Work Order Execution

Use Work Orders to manage and register consumption on maintenance jobs

Introduction

A Work Order describes a maintenance job on an Asset. Consumption registrations are used to track costs on Assets.

Prerequisite

You have set up resources, items, and expenses, and the related journals, for consumption registration.

Audience
Maintenance Manager, Technician / Worker

Work Order List

Work Order lists show a list view of Work Orders and display various Work Order and Asset details.

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.

Work Order List
Example: Lists for a Technician
Example: Lists for a Maintenance Manager
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Work Order Card

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

  • Items
  • Resources (work hours and tools)
  • Expenses

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.

Work Order Card
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Work Order Waiting Reasons and Status Updates

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 on stock, or a Work Order is waiting for a condition to be met on a specific date. Three Waiting Reason types are available:

  • Date
  • Items
  • Other

Working with Waiting Reasons and automatic status update on Work Orders include the following tasks:

  1. Set up change of Work Order status to be done automatically in Asset Management Setup.
  2. On a Work Order Card, select status "Waiting" and create the Waiting Reason(s) required for the Work Order.
    1. You can create maximum three Waiting Reasons on one Work Order, one of each type (Date, Items, Other).
  3. On a Work Order List or Work Order Card, run a status update at regular intervals (for example daily) to update Work Order Status.

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Waiting Reason Setup

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:

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Create a Waiting Reason on a Work Order

On a Work Order card

  1. Select "Waiting" in the Status field.
  2. Select the Waiting Reasons field. The Change Waiting Reasons list opens.
  3. Create a Waiting Reason to register that the Work Order cannot be started until the condition described in the Waiting Reason is met.

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

  • Setting up Waiting Reason (Automatic) - type "Date"
  • Setting up Waiting Reason (Automatic) - type "Items"
  • Setting up Waiting Reason (Automatic) - type "Other"

Waiting Reason examples:

  • Type Date: The Technician who should do the job is not available this week due to vacation. Then, you create a Waiting Reason of type "Date", add a short description of the Waiting Reason, and select the date on which the Technician returns to work.
  • Type Items: 10 pieces of a spare part (item) is required for the maintenance job, but there are no items in stock. Then, you create a Waiting Reason of type "Items" and add "Waiting for spare parts", or a similar text, as the reason. This type does not require a date. When you run a status update, this type checks stock availability on the Location Code selected on the item line on the Work Order.
  • Type Other: This type can be used for other delays or conditions, which are not related to items or a particular date to pass.

The screenshots below show a Waiting Reason of type "Items" and the Work Order the Waiting Reason is created for.

Waiting Reason record of type "Items".
The Work Order waiting for items to be on stock.
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Setting Up Waiting Reason (Automatic) - type "Date"

Data Requirements

  1. A Work Order Card is open.
  2. In Asset Management Setup, the 'Change Waiting Work Order Status' field is set to "Automatically".

Steps 6

  1. On the Work Order card > Status field, select "Waiting".

  2. Select Process > Waiting Reasons in the ribbon.

  3. In the Waiting Reason Type field, select "Date".

  4. In the Waiting Reason field, select a Waiting Reason or create a new one, if required.

  5. In the Change Date field, select a date.

  6. 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.

Expected

The user can set up a Waiting Reason of type "Date" on a Work Order.

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Setting Up Waiting Reason (Automatic) - type "Items"

Data Requirements

  1. A Work Order Card is open.
  2. In Asset Management Setup, the 'Change Waiting Work Order Status' field is set to "Automatically".

Steps 5

  1. On the Work Order card > Status field, select "Waiting".

  2. Select Process > Waiting Reasons in the ribbon.

  3. In the Waiting Reason Type field, select "Items".

  4. In the Waiting Reason field, select a Waiting Reason or create a new one, if required.

  5. 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.

Expected

The user can set up a Waiting Reason of type "Items" on a Work Order.

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Setting up Waiting Reason (Automatic) - type "Other"

Data Requirements

  1. Work Order Card is open.
  2. Change Waiting Work Order Status in Asset Management Setup is set up as 'Automatically'.

Steps 5

  1. On the Work Order card > Status field, select "Waiting".

  2. Select Process > Waiting Reasons in the ribbon.

  3. In the Waiting Reason Type field, select "Other".

  4. In the Waiting Reason field, select a Waiting Reason or create a new one, if required.

  5. 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.

Expected

The user can set up a Waiting Reason of type "Other" on a Work Order.

