Setup

Setup required for working with Assets

Introduction

Asset Setup describes the setup tasks to be completed before you can create and manage Assets in EAM-BC.

Prerequisites

You have installed a valid license for Enterprise Asset Management (EAM-BC) for Business Central.

Audience
Sysadmin, Maintenance Manager

Asset Management Setup

In Asset Management Setup, you set up various data related to Assets and Work Orders in EAM-BC.

On your Role Center, click the Assets Setup menu item > Asset Management Setup. You can also search in Tell Me for Asset Management Setup.

Asset Management Setup
Asset Management Setup

Set Up Icons for Condition Codes

Icons for Condition Codes are shown in the Description field on Asset Lists.

  1. On your role center, select Assets Setup > Asset Management Setup.
  2. If you want to use icons for Condition Codes, activate the Use Condition Icons toggle button.
  3. Select Actions > Import Icons to import the icons you want to use. Icons are provided by Dynaway.
  4. Select Related > Predefined Icons to see a list of existing icons.
    1. You can import icons from the Predefined Icons list by selecting Actions > Import Icons.

Set Up Asset Data

  1. In Asset Management Setup > Assets section, you find Asset-related setup.
  2. In the Asset Dimension field, select which dimension code should be used for Assets. The selected dimension is automatically added to all the Assets you create. The dimension is used for financial reporting on Maintenance Assets in D365BC.
  3. Activate the Asset Location Mandatory toggle button if you want to ensure that once you have selected a location on an Asset Card, you can change the location if required, but you cannot leave the Asset Location Code field blank.
  4. Activate the Same Location on Child Asset toggle button if you want to ensure that any change of location on a parent Asset will add the same location to the child Assets.
  5. In the Warranty Notification Days field, enter number of days before expiration date of an Asset Warranty that a notification should be created to inform the user of the upcoming expiring warranty.
  6. Activate the Dynamic Asset Category Icons toggle button if you want to use dynamically created category icons (colored circle icons) in the Assets Tree.
  7. In the Show Downtime Dates when Registering field, select which date fields should be available when you create Downtime Registrations.

Set Up Work Order Data

  1. In Asset Management Setup > Work Orders and Rounds section, you find Work Order-related setup.
  2. Activate the Use Expenses on Work Order Plan toggle button if you want expenses related to a Work Order Plan to be shown on the plan.
  3. In the Work Order Look Ahead field, insert number of days before due date on a Work Order. This is the planning horizon, which means that when running Work Order Planning, Work Orders will be created for the period inserted here, for example, the next 14 days. There is one active Work Order per Work Order Plan.
  4. In the Last Period View Days field, insert number of days that an employee is able to see posted Work Orders in the past. Example: If you insert "20" in this field, you may be able to see posted Work Orders for the last 20 days in the Posted Work Orders list, depending on your role setup in EAM-BC.
  5. Activate the Calculate Work Orders on Plan Release toggle button if you want Work Orders from a Work Order Plan to be automatically scheduled when the Work Order Plan is released.
  6. In the Change Waiting Work Order Status field, select "Automatically" if you want to use functionality for automatic update of Work Order Status, based on your Waiting Reason setup on a Work Order. Refer to article Work Order Waiting Reasons and Status Updates for more information.
  7. Activate the Work Order Remarks Mandatory toggle button if remarks on Work Orders created from Work Order Plans should be mandatory and shown on the Work Order Checkout screen.
  8. Activate the Round Order Remarks Mandatory toggle button if remarks on Work Orders created from Round Plans should be mandatory and shown on the Work Order Checkout screen.
  9. Activate the Asset Condition on Work Order Mandatory toggle button if Asset Condition should be mandatory and shown on the Work Order Checkout screen.
  10. Activate the Asset Status on Work Order Mandatory toggle button if Asset Status should be mandatory and shown on the Work Order Checkout screen.
  11. Activate the Showing Posting Date when Closing Work Order toggle button if the Posting Date should be mandatory and shown on the Work Order Checkout screen.
  12. In the Failure Reasons Required on Work Order field, select if registration of failure reasons are mandatory before a Work Order can be closed.
  13. In the Claim Work Order Event Type Code field, select the event type code you want to use for logging events related to Work Orders, which are created from Claims. Refer to Asset Warranty to learn more about warranties and claims.
  14. In the Resources section > Base Unit for Resource Consumption field, select the unit you want to use when showing data in Maintenance KPI Statistics, for example, "Hour". This field is mandatory.
  15. In the Resources section, you can specify the level of skill-based planning.
    1. If you select None, skills do not have an impact on Work Orders
    2. If you select Warning, you are notified when the resource has missing skills
    3. If you select Error - you cannot add a resource that does not have the required skills

Set Up Number Series

In Asset Management Setup, you can set up number series by default or manually.

1. Setting up default number series is time-efficient and can be set up by going to Asset Management Setup > Actions > Default No. Series.

