asset is any type of equipment, for example, a machine, machine part or vehicle, which requires maintenance, inspection, or repair.

Prerequisite

Setup for Assets is completed.

Audience
Maintenance Manager, Maintenance Planner, Technician

Asset List

Asset lists show a list view of Assets and display various Asset details.

  • In your role center > Activities section, you may see several Asset lists shown as tiles, for example Active assets and Critical assets. Select a tile to open the list.

Active Assets List
Assets Tiles

Manage Assets

This procedure applies to all Asset lists.

  1. In your role center, select an Asset tile.  
  2. Select the Asset you want to work with.
  3. On the right side of the screen, you see FactBoxes that shows additional information related to the Asset. You cannot edit content in the FactBoxes, they're read-only.
  4. At the top of the list screen, you see the action bar with action buttons. Here is a short description of the tasks included in the action buttons.
    1. Select All and select a filter, if you want to filter which Assets to show in the list.
    2. Select Search to search for an Asset.
    3. Select New to create a new Asset.
    4. Select Manage to edit, view, or delete the selected Asset.
    5. Select Process > Show as Tree to show the selected Asset in a tree view. The Asset is shown as the parent Asset, and any child Assets are shown. If the Asset is a child Asset in an Asset hierarchy, the parent Asset isn't shown in this view.
    6. Select Process > My Assets to see a list of the Assets you're assigned to. This means you're assigned as a user, or you are member of the user group related to the Asset.
    7. Select Attributes to work with the Asset attributes for the selected Asset.
    8. Select Documents to work with documents related to the selected Asset.
    9. Select Work Orders to open lists of Work Orders and Work Order Plans related to the selected Asset.
    10. Select History to get an overview of ledger entries and posted/completed Work Orders related to the selected Asset. Here, you also find a log with a complete timeline of all the changes registered on the selected Asset.

Asset Card

An Asset is any type of equipment, for example, a machine, machine part or vehicle, which requires maintenance, service, or repair. The Asset card contains various data to describe and categorize the Asset.

An Asset card is created for each Asset. The Asset card contains various data to describe, categorize, and log information on the Asset. When maintenance or service jobs are required to keep your Assets in good working condition, you create Work Orders for the Assets. You use a Work Order to manage information and register tasks, which are related to the maintenance job you perform on an Asset.

Asset Managers use the Asset card to create and maintain Asset data.

Asset Technicians use the Asset card to look up information about the Asset, for example, status (new, active, scrapped), condition, and related documents.

Asset Card

Open Asset Card

In your role center, select an Asset tile.

In the Asset list, select a link in the No. column to open an Asset card.

The Asset card is divided into sections to give you a quick overview of Asset information.

Edit Asset Card

If you want to edit an Asset card, select the pencil button at the top of the page.

The data and edit options available to you depend on your role setup in D365BC.

From the action bar at the top of the screen, you may be able to edit or view more information about the Asset.

Asset Template

An Asset Template saves time when you create many Assets. Use Asset Templates to create Assets that contain identical setup, for example, the same values for Status, Condition, and Asset Location codes.

Based on the template setup, one or more fields on an Asset Card are automatically filled out.

You can

  • create an Asset Template
  • copy an Asset Template
  • add dimensions to an Asset Template

If you create one Asset Template, new Assets automatically use that template.

If you create several Asset Templates, a template list is shown when you start to create an Asset, and you select the relevant template.

If you are creating an Asset that does not apply to a particular template, select a template, then edit the predefined fields as you require.

Refer to Test Case section Work with Asset Templates below for related step-by-step procedures.

Refer to standard D365BC documentation regarding how to Work with Dimensions.

Work with Asset Templates

Create Asset Template

Data Requirements

  1. Asset Setup is completed.

Steps 15 expand

Expected

The user can create an Asset Template.

Search for Asset Template

Copy Asset Template

Data Requirements

  1. At least one Asset Template exists.

Steps 9

  1. Press Alt+Q on your keyboard.

  2. Enter "asset temp" in the search field.

  3. Select Asset Templates.

  4. Select New.

  5. Enter a Code.

  6. Enter a Description.

  7. Select Copy Template.

  8. Select the template you want to copy.

  9. Select OK.

Expected

The user can create an Asset Template based on an existing template.

