A Work Order describes a maintenance job on an Asset. Consumption registrations are used to track costs on Assets.
You have set up resources, items, and expenses, and the related journals, for consumption registration.
Work Order lists show a list view of Work Orders and display various Work Orders and Asset details.
From the list, you can also open the list of all Resource/Item/Expense lines on all orders. This means that you can easily open the work order card with specific resources, items, or expenses.
On your role center, you may have access to different Work Order Lists, depending on your role, for example, Assigned to me, Unassigned, Open, and Overdue Work Orders.
A Work Order card contains detailed information about a Work Order, for example, instructions about how to complete the job described on the Work Order. You can make consumption registrations on a Work Order for
Open a Work Order list, and select a link in the No. column to open the Work Order card.
The Work Order Card is divided into sections to give you a quick overview of Work Order information. The fields available on a Work Order Card may differ, depending on the number of Dynaway apps and modules currently used by your company.
On the Work Order Card, you can use basic Status to define the current state of the document, or you can use Advanced Maintenance Statuses.
Sometimes your technicians may need information about a work order, but they're working in an area without internet or system access. In such cases, you can consider preparing a printed version of the document. You can do this from the Work Order card by using the Print action. It runs a window where you can register a printout. On the Work Order card, there is a hidden field (by default) that shows how many times the work order has been printed. It might be useful to check if someone has already printed the document. Remember that the printout layout can always be redesigned in Word to be customized to your company.
Sometimes you just need to send the work order printout by email. You can do this directly from the work order card by selecting the Send action from the toolbar.
The email has been created but has not been sent yet. You can make some changes to it or send an email. The body of the email contains some basic information about the work order and the attachment with the printout is added to the email.
Sometimes you need to send your printout directly to a vendor. On the Vendor Card, you can specify the vendor`s maintenance email.
When a vendor is used on the work order (also taken from the plan), the hidden (by default) field is filled with proper data:
You can always change this value on the work order page, but the field must be added by personalization.
Printing and sending printouts work exactly the same on the Posted Work Orders.
Sometimes your technician needs information about spare parts that need to be used on the specific work order(s). They can easily prepare such a list and print it.
From the Work Order List, Work Order and Round Order Card, and Manager (the action hidden by default) and Technician role center, you can run Order Print printout creator.
The creator allows you to specify how the printout should be created and what should be included there.
The created document can be printed so you can easily use this list to collect all needed items.
On the Work Order and Round Order Resource Lines, you can use two new fields. Both fields are hidden by default.
These values are propagated to the posted document when the Order/Round order is closed. Fields are also hidden by default.
On the work order card you can find the following fields (both hidden by default):
Selecting a value in these fields opens the Follow Up Work Orders list with the proper filtering. On the list, you can inspect more details about the orders.
If the work order has more follow-up work orders but they are not created yet, and there is a possibility to use the current work order for future follow-up, you can do it by specifying the Follow Up Order No.
In EAM-BC, you can set up Waiting Reasons for automatic update, which is related to update of the Status field on a Work Order. This is useful if you are waiting for items (spare parts) to be in stock, or a Work Order is waiting for a condition to be met on a specific date. Three Waiting Reason types are available:
Working with Waiting Reasons and automatic status update on Work Orders include the following tasks:
Before you start to work with Waiting Reasons and automatic update of Work Order Status based on the Waiting Reasons, the following setup is required:
On a Work Order card
On a Work Order card, you can also open the Change Waiting Reasons list by selecting Process > Waiting Reasons.
Refer to Test Cases below for step-by-step procedures regarding
Waiting Reason examples:
The screenshots below show a Waiting Reason of type "Items" and the Work Order the Waiting Reason is created for.
On the Work Order card > Status field, select "Waiting".
Select Process > Waiting Reasons in the ribbon.
In the Waiting Reason Type field, select "Date".
In the Waiting Reason field, select a Waiting Reason or create a new one, if required.
