Fixed Asset Integration

Map Maintenance Assets in EAM-BC to Fixed Assets in D365BC to manage costs on Fixed Assets

Introduction

Mapping Maintenance Assets to Fixed Assets is useful if you want to manage your Maintenance Assets as Fixed Assets. Several Maintenance Assets can be mapped to one Fixed Asset.

Prerequisite

Fixed Asset Integration requires a separate EAM-BC license. The license fee is included in a paid license plan for EAM-BC.

Fixed Asset setup is completed in D365BC.

Asset setup is completed in EAM-BC.

Audience
Maintenance Manager

Overview

In standard D365BC, you can set up and manage Fixed Assets to track maintenance costs and other costs on those Assets and ensure correct depreciation, according to legislation and internal company regulations.

Refer to Microsoft documentation to learn how to Manage Fixed Assets in D365BC.

In EAM-BC, you can map a Fixed Asset to an EAM Asset. This is useful to ensure that all costs registered on an EAM Asset are related to the Fixed Asset.

Multiple Fixed Assets in D365BC can be related to one EAM Asset in EAM-BC. Example: The EAM Asset is replaced after five years of service because it is worn down. The function of the EAM Asset is still the same, but a newer version of the same machinery has been purchased. In that case, your company may choose to keep using the same EAM Asset record in EAM-BC, but a new Fixed Asset is registered for the machine in D365BC (and a specific Start Date is selected when you created the relation between the Fixed Asset and the EAM Asset), to keep separate records for depreciation and cost registrations on the new version of the equipment.

Multiple EAM Assets can be related to one Fixed Asset in D365BC. Example: An Asset hierarchy (parent and child Assets) is related to one Fixed Asset.

If a parent EAM Asset is related to a Fixed Asset in D365BC, then all costs registered on the parent Asset as well as related child Assets are automatically registered on the Fixed Asset.

Working with Fixed Asset Integration includes

  1. Create at least one Fixed Asset Template (to be able to create a Fixed Asset from the EAM Asset Card).
  2. Create Fixed Assets
  3. Create EAM Assets
  4. Mapping Assets and Fixed Assets can be done from the Fixed Asset Card or from the Asset Card
    1. On the Fixed Asset Card, map the Fixed Asset to an EAM Asset
    2. On the Asset Card, map the EAM Asset to a Fixed Asset
  5. When you have posted consumption registration on Work Orders, view reports and statistics regarding Work Order costs on Fixed Assets

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License Requirements

In EAM-BC, a separate license is required for working with Fixed Asset Integration.

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Users and Permission Sets

Asset Managers, who should be able to create Fixed Assets and Fixed Asset Templates in D365BC, require the following Permission Set on their User Card:

Permission Set Name
D365 FA, EDIT Dyn. 365 Create Fixed Assets

Asset Managers, who should be able to map Fixed Assets to EAM Assets require the following Permission Set on their User Card:

Permission Set Name
D365 FA, VIEW Dynamics 365 View Fixed Assets

Refer to the User Management section to learn more about Roles, Users, and Permissions in EAM-BC.

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Create a Fixed Asset Template

Before you start to create Fixed Assets from the EAM Asset Card, you must first create at least one Fixed Asset Template to be used for Fixed Assets.

A Fixed Asset Template saves time when you create many Fixed Assets. The template allows you to use identical setup, for example, regarding depreciation books, for your Fixed Assets. Based on the template setup, one or more fields on a Fixed Asset Card are automatically filled out.

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

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

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

  1. On your role center, search for and select Fixed Asset Templates.
  2. In the Fixed Asset Templates list, select New to create a new template.
  3. On the Fixed Asset Template Card, enter a Code, which is also the name of the template.
  4. The rest of the fields on the template use standard D365BC functionality. Refer to Microsoft documentation to learn more about how to
    1. Set Up General Fixed Assets Information
    2. Work with Depreciation Books
  5. If required, you can add dimensions to a template by selecting Related > Dimensions on the template card. Refer to standard D365BC documentation regarding how to Work with Dimensions.

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Create a Fixed Asset

Fixed Assets are part of standard D365BC. Refer to Microsoft documentation to learn more about how to Create and Manage Fixed Assets.