Keep in mind that the creation of default no. series does not change existing no. series that you have set up previously.

2. If you need to set up number series manually, go to Asset Management Setup > Numbering.

Select number series codes for (recommended, consistent numbering shown in parenthesis):

  1. Assets (A-000001)
  2. Asset Template (AT-000001)
  3. Work Order Plans (WOP-000001)
  4. Work Orders (WO-000001)
  5. Posted Work Orders (WOPO-000001) - if this field is left blank, the number series selected for Work Orders is used
  6. Round Plans (ROP-000001)
  7. Round Orders (RO-000001)
  8. Posted Round Orders (ROPO-000001) - if this field is left blank, the number series selected for Round Orders is used
  9. Transfer Orders (TRO-000001)
  10. Transfer Shipments (TRS-000001)
  11. Transfer Receipts (TRR-000001)
  12. Warranty Nos. (WTY-000001)
  13. Claim Nos. (CLAIM-000001)

Refer to Microsoft documentation for further information on the setup of number series in D365BC: Create number series.

Asset Locations

You set up Asset Locations to keep track of where your Assets are located. Asset locations may describe:

  • Geography (country, city, address, GIS data)
  • Site/building
  • Department
  • Work center
  • or any notation required to fit your business needs

In your role center > Actions section, select Assets Setup > Asset Locations.

  1. Select the New button.
  2. On the Asset Location Card, enter a Code, which is the unique code for your location.
  3. Enter a Name for the location.
  4. Select a Warehouse Location. The selection of warehouse is the default location from which maintenance items are taken when a Work Order is created.
  5. Select a Parent Location for your assets if you want to view the Asset Locations in a tree structure. For example if you have multiple locations within e.g. Hall 1 such as Section 1 you can select Hall 1 as the parent of Section 1, and view it in a tree structure in Asset Locations.
  6. 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 an Asset with this Asset Location.
    1. If you have selected a Risk Assessment, you can select the Active Risks button to see the list of hazards and precautions that are included in the Risk Assessment.
  7. If the location should be used as a transit location for Asset Transfer, activate the Use As In-Transit toggle button.
  8. Fill out address, gps, and contact information as you require.

Refer to Microsoft documentation to learn more about how to set up warehouse locations in D365BC: Set Up Locations.

You can create and save a filter on an Assets list (on the list select All > Show filter pane) to see a list of Assets on a specific location, for example, "Production Hall 2" and "Production Line 5".

If you use the Safe Work > Tagout module, you can create a Tagout record for the location by selecting the Create Tagout button.

Example: Tree structure in Asset Locations as described in point 5
Example: Tree structure in Asset Locations as described in point 5

Asset Statuses

Use Asset Statuses to see the current status of an Asset during its lifecycle, for example, "New", "Installed", and "Scrapped".

Asset Statuses can be used to group Assets, to be used for search and reporting.

You can create a filter on an Assets list (on the list select All > Show filter pane). This is useful if you want to get an overview of the current status of, for example, Assets in a poor condition.

In the EAMBC role center > Actions section, select Assets Setup > Asset statuses.

  1. Select the New button.
  2. Enter a Code, which is the code or ID for the status.
  3. Enter a Sorting order to create a sequence for showing status codes in an ordered list.
  4. Enter a Description.
  5. Select the Asset Active check box for the statuses you want to use as "Active" statuses on Assets. When you select a Status Code on an Asset card, the Active toggle button on the Asset card is automatically activated if the selected status is an "Active" status.
  6. Select the Default check box for the status that should be automatically set when you create a new asset.

Showing Asset Status in Color

On the Asset Statuses list - the user can specify the style of the Asset Status using these options:

  • None - Color code is unset
  • Yellow - Asset Status text is colored yellow
  • Green - Asset Status text is colored green
  • Red - Asset Status text is colored red

Asset Status are shown in color on the Asset List and the Asset Details FactBox which is visible from places like the Work Order Plan list. The Asset Card page does not color Asset Status.

Colored lines on the Asset List
Colored lines on the Asset List
Setting Status on the Asset card
Setting Status on the Asset card
Colored lines when viewing Asset details on the Asset List
Colored lines when viewing Asset details on the Asset List
Asset Status setup
Asset Status setup

Asset Conditions

Use asset conditions to visualize and describe the current condition of an asset.

Asset Conditions are shown as color codes in an Asset list.

Create an Asset Condition

For each asset condition, you select a color code. The color code is automatically applied to the Description field for each asset in the asset lists.

In the your role center > Actions section, select Assets Setup > Asset Conditions. 

  1. Select the New button.
  2. Enter a Code, which is the unique code or ID for the condition. 
  3. Enter a Description for the code and select the related color in the Style drop-down.
  4. Select which condition to be the Default when you create a new asset.
  5. Select the Condition Type that best describes the condition.