In the Change Date field, select a date.
Select the go-back button in the upper-left corner to close the Change Waiting Reasons screen.
The date is shown in the Waiting Reasons field on the Work Order.
The user can set up a Waiting Reason of type "Date" on a Work Order.
On the Work Order card > Status field, select "Waiting".
Select Process > Waiting Reasons in the ribbon.
In the Waiting Reason Type field, select "Items".
In the Waiting Reason field, select a Waiting Reason or create a new one, if required.
Select the go-back button in the upper-left corner to close the Change Waiting Reasons screen.
Text regarding the item waiting reason is shown in the Waiting Reasons field on the Work Order.
The user can set up a Waiting Reason of type "Items" on a Work Order.
On the Work Order card > Status field, select "Waiting".
Select Process > Waiting Reasons in the ribbon.
In the Waiting Reason Type field, select "Other".
In the Waiting Reason field, select a Waiting Reason or create a new one, if required.
Select the go-back button in the upper-left corner to close the Change Waiting Reasons screen.
Text regarding the waiting reason is shown in the Waiting Reasons field on the Work Order.
The user can set up a Waiting Reason of type "Other" on a Work Order.
You run status updates on Work Orders on a regular basis, for example daily or weekly. When status on Work Orders with Waiting Reason Types
are updated because the conditions related to the Waiting Reasons are met, the Waiting Reasons are automatically updated on the Work Orders, meaning the Condition met check box on the Waiting Reason is automatically ticked during the status update.
If you have created a Waiting Reason of type "Other" on a Work Order, that Waiting Reason is not automatically updated when you run a status update on Work Orders. In that case, you must manually update the Waiting Reason as "Condition met". Then, when you run a status update, the Work Order status is updated.
To update status on a Work Order Card or List
When you work with Work Order status updates and Waiting Reasons Types Date and Items, status can be updated from "Open" to "Ready", and from "Waiting" to "Ready", but not the other way around.
Refer to test cases below for step-by-step procedures on
The following describes a scenario that you should be aware of in case you are waiting for the same item on multiple Work Orders.
If Work Orders are planned on the same date, and those Work Orders are waiting for the same item to be on stock, you may need to edit one of the Work Orders (which both have Waiting Reason type "Items"). Here is an example:
On the Work Order Card, select Actions > Update Status.
The user can update Status on a Work Order that has a Work Order Waiting Reason of type "Date".
On the Work Order card, select Actions > Update Status.
The user can update Status on a Work Order that has a Work Order Waiting Reason of type "Items".
On the Work Order Card, select Process > Waiting Reasons.
Select the Condition Met check box for the Waiting Reason set up with type "Other".
Select the go back-button in the upper-left corner to close the Change Waiting Reasons screen.
On the Work Order Card, select Actions > Update Status.
The user can update Status on a Work Order that has a Work Order Waiting Reason of type "Other".
In the Status field, select the arrow to see the list.
Select a status.
The user can manually change Status on a Work Order.
An Asset Technician works on maintenance jobs and makes consumption registrations on the related Work Orders. Work Order tasks include:
You start by opening the Work Order.
Technicians can upload and take pictures during Work Order execution. Upload of pictures has support for JPG pictures.
Multiple pictures can be added to Work Ordrs.
The latest picture is shown on the Work Order. Multiple pictures are shown in a thumbnail view.
You can create Work Orders quickly and easy in the case where you have an asset that needs immediate attention, or when you need to follow-up on something after a work order was carried out. When you're using this approach, you can create the Work Order without having to create a Work Order Plan first.
The two articles below explain how you can:
You can create a Work Order in case a problem occurs on an Asset, which requires immediate attention. In that case, you may not have an active Work Order for the Asset, and you create a Work Order (a one-off Work Order) to make registrations and solve the problem right away.
When you create a one-off Work Order, a Work Order Plan is automatically created from the Work Order.