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Update Status on Work Orders

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

  • Date
  • Items

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

  1. Open the Work Order Card / Work Order List.
  2. Select Actions > Update Status / Update Statuses.

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

  • Updating Work Order Status - type "Date"
  • Updating Work Order Status - type "Items"
  • Updating Work Order Status - type "Other"
  • Changing Work Order Status Manually

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:

  1. Two Work Orders are waiting for the same item/spare part to be available on stock. Each Work Order requires a quantity of 10, meaning a quantity of 20 must be available before work can start on both Work Orders.
  2. The item is purchased and put on stock, but only a quantity of 15 is available.
  3. In that case, because both Work Orders are planned on the same date, you must
    1. reduce the quantity (items required) to "5" on one of the Work Orders if you want both Work Orders to be started on the same date, or
    2. select another planned date for one of the Work Orders.

Waiting Reason record of type "Items" after Work Order Status update - items are now on stock.
The Work Order after Work Order Status update - items are now on stock.
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Updating Work Order Status - type "Date"

Data Requirements

  1. A Work Order Card is open.
  2. Work Order Status is set to "Waiting".
  3. Work Order Waiting Reason of type "Date" exists on the Work Order.
  4. The current date is the same as the date set up in the Waiting Reason, or the current date is later.

Steps 1

  1. On the Work Order Card, select Actions > Update Status.

Expected

The user can update Status on a Work Order that has a Work Order Waiting Reason of type "Date".

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Updating Work Order Status - type "Items"

Data Requirements

  1. A Work Order Card is open.
  2. Work Order Status is set to "Waiting".
  3. A Work Order Waiting Reason of type "Items" exists on the Work Order.
  4. At least one item line on the Work Order has a number of items with quantity lower than the quantity available on the selected location.
  5. Scenario: A Waiting reason was set up because you are waiting for spare parts. Now, the spare parts are on stock.

Steps 1

  1. On the Work Order card, select Actions > Update Status.

Expected

The user can update Status on a Work Order that has a Work Order Waiting Reason of type "Items".

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Updating Status on Work Order - type "Other"

Data Requirements

  1. A Work Order Card is open.
  2. Work Order Status is set to "Waiting".
  3. A Work Order Waiting Reason of type "Other" exists on the Work Order.

Steps 4

  1. On the Work Order Card, select Process > Waiting Reasons.

  2. Select the Condition Met check box for the Waiting Reason set up with type "Other".

  3. Select the go back-button in the upper-left corner to close the Change Waiting Reasons screen.

  4. On the Work Order Card, select Actions > Update Status.

Expected

The user can update Status on a Work Order that has a Work Order Waiting Reason of type "Other".

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Changing Work Order Status Manually

Data Requirements

  1. A Work Order Card is open.

Steps 2

  1. In the Status field, select the arrow to see the list.

  2. Select a status.

Expected

The user can manually change Status on a Work Order.

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Work on a Work Order

A Technician works on maintenance jobs and makes consumption registrations on the related Work Orders. Work Order tasks include:

  • Complete the maintenance job described in the Work Order
  • Create consumption registrations
  • Post consumption registrations and close the Work Order (may be done by a Technician or a Manager)

You start by opening the Work Order.

  1. On the role center > Activities section > My Work Orders, select Assigned to me to see your work list.
  2. Select the Work Order in the list. On the Work Order Card > General section, various information regarding the Asset and the Work Order is shown.
  3. Select Documents > Show Documents to see if there are documents attached to the Work Order that you must read before you start working on the job.
    1. If required, you can Upload Documents from your laptop, or Select Documents from D365BC document database and attach them to the Work Order, if required. You can also go to the Documents FactBox on the right side of the screen to see a list of documents.
  4. If Item lines are added to the Work Order, go to the Items section > Manage > Show Documents to see if there are documents related to items/spare parts that you should read before you start working on the job.
  5. On the right side of the screen, go to the Pictures FactBox to see if there are pictures or photos you must look at before you start working on the job.
  6. Follow the description in the Instructions section and complete the maintenance job.
  7. If your company uses Failure Registrations, refer to the Fault Management section to learn how to create Failure Registrations on a Work Order.
  8. When you have completed the job, add your notes about the work in the Remarks field. Next step is to create consumption registrations.

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Consumption Registrations

You 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.

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.

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Register Item Consumption

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.

  1. If you want to create a new item line, select the No. field on the first empty line and select the item.
  2. Enter the quantity used in the Qty. to Consume field.
  3. The Unit of Measurement Code is automatically added from the item selection.
  4. The Location Code field is automatically added from the location code on the Work Order. You can select another location code, if required.
  5. Select Manage > Post Consumption to post item registrations.
    1. When you have posted an item line, quantity consumed in the Qty. to Consume field is now shown in the Qty. Consumed field.

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Register Resource Consumption

Resource registration are the work hours spent on the Work Order.

Go to the Resources section on your Work Order.