If you create an EAM Asset from a Fixed Asset Card, at least one Asset Template must be available in EAM-BC.

The screenshot below shows an example of a Fixed Asset.

Fixed Asset Card
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Map an EAM Asset to a Fixed Asset

When you have created Fixed Assets in D365BC and EAM Assets in EAM-BC, you can creating a mapping between a Fixed Asset and an EAM Asset. The mapping can be done either from the Asset Card or from the Fixed Asset Card.

If you are creating an EAM Asset from a Fixed Asset Card (by selecting Actions > Create Maintenance Asset), or you are creating a Fixed Asset from an EAM Asset Card (by selecting Process > Create Fixed Asset), a relation between an existing Asset/Fixed Asset and created Fixed Asset/Asset is created automatically. That relation cannot be deleted.

Refer to the two test cases below for instructions on how to map EAM Assets to Fixed Assets, from the Asset Card or from the Fixed Asset Card.

You can also refer to this video to see how to: Map an EAM Asset to a Fixed Asset (from the Asset Card).

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Mapping an EAM Asset to a Fixed Asset - Asset Card

Data Requirements

  1. At least one Asset exists.
  2. At least one Fixed Asset exists.
  3. The user has D365 FA, VIEW permission set.
  4. The Asset Card that you want to create a Fixed Asset mapping for is open. Note: Select a parent Asset if you have organized your Assets in an Assets Tree, and you want all child Assets to also relate to the Fixed Asset.

Steps 7

  1. On the Asset Card > General FastTab, ensure that the field Fixed Asset No. is visible. If it is not visible, select the Show more link on the General FastTab.

  2. Select the link in the Fixed Asset No. field (shown as "_" or an Asset No., if a link was already added).

  3. Select New.

    A new line is added, and the Asset No. and Asset Description fields are automatically filled out.

  4. Select the Fixed Asset No. field in the same row.

  5. Select the Fixed Asset you want to create a mapping for.

    The Fixed Asset No. and Fixed Asset Description fields are automatically filled out.

  6. If the mapping relation requires a specific start date, select that date in the Start Date field.

  7. Select Close when you have added all relevant mapping information.

    The No. of the Fixed Asset is shown as a link in the Fixed Asset No. field on the Asset Card.

Expected

From an Asset Card, the user can create a mapping for an EAM Asset to a Fixed Asset.

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Mapping a Fixed Asset to an EAM Asset - Fixed Asset Card

Data Requirements

  1. At least one Asset exists.
  2. At least one Fixed Asset exists.
  3. The user has D365 FA, VIEW permission set.

Steps 5

  1. On your role center, search for and select Fixed Assets.

  2. In the Fixed Assets list, select a Fixed Asset from a list by clicking on its No.

  3. On the Fixed Asset Card, select Related > Maintenance Assets.

  4. On the Maintenance Fixed Asset Relation screen, select New.

  5. In the drop-down in the Asset No. field, select the EAM Asset you want to map the Fixed Asset to.

    Note: Select a parent Asset if you want all child Assets to also relate to the Fixed Asset.

Expected

From a Fixed Asset Card, the user can create a mapping for a Fixed Asset to an EAM Asset.

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View Fixed Asset Relation on an Asset Card

If a Maintenance Asset is related to a Fixed Asset, you can see the relation on the Asset Card.

  1. Open an Asset Card from the Asset list.
  2. The Fixed Asset No. field is located in the General section. If it is not visible, select the Show more link to see it.
  3. Select the link in the Fixed Asset No. field to open the Maintenance Fixed Asset Relation list.
  4. In the list, select the Fixed Asset No. link if you want to open the Fixed Asset Card.

On the Fixed Asset Card, select Related > Maintenance Assets to see a list of related Assets and create new Asset relations.
On the Fixed Asset Card, select Related > Work Order Ledger Entries to see a list of the entries related to the Fixed Asset.

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View Fixed Asset Relation in Work Order Ledger Entries

You can add a column in the Work Order Ledger Entries list to show Fixed Asset relations.

This is useful if you want to get an overview of which work orders have Fixed Asset relations. You can also open a Fixed Asset Card from Work Order Ledger Entries to see Fixed Asset details.