You should only use one-off Work Orders for urgent problems that must be quickly resolved. Generally, use Work Order Plans as the basis for creating Work Orders for preventive maintenance jobs and corrective maintenance jobs.
On the Work Order Plan, a one-off frequency line is automatically created, and the Corrective Maintenance check box is selected on the line to show that it is not part of planned maintenance. You can update the Work Order Plan and add frequencies, items, and resources as you require. This allows you to convert a Work Order Plan based on a one-off Work Order to a plan used for continuous maintenance planning.
From the Work Order and Posted Work Order cards you can use the action Create Follow Up Work Order.
Follow-up Work Orders are ideal when you want to follow up on something after a work order has been carried out by a technician. For example, in the case when you replace an Asset and you want to check the alignment after instalment.
Selecting the action Create Follow Up Work Order opens a window where you can specify the work order to be followed up for the order/posted order from which you are using this action.
Important: when you create the follow-up work order this way, today's date and delay are used to calculate the planned date for the work order that is being created, meaning that today's date counts as the first day of the delay period.
On a Work Order, you can easily get a comprehensive overview of all associated asset defects and any asset children defects.
If the asset has any open defects, you will see a notification on the work order from where you can open the defects by clicking the Open Defects button. See screenshot 01.
You can also view any associated defects by going to Related > Other > Asset Defects/Asset Children Defects on the work order (see screenshot 02). You can now view the list of associated defects for the asset and its children. See screenshot 03.
Create consumption registrations on a Work Order so your company can track maintenance costs on the Asset you are working on.
You can post consumption for each of the three consumption types – items, resources, expenses – individually, or you can post all consumption registration lines together. If you want to post all Work Order consumption registration lines together, refer to the article Post Consumption Registrations and Close a Work Order.
Item, resource, or expense registration lines may have been transferred from the Work Order Plan. In that case, enter the quantity you want to register in the Qty. to Consume field on each line, and the lines are ready to be posted.
On the Work Order Card and the Round Order Card, you can change the General Business Posting Group automatically taken from the Asset.
*in both cases, the field is automatically filled with data from the Asset. The field is hidden by default but can be shown by personalization.
During posting, the given General Business Posting Group is added to the journal and the proper ledger entries are created.
If you're working on a Work Order that is not assigned to you, which you can select on your role center in Activities > Unassigned, no resource is selected on resource lines transferred from a Work Order Plan. On those Work Orders, you must also select yourself (or your team) as a resource in the No. field on a resource line.
You can delete a registration line as long as it has not been posted. To delete a registration line, select it, then select Manage > Delete line.
Resource registration are the work hours spent on the Work Order.
Go to the Resources section on your Work Order.
Time Registration is a functionality that allows you to track the exact amount of time spent on a work order and post it as consumption on a work order.
As an Asset Technician, you can easily track how much time you spend on a work order and register the exact amount of time measured by the clock.
To activate Time Registration, go to Asset Management Setup and toggle the button in the Use Time Registration field from the Work Orders and Rounds tab.
Before you start the timer remember:
When the clock is running you can:
If you didn't post the registered time, but you did register some readings, you can always check them by selecting the My Time Registrations action from the toolbar. From there, you can inspect the registered time, edit if necessary, or post all registered readings.
Note:
If a Work Order has multiple lines with different resources specified, each user/resource can start their own timer, and these timers can run simultaneously.
You can only create item consumption registrations for items that are on stock in the location you are working on.
Go to the Items section on your Work Order.
Expenses are special costs that may be included in a work order. Examples are costs for accommodation, gasoline, and external contractors required to complete the job.
Go to the Expenses section on your Work Order.
An employee in Finance or a manager can create a purchase invoice with data from existing expense lines on a Work Order.
You create a new purchase order and select a vendor. Next, you select the Get Work Order Expenses button.
