Working with Maintenance Budgets

Working with Maintenance Budgets

Maintenance Budget List

The Maintenance Budget List focuses on dimensions. It displays the budget name and description, followed by five built-in dimensions for easy access to maintenance dimensions. The module also integrates with Business Central standard dimensions. You can also block a budget to prevent further changes.

Viewing a Maintenance Budget

To view a budget:

1. Open the Maintenance Budget List.
2. Select a budget and click Edit Budget.

The Budget Card opens with three main areas:

• General: Set attributes for how lines and columns are shown (e.g., view by day/week/month/year, show/round amounts).
  • View By: Day, Week, Month, Quarter, Year, Accounting Period
  • Show Amount: Resource Cost, Item Cost, Expense Cost, Total Cost
  • Rounding Factor: 1, 1000, 1000000
• Maintenance Budget Matrix: Lists budget lines, with costs spread over each month in the budget year.
• Filters: Zoom in on a date range, group of assets, asset categories, locations, maintenance types, and more. Filters only show data when there are matching budget entries.

Tip: When you create a new budget and apply a filter, the filter may hide all entries if no entries match the filter.

Creating or Modifying a Maintenance Budget

To create a budget manually:

1. Give the budget a name (e.g., "Production Line 2 - 2025").
2. Enter budget figures for each line. The budget name is added to all lines.
3. Enter amounts for each line. Field help is available.

You can modify budget entries at any time, except on a blocked budget. To enter or change entries, select a field in the Budget Matrix and enter or overwrite the value.

The General tab determines how entries are added (e.g., by dimension, period, amount type). The Filters tab helps you focus on a specific period or asset group. Only matching entries are shown in the matrix.

Note: Dimensions are core to the budget module. It is recommended to use at least one dimension for aggregation and reporting. You can use two or more dimensions depending on your needs.

Creating Multiple Maintenance Budgets

You can create multiple budgets for the same period by giving each a unique name (e.g., "Production Line 1 - 2025", "Production Line 2 - 2025"). Enter budget amounts for each line as needed.

Filtering Budget Entries

Filter budgets by parameters such as:

• Date (e.g., "01/01/21..31/12/21")
• Asset
• Asset Category
• Asset Location
• Maintenance Type
• Work Order Category
• Asset Group
• Item Group
• Resource Group
• Budget Dimension

Copying Maintenance Budgets

Copying last year's budget (or another period) is a common practice. The budget module allows you to:

• Use budget entries or ledger entries as the source for a new budget
• Copy entries in full or in part, using filters (Asset No., Category, Location, Maintenance Type, Work Order Category, Date)
• Adjust the new budget with an adjustment factor (e.g., 1.2 increases values by 20%)
• Use a date change formula (e.g., +1Y to set dates one year ahead)

Why do assets in my copied budget not have values?

• Commissioned Assets: New assets created since the source budget was created will appear in the copied budget but have no values. You must specify values for new assets.
• Decommissioned Assets: Values from sold or scrapped assets will be included in a copied budget and should be removed if not needed.

You can also modify copied budget entries in Excel for easy changes. See the import/export section for more details.