  1. On your role center, select Work Orders > Work Order Ledger Entries.
  2. Select Settings (cogwheel icon in the upper-right corner of the screen) > Personalize.
  3. On the Personalizing ribbon, select the + Field button.
  4. In the Add Field to Page section, select "Fixed Asset No." and drag-and-drop the column to the position where you want to show it.
  5. Select the Done button to save the changes and close the Personalizing ribbon. The Fixed Asset No. column has been added to the list.
    1. You can select a link in the Fixed Asset No. column if you want to open the Fixed Asset Card.

Fixed Asset Number in Work Order Ledger Entries
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View Work Order Consumption and Costs on a Fixed Asset

When you have mapped an EAM Asset to a Fixed Asset, and you have posted consumption registrations on Work Orders in EAM-BC, you can get an overview of those registrations and related costs from the Fixed Asset Card.

  1. On your role center, search for and select Fixed Assets to open the Fixed Assets list.
  2. In the list, select the No. link of the Fixed Asset Card you want to examine.

Note regarding the Fixed Asset Card: The Maintenance FastTab is part of standard D365BC. That is not integrated with EAM-BC. If required, you can fill out vendor information on the Maintenance FastTab, and you can create Maintenance Registration lines on a Fixed Asset Card (by seleting Process > Maintenance Registration), which is also standard D365BC and not related to EAM-BC.

On the Fixed Asset Card, you have access to different views and reports, showing EAM-BC Asset relations as well as maintenance registrations and related costs from Work Orders created for mapped EAM Assets.

The sections below use Fixed Asset "FA000150" with its EAM-BC Asset mapping as an example.

Overview of Related EAM Assets

On a Fixed Asset Card, select Related > Maintenance Assets to see a list of the EAM Assets that are mapped to the Fixed Asset. Refer to the article Map an EAM Asset to a Fixed Asset to learn how to set up mapping, which can be done from a Fixed Asset Card or from an Asset Card.

The screenshot "Screen-01: Fixed Asset Relations" below shows an example of two EAM Assets A000178 and A000187 mapped to Fixed Asset FA000150.

The screenshot "Screen-02: Assets Tree" below shows that Asset A000178 is a parent Asset with two child Assets: A000199 and A000200.

Consumption registrations on Work Orders

  1. On a Fixed Asset Card, select Reports > Consumption on Work Orders to open the Consumption on Work Orders dialog from which you can print a report. The Fixed Asset is automatically selected in the Fixed Asset No. field. You can add other filters, if required.
  2. Select Print in the dialog to view the Consumption on Work Orders Report on the screen.

The screenshot "Screen-03: Consumption on Work Orders Report" below shows an example of the Consumption on Work Orders report with hour registrations from Work orders, which are created for child Assets A000199 and A000200. For overview purposes, pages 1-2 in the report are shown in one screenshot.

Costs from Consumption Registrations on Work Orders

  1. On a Fixed Asset Card, select Process > Statistics to open the Fixed Asset Statistics page.
  2. At the bottom of the page, we added the overview showing Corrective Maintenance - Preventive Maintenance - Total Maintenance costs for three registration types (used for Work Order consumption registration): Items, Resources, and Expenses.
    1. The screenshot "Screen-04: Fixed Asset Statistics" below shows the total resource costs for the hour registrations made on the two Assets shown in the Consumption on Work Orders report in "Screen-03..." (Assets A000199 and A000200).
  3. Select a number link in one of the Columns Corrective Maintenance - Preventive Maintenance - Total Maintenance to open the related Work Order Ledger Entries.
    1. The screenshot "Screen-05: Work Order Ledger Entries" below shows the Work Order Ledger Entries opened by selecting a "55.00" link in "Screen-04 Fixed Asset Statistics". 55.00 is the total cost for the two hour registrations shown in the Work Order Ledger Entries (which are the same registrations as shown in "Screen-03: Consumption on Work Orders Report").

Screen-01: Fixed Asset Relations
Screen-02: Assets Tree
Screen-03: Consumption on Work Orders Report
Screen-04: Fixed Asset Statistics
Screen-05: Work Order Ledger Entries
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