Add Dimensions to Asset Template

Data Requirements

  1. At least one Asset Template exists.

Steps 7

  1. Press Alt+Q on your keyboard.

  2. Enter "asset temp" in the search field.

  3. Select Asset Templates.

  4. Open a template by selecting its Code field.

  5. Select Dimensions.

  6. Select a dimension in the Dimension Code field.

  7. Next steps are standard D365BC functionality.

Expected

You can add dimensions to an Asset Template.

Create an Asset

From your role center, you can create a new Asset in different ways:

  • In the Actions section at the top of the screen, select the + Asset button.
  • In the upper-left corner of the screen, select the Assets menu item > Assets > + New button.
  • In the Activities section, select the Active Assets tile > + New button.
  • Select an Asset Template, and select OK.

The Asset Card page opens.

  1. Enter a Description of the asset. A sequential number is automatically added to the new Asset, and your selections and updates on the Asset card are automatically saved.
  2. Continue to fill out data in the General section, as you require.
    1. In the drop-downs, if you don't find a selection suitable for your Asset, select the + New button to open the related form and create a new record.
  3. If the new Asset is a child asset in an Asset hierarchy, select the lookup button in the Parent No. field and select a parent Asset.
    1. Parent Asset information is automatically inserted in the Parent No. and Parent Description fields.
    2. The child Asset inherits Asset Location from the parent Asset.
    3. The child Asset inherits Asset Attributes (shown in FactBox) from the parent Asset.
    4. Other values that are automatically added to the new child Asset are default values according to setup.
  4. If the Asset should be related to a Fixed Asset, select the Fixed Asset in the Fixed Asset No. field. Refer to Fixed Asset Integration to learn more.
  5. If the Asset should be maintained by a specific user group or user, select a group or person in the Assigned To field.
  6. If required, you can add notes or remarks in the Notes field.
  7. If you work with this Asset often, you can select Actions > Favorite > Add to Favorite. Then the Asset will be added to the Favorite Assets list on your role center.
  8. If you use Dynaway Safe Work > Risk Assessment module, you can select a Risk Assessment in the Risk Assessment No. field. This means that the hazards and precautions included in the Risk Assessment will automatically be transferred to a Work Order that uses this Asset.
    1. If you have selected a Risk Assessment, select Related > Active Risks to see the list of hazards and precautions that are included in the Risk Assessment.
  9. In the Location section, select an Asset Location Code. The related name is automatically inserted in the Asset Location Name field.
  10. You can add GPS Coordinates and Level (in a building or department), as you require.
  11. If a Counter is related to the Asset, you can add a Counter registration by selecting Process > Register Reading.
  12. In the Items section, you can add and manage items related to the Asset. Read more about items in Asset Items.
  13. The FactBoxes on the right side of the screen gives you an additional overview Asset data. You can edit data in the FactBoxes by selecting the arrow-down button next to a FactBox title.

Refer to Test Cases below for more step-by-step procedures on how to work with Assets:

  • Creating an Asset
  • Creating a Virtual Asset
  • Import / Change / Take / Download / Delete Asset picture

Creating an Asset

Data Requirements

  1. Asset Management Setup.
  2. At least one Status, Condition, and Category Code exist.
  3. At least one Asset Location Code exists.
  4. For release 1.2.0.0: There is no asset template in the database.

Steps 12 expand

Expected

The new Asset is created.

No. should be created automatically and its value depends on the last Asset in the database.

Creating a Virtual Asset

Data Requirements

  1. Asset Management Setup
  2. At least one Status and Condition exists.
  3. For release 1.2.0.0: There is no asset template in the database.

Steps 8

  1. Go to Assets > Assets

  2. Select New

  3. Fill the field Description

  4. Click on the field with Asset No.

  5. Select Status Code

  6. Select Condition Code

  7. Turn on the check box Virtual Asset

  8. Confirm change.

Expected

New Asset as a Virtual Asset is created.

No. should be created automatically and its value depends on the last Asset in the database.

Asset Picture

Importing Asset Picture

Data Requirements

  1. At least one Asset exists (with specified description)
  2. Prepared jpg/png file

Steps 7

  1. Go to Assets > Assets.

  2. Choose an Asset from a list by clicking on its Nos.

  3. Find Asset Picture in FactBoxes.

  4. Click on the arrow next to Asset Picture.

  5. Click on Import.

  6. Click on Choose.

  7. Choose the file.

Expected

The user can set a picture of an Asset.

