Time and Cost Tracking
Introduction
You can get an overview of posted Work Order consumption registrations (Items, Resources, Expenses) in Ledger journals. You can also track costs on individual Assets and Work Orders and create consumption reports.
- Prerequisites
Consumption registrations have been created and posted on Work Orders.
- Audience
- Maintenance Manager
Work Order Ledger Entries
On your role center, select Work Orders > Work Order Ledger Entries to see a list of all consumption registrations on open and closed Work Orders.
Select a registration line and select Process > Show Document to see the related Work Order.
Select a registration line and select Process > Connected Ledger Entry to see details based on the registration type:
- Item registration opens the Item Ledger Entries list
- Resource registration opens the Resource Ledger Entries list
- Expense registration opens the Expense Ledger Entries list
In Work Order Ledger Entries, you can get an overview of the dimensions related to a ledger entry, and you can create dimension filters to see a list of ledger entries using the same dimensions. Refer to the Dimensions section to learn more.
Consumption Report on Work Orders
From the Work Order Ledger Entries list, you can create Work Order Consumption Reports for financial reporting regarding Asset and Work Order registrations and related costs.
You can create reports showing all consumption registrations and costs, or you can create reports for specific consumption types: Resource, Item, Expense.
The created report has an Excel layout and some visualization prepared to demonstrate the data.
Use the Send to... button in the report dialog if you want to select a specific output for your report. Available file types:
- XMLDocument
- Microsoft Excel Document (data only)
- Schedule
Use the "Schedule" output type to set up automatic updates of a Work Order Consumption Report, for example, on a daily or weekly basis.
- When you have created a scheduled report, you find the report in the Report Inbox, which is standard D365BC functionality.
- For information on the general setup and use of reports in D365BC, refer to Microsoft documentation: Reports Overview - Business Central | Microsoft Docs.
To delete a report schedule that is no longer required:
- Search for and select "Job Queue Entries".
- Select the entry with the following data: Object ID to Run "70479545", and Object Caption to Run "Consumption on Work Orders".
- Select Delete and confirm the deletion.
Set Up a Schedule for a Work Order Consumption Report
Data Requirements
- At least one consumption registration is posted on a Work Order.
Steps 15 expand
On your Role Center, select Work Orders > Work Order Ledger Entries, or search for and select Work Order Ledger Entries to open the list.
Select Report > Consumption on Work Orders.
The Consumption on Work Orders dialog is shown.
In the Type field, select "All" to include all registration types.
Select Show Fixed Asset and Show Actual Cost Amount.
Select the Send to... button.
Select Schedule...
Select OK. The Edit - Schedule a Report pop-up opens.
In the Report Output Type field, select a report format, for example, PDF or Excel.
In the Next Run Date Formula field, enter the update frequency of the report.
Examples: Enter "1d", "1w", or "1m" to automatically update the report every day, week, or month.
In the Earliest Start Date/Time field, select the ellipsis (...) button. The Edit - Date-Time dialog opens.
Select a Date, and enter start Time.
Select OK.
Optional: You can select Expiration Date/Time same way as you selected the start time, which is described steps 10-12 above.
Select OK to complete the schedule setup.
A message on the screen informs you that you can find the report in the Report Inbox, which is standard D365BC functionality. Select OK to close the message.
Expected
The user can create a report schedule for the Work Order Consumption Report, which updates the report for the selected interval, for example, daily or weekly.
The user can find the report in the Report Inbox, which is part of standard D365BC functionality.
Posted Work Orders
On your role center, select Work Orders > Posted Work Orders to see a list of closed Work Orders (and closed Round Orders if you use the Rounds module in EAM-BC).
Select a link on a line to see detailed information. For example, select the link in the No. field to open the Posted Work Order card or Posted Round Order card, or select the link in the Asset No. field to open the Asset Card.
On a Posted Work Order or Posted Round Order search for Print, you will be able to print a Posted Work Order with all details.
Select a Work Order and select History > Ledger Entries to see the consumption registration for the Work Order.
On an Asset Card, select History > Posted Work Orders to see the list of closed Work Orders related to the Asset.
Update Plan from Posted Work Order
Work Order Plans represent Work Orders that you want to do in the future. On the plan, you're not only specifying when it should be done but also what should be consumed (items, resources, or expenses, if you're using them on plans).
From the plan, a Work Order is created that represents the actual work and consumption done on the work. When everything is done, you close the Work Order which leads to the creation of a Posted Work Order. In the posted instance you can see the actual consumption such as what was posted and how many quantities were posted.
Inspecting the posted Work Orders is where many managers want to update the Work Order plan because they see that the final consumption is different than the planned one.
You can always open existing Work Order Plans and update them manually, but if you want to do this directly from the Posted Work Order Card, you can use the Update Work Order Plan action.
Selecting Update Work Order Plan opens a window where you can specify what must be updated. The selected option will be applied from the posted work order to the work order plan. It can be:
- Instructions
- Resources (with or without Resource No.)
- if you're using advanced planning or skills, resources can not be updated.
- Items
- Expenses
- only if you're using expenses on plans.
Important: If you select what you want to update, related data on the work order plan will be DELETED.
Instructions
Instructions from the posted document are applied to the plan.
Resources
All resources that are consumed are added to the plan. If you select that you do not want to update resource no., the resource no. will be blank after the update. If the posted work order resource is posted without a work type code, and you will select that you don't want to update resource no., this line will be skipped after the update.
If the resource on the posted work order line does not exist anymore or is not a maintenance resource right now, its number will be skipped and this field will be blank on the plan.
Items
All items that are consumed are added to the plan.
If the item on the posted work order line doesn't exist anymore or is not a maintenance item right now, its line will be skipped.
Expenses
All expenses that are consumed are added to the plan.
If the expense on the posted work order line doesn't exist anymore, its line will be skipped.
For all lines: estimated quantity on the work order plan line is set up as the consumed quantity from the posted work order line.
Example screenshot below:
From the given example: the first three lines came from the plan, but there was no consumption of them. The last three were not planned but added to the work order and consumed. After updating resources on the plan, the first three will be deleted from the plan, last three (KC, LM, LP) will be added to the plan with relevant estimated quantities on them (estimated quantity on updated plan = quantity consumed on the work order).
Follow-up Work Order
On the posted work order card you can see the following fields (both hidden by default):
- Follow Up Orders - shows the number of work orders that are follow-up orders for this posted work order.
- Follow Up Orders to - shows the number of orders for which this posted work order is a follow-up.
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.