  1. If you want to create a new resource line, select the No. field on the first empty line and select the resource.
  2. Enter the work hours used in the Qty. to Consume field.
  3. Select Manage > Post Consumption to post resource registrations.

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Register Expenses

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.

  1. If you want to create a new expense line, select the No. field on the first empty line and select the expense.
  2. Select the vendor in the Vendor No. field.
  3. Enter the quantity used in the Qty. to Consume field.
  4. Select the Unit of Measurement Code related to quantity.
  5. Enter the Expected Unit Cost. The Expected Line Cost field is automatically updated, depending on quantity.
  6. Select Manage > Post Consumption to post expenses.

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 date interval and an Expense Code. 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.

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Post Consumption registrations and Close a Work Order

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.

  1. Select Post > Post to start the process of posting/closing the Work Order. A dialog opens, and you select what you want to do:
    1. Select Post if you want to post consumption and not close the Work Order yet.
    2. Select Close if you want to close the Work Order without posting consumption.
    3. Select Post & Close if you want to post consumption and close the Work Order.

When you close a Work Order, the Work Order Checkout screen is shown.

  • The checkout screen validates Work Order data compared to the Asset Management Setup. If information is missing, according to the setup, a red asterisk is shown in the fields that require update. Select OK to continue checkout and close the Work Order.
  • The fields available on the checkout screen may vary, depending on the Asset Management Setup.

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.

Work Order Checkout screen
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Create a Follow-up Work Order

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 follow-up 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.

  1. On the role center, select Actions > Create One-off Work Order.
  2. In the pop-up window, select the Asset No. of the Asset that requires urgent maintenance.
  3. Insert a Description of the job.
  4. Select the Work Order Date.
  5. Select a Work Order Category in the Category Code field. If the Category contains setup regarding Frequencies, Items, Resources, and expenses (if available), then Items, Resources, and Expenses are automatically transferred to the Work Order and the related the Work Order Plan.
  6. In the Priority Code field, select a Work Order Priority.
  7. If required, enter instructions for the task to be solved in the Instructions field.
  8. Select Yes to create the Work Order.

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.

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Work Order Package

You can organize Work Orders in a Work Order Package, which is a list of Work Orders. Use Work Order Packages to manually create lists of Work Orders, for example, with dependencies or similar characteristics. Examples are Work Orders

  • that require the cooperation of different teams
  • that must be completed in a specific order
  • that are related
  • that are created for the same Asset
  • with the same Priority Code
  • with the same Category Code

To open the Work Order Packages list

  1. On your role center, search for and select Work Order Packages.
  2. Select a Work Order Package > Show Work Packages to see the Work Orders included in the package.

You can add a Work Order to a Work Order Package in two ways:

  • In the Work Order Packages list, select a list, then select Add Work Orders.
  • On a Work Order Card, select the Show more link to show all fields on the card. Then select a package in the Package Code field.
    • From the Package Code field, you can also create a new package. The selected Work Order is automatically added to the package.

Notes when working with Work Order Packages:

  • Work Orders with the status "Closed" are not shown in Work Order Packages.
  • You cannot delete a Work Order Package that contains Work Orders.
  • If you rename the Code of a Work Order Package, Work Orders are automatically deleted from the list.

Refer to Test Cases below for step-by-step procedures on how to work with Work Order Packages.

  • Creating a Work Order Package
  • Adding a Work Order to a Package
  • Deleting a Work Order Package

Work Order Packages
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Creating a Work Order Package

Steps 5

  1. On your role center, search for 'Work Order Packages'.

  2. Select Work Order Packages from the Go to Pages and Tasks list.

  3. In the Work Order Packages list, select New.

  4. Enter data in the Code field.

  5. Enter data in the Description field.

Expected

The user can create a Work Order Package.

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Adding a Work Order to a Package

Data Requirements

  1. At least one Work Order exists.
  2. At least one Work Order Package exists.

Steps 5

  1. From your role center, search for and select the Work Order Packages list.

  2. Select the Package you want to add a Work Order to.

  3. Select Add Work Orders. The Work Orders list opens.

  4. Select a Work Order in the Work Orders list.

  5. Select OK to add the Work Order to the selected Work Order Package. You return to the Work Order Packages list.

Expected

The user can add a Work Order to a Package.

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Deleting a Work Order Package

Data Requirements

  1. At least one Work Order Package exists.

Steps 5

  1. On your role center, search for 'Work Order Packages'.

  2. Select Work Order Packages from the Go to Pages and Tasks list.

  3. Select the list you want to delete.

  4. If the list contains Work Orders, select the Code field and rename the list, then confirm renaming.

    When you save the list with a new code, the Work Orders are removed from the list.

  5. Select Delete and confirm deletion.

Expected

You can delete a Work Order Package that does not contain Work Orders.

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