Changing Asset Picture

Data Requirements

  1. At least one Asset (with picture) exists.
  2. Prepared jpg/png file.

Steps 8

  1. Go to Assets > Assets.

  2. Choose an Asset from a list by clicking on its Nos.

  3. Find Asset Picture in FactBoxes.

  4. Click on the arrow next to Asset Picture.

  5. Click on Import.

  6. Click on Yes.

  7. Click on Choose...

  8. Choose the file.

Expected

The user can change a picture of an Asset.

Taking Asset Picture

Data Requirements

  1. The user is using a mobile device with a camera.
  2. At least one Asset exists in the database.
  3. The chosen asset does not have a picture.

Steps 7

  1. Go to Assets > Assets.

  2. Select the Asset from the list.

  3. Find Asset Picture in FactBoxes.

  4. Select the arrow next to Asset Picture.

  5. Select Take.

  6. Take a picture.

  7. Select Use.

Expected

The user can take a picture with a mobile device and set up the picture as Asset Picture.

Downloading Asset Picture

Data Requirements

  1. At least one Asset (with picture) exists.

Steps 5

  1. Go to Assets > Assets.

  2. Choose an Asset from a list by clicking on its Nos.

  3. Find Asset Picture in FactBoxes.

  4. Click on the arrow next to Asset Picture.

  5. Click on Export.

Expected

The user can download an existing picture of the Asset.

Deleting Asset Picture

Data Requirements

  1. At least one Asset (with picture) exists.

Steps 6

  1. Go to Assets > Assets.

  2. Choose an Asset from a list by clicking on its Nos.

  3. Find Asset Picture in FactBoxes.

  4. Click on the arrow next to Asset Picture.

  5. Click on Delete.

  6. Click on Yes.

Expected

The user can delete the existing picture of the Asset.

Copy an Asset

You can copy an Asset to create one or more new Assets.

  1. Open an Asset Card.
  2. Select Actions > Copy Asset.
  3. In the Number of Copies field, enter the number of new Assets you want to create, based on the selected Asset.
  4. In the General, Extended, and Work Order Plans sections, activate the toggle buttons (to show green color) regarding the data you want to copy to the new Asset(s).
  5. Select OK. A message is shown on the Asset Card you copied. Select the link in the message to see a list of the new Assets.

Set Asset Location

You can easily set the location for an Asset when you are located next to the Asset with the EAM-BC app running on a mobile device or in a browser on a laptop.

Set Asset Location in EAM-BC on a mobile device:

  1. In EAM-BC, search for and select the Asset you want to set a location for.
  2. Select the ellipsis button in the lower right corner of the screen to show more options.
  3. Select Update Geolocation. Coordinates are automatically added to the Latitude and Longitude fields on the Asset Card.

Set Asset Location in EAM-BC from a browser on a laptop:

  1. In EAM-BC, search for and select the Asset you want to set a location for.
  2. On the Asset Card, select Process > Update Geolocation. Coordinates are automatically added to the Latitude and Longitude fields on the Asset Card.

You can also set location on an Asset from a Work Order. On the Work Order Card, you select Process > Update Asset Geolocation.

You can view and edit Asset location on mobile and desktop apps. Refer to Test Cases below for step-by-step instructions on how to

  • View Location on the Map
  • Change Default Values of GPS Coordinates

Asset Location and GPS Coordinates

View Location on the Map (Address/GPS Coordinates)

Data Requirements

  1. At least one Asset (with Asset Location Code and GPS Coordinates) exists.
  2. The Asset Location Code has an address (including street, number, and city).

Steps 6

  1. Go to Assets > Assets.

  2. Select an Asset from a list by clicking on its Nos.

  3. Select Show Location on Map.

  4. Select This address and OK.

  5. Return to the Asset Card.

  6. Select Show on Map.

Expected

The user can see location details for the selected Asset.

Change Default Values of GPS Coordinates

Data Requirements

  1. At least one Asset (with Asset Location Code and GPS Coordinates) exists.
  2. The Asset Location Code has an address (including street, number, and city).

Steps 4

  1. Go to Assets > Assets.

  2. Select an Asset from a list by clicking on its Nos.

  3. Go to the Location FastTab.

  4. Change values in the Latitude, Longitude, and Level fields.

Expected

The user can change the default values (from the Asset Location Code) of GPS Coordinates.

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