In the pop-up window, you can select a date interval and an Expense Code. You can also specify the Work Order No. from which you want to get expenses. If you leave all fields blank, you get all expense lines created for the selected vendor. Read more about how to work with purchase orders in the Microsoft documentation for D365BC: Record Purchases.
When consumption registrations have been added to a Work Order, the next step is to post consumption and close the Work Order.
If your company does not allow Assets Technicians to post consumption registrations and close Work Orders, but requires a Manager to do that, use the Status field in the General section on the Work Order. Select "Completed" in the Status field to show that you have completed a job, and that consumption registration lines are ready to be approved and processed.
When you have completed the maintenance job and created consumption registrations, scroll to the top of the Work Order.
When you close a Work Order, the Work Order Checkout screen is shown.
When you have closed a Work Order, consumption registration lines cannot be edited or deleted.
If you are working on several Work Orders at a time, for example, recurring cleaning jobs or inspection jobs on several Assets, you can use the Work Order Journal to create and post consumption registrations on several Work Orders at a time.
You can create workflows for when a work order is completed. Read more about how to set up workflows using Power Automate in Business Central.
You can also proceed posting/closing the Work Order directly from the Work Order list. You can register posting/closing for multiple records from the list at the same time.
Before you post/close Work Orders from the list, be aware that posting in bulk has some limitations:
The rest of the possible limitations (Asset Condition Mandatory, etc. from the Asset Management Setup) are skipped. Only missing mandatory remarks, mandatory Failure Codes, missing needed Counter Reading, or missing data (like Resource No.) can block posting/closing a Work Order.
From the Work Order list:
Posting/closing in bulk can be useful in a company where the team of technicians is only updating work orders with needed data (quantities, remarks, etc.), and when the work is done, they are not closing/posting work orders but they are marking the work orders as 'completed'. Then the manager is posting/closing all Work Orders in bulk that are completed by technicians.
You can easily consume items/resources/expenses on the Maintenance Work Order directly from the Purchase Order. When you create the Purchase Order, you can decide for which Work Order this record should be applied or even choose the existing line that fits the record you are about to post.
In the given example we have two work orders.
One already has lines for resource/item/expense, the second one is empty.
On the Purchase Order, we defined that some lines must be applied to the Work Order with lines (the Work Order Line No. is defined), and some lines must be created (when the Work Order Line No. is not defined, the new line will be created). All fields on the Purchase Order Lines are hidden by default.
The Work Order Line Type is defined - without that lines will not be applied to the line.
You can only apply consumption on the items and resources that are defined as Maintenance. When you want to apply consumption to expenses, you must use G/L Account No. that is defined on the Expense.
When you post the Purchase Order:
You can also create a Purchase Quote where you can define all values that you can find on the Purchase Order (related Work Order) but also the Work Order Plan, or even this value only.
The Work Order Plan No. will later be added to the line on the Purchase Order and you will not be able to post the Purchase Order until the Work Order No. is blank. This is because someone by purpose decided that the Purchase Quote is related to the Work Order Plan.
Select Post in the ribbon.
Select Post....
Select Post/Close....
Select Close and select OK.
Enter all needed data (depends on Asset Management Setup like Remarks or Failure Codes) and select OK.
The user can close Work Order without posting lines (Items, Resources or Expenses).
Enter data in the Remarks field.
Apply all needed data before closing the Work Order.
If all data is applied - select OK.
The user can close the Work Order when Remarks are mandatory.
Select Post in the ribbon.
Select Post....
Select Post/Close....
Select Post and select OK.
The user can post lines (Items, Resources or Expenses) on Work Order without closing it.
Select Post in the ribbon.
Select Post....
Select Post/Close....
Select Post & Close and Select OK.
Enter all needed data (depends on Asset Management Setup like Remarks or Failure Codes) and select OK.
The user can close Work Order with posting lines (Items, Resources or Expenses).
You can perform many activities on Work Orders with prepared APIs. View the dedicated page on the topic here.
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