Asset Condition Icons

You can set up icons on condition code. The icon is shown in Assets lists next to the Asset description. Together with the color of the description text, icons are used to easily visualize the state of an Asset.

  1. Select a Condition in the Asset Conditions list, and select Asset Condition Icon.
  2. Select Choose Icon.
  3. You se a list of predefined icons that are provided by Dynaway. Select an Icon Name.
  4. Select OK. The icon is shown in the Asset Condition Icon section.

In the Asset Condition Icon section, you can also import your own icons, you can export the list of icons, and you can delete an icon from the selected condition.

Predefined Icons provided by Dynaway can be imported in Asset Management Setup.

Asset Categories

Use Asset Categories to divide your Assets into groups with similar features such as conveyor belts, generators, and pumps.

You can create a filter on an Assets list (on the list select All > Show filter pane) to see a list of Assets with a specific category.

Create an Asset Category

Asset Categories specify a set of attributes and attribute values on an Asset.

  • Pump (parent):
    Has a set of attributes and values.
  • Feed-water pump (child):
    Has a set of attributes and values.
    Inherits attributes and values from the parent Asset.

In the your role center > Actions section, select Assets Setup > Asset Categories.

  1. Select the New button. 
  2. Enter a Code, which is the unique code or ID for the category.  
  3. Enter a Description for category.
  4. In the Background Color field, select the color to be shown on a dynamic icon in the Assets Tree for Assets using this Asset Category.
    1. The setting whether to show dynamic icons or static icons on Asset nodes in the Assets Tree is shown in Asset Management Setup > Set Up Asset Data section regarding the Dynamic Asset Category Icons toggle button.
  5. If you want to create a category tree structure, select a Parent Category.
  6. In the Def. Gen. Bus. Posting Group field, select the default general business posting group for the asset category. This information is used when you post work orders on an Asset to get an overview of consumption registrations, based on Asset Categories.
  7. 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 an Asset with this Asset Category.
    1. If you have selected a Risk Assessment, you can select the Active Risks button to see the list of hazards and precautions that are included in the Risk Assessment.
  8. You can attach Attributes to the category. Select the Attribute field in the table and the drop-down arrow. The selected attributes are automatically added to an Asset Card when you create a new Asset and select an Asset Category.
  9. Select an attribute in the list or select New to create a new attribute.
  10. If you want to create a new attribute, refer to Asset Attributes to learn more.
  11. You can set up Failure Codes on the category if your company uses Fault Management to manage faults on Assets and Work Orders.
    1. Select a Problem Code and a related Reason Code and Action Code in the table. You can create multiple Failure Codes, if required.
    2. If you have selected a Parent Category for the Asset Category, and that Parent Category contains Failure Codes, those codes are automatically transferred to the Asset Category. The Parent Category Code is then shown in the Inherited from Asset Category Code field on the Failure Code line.

In Asset Management Setup > the Failure Reasons Required on Work Order field, your selection determines if the Failure Reasons set up on an Asset Category are mandatory on a Work Order before you can close the Work Order.

Asset Category Icons

You can select an icon for a category code. The icon is shown on a node in the Assets Tree for the Assets using the Category if the Dynamic Asset Category Icons toggle button in Asset Management Setup is deactivated.

  1. Select a Category in the Asset Categories list, and select Asset Condition Icon.
  2. Select Choose Icon.
  3. You see a list of predefined icons that are provided by Dynaway. Select an Icon Name.
  4. Select OK. The icon is shown in the Asset Category Icon section.

In the Asset Category Icon section, you can also import your own icons, you can export the list of icons, and you can delete an icon from the selected category.

Asset Attributes

Set up attributes to add additional information to Asset Categories. Examples of Asset Attributes are color, length, model, weight and width.

  1. In the EAM-BC role center > Actions section, select Assets Setup > Asset Attributes.  
  2. Select the New button. 
  3. Enter a Name for the attribute.  
  4. Select an attribute Type.
  5. If you select type Option, you can define your own attribute Values.
  6. If you select type Decimal or Integer, you can add a Unit of measure.
  7. If a category no longer applies to your assets, select the Blocked check box for that attribute.

You can also assign default Asset Attributes directly from the Category Code field on an Asset Card.

Asset Attributes
Asset Attributes

Asset Manufacturers

You can set up manufacturer information on an Asset card in the Manufacturer Code field. You can add or edit manufacturer codes in two ways:

  • On the Asset Card, select the Manufacturer Code drop-down, or you can just enter a name for a manufacturer because this field also works as a free-text field. If you enter free text, the manufacturer name is not added to the Asset Manufacturers list.
  • Select or search for Asset Manufacturers. The menu item may be available in the Actions section on your role center.

On the Asset Manufacturers card, add a Code and Name for a manufacturer to create a new record.

If you open the Asset Manufacturers card as described in the second bullet above, you see an empty list. If you have already set up manufacturers, select the Search field on the Asset Manufacturers card and press Enter to see the complete manufacturers list.

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