Introduction
Contractors can be used on Work Order Plans and Work Orders. This functionality is currently not available on Rounds.
Working on Work Orders often involve internal maintenance workers from your own maintenance department who carry out the maintenance jobs described in the Work Orders. However, external work from Contractors may also be required to do maintenance work on your machinery. Examples of Contractors are service technicians from your supplier, or external service companies, which specialize in maintenance of the production equipment, or other types of equipment, used in your company.
If you want to use Contractors on your Work Orders, you set up Vendors for that purpose, and you register expenses regarding Contractors' work hours by using a specific expense category for consumption registration on the Work Orders.
The setup and use of Contractors on Work Orders include
Set up Vendors to be used as Contractors on Work Orders. Set up Expense Categories for registering costs related to Contractors' work hours. Create a Work Order Plan (with the Contractor added as Vendor on the Plan), and calculate a Work Order for the Plan. The Contractor starts work on the maintenance job, as described in the Work Order. When the maintenance work is completed, register hours regarding Contractor work as expense registration lines on the Work Order.
Contractors are vendors or individuals not directly employed by your organization but engaged to carry out maintenance tasks. You can:
- Register contractors as vendors
- Mark vendors as maintenance contractors
- Assign contractors to work orders and expense lines
- Track contractor costs and performance
- Attach contracts and compliance documents
Register contractors as vendors
- Go to Vendors in Business Central.
- Select New to create a vendor card for each contractor.
- Enter required details:
- Name and contact information
- Address
- Payment terms
- Vendor posting group
- Bank details
- Attach contracts, certificates, and compliance documents using Document Attachment.
Mark vendor as maintenance contractor
- On the vendor card, locate the Maintenance Contractor field or checkbox.
- Set this to Yes to make the vendor available for maintenance work orders.
- Only marked vendors can be selected in contractor-related fields.
Set up contractor as a resource (optional)
- Create a Resource record for each contractor if you want to track hours or assign tasks.
- Link the resource to the vendor for unified management.
- Set up resource groups to categorize contractors by skill or type.
Attach agreements and documentation
- Use Document Attachment to store contracts, certificates, insurance, and compliance records on vendor or resource cards.
- Keep documentation up to date for audits and compliance.
For more details, please visit Microsoft Learn
Assign contractor to a work order
- Add an expense line to the work order.
- On the expense line, select the vendor in the Vendor No. and fill in Actions Contractor field with the same data.
- Save the expense line. This links the contractor to the specific expense within the work order.
- The expense line, with the assigned contractor, is now part of the work order and visible on the work order card and reports.
- You can filter, sort, and report on work orders by contractor as needed.
- Record contractor costs using expense or resource lines on work orders.
- Use built-in reports to analyze contractor performance, costs, and compliance.
- Review ledger entries to confirm posting and closure of contractor expenses.
- Assign multiple contractors to a work order using resource groups or multiple expense lines.
- Use filters and views to quickly find work orders by contractor, status, or location.
- Create purchase orders directly from contractor expense lines, or use Get Expense Line in purchase orders to import contractor costs.
- Attach and track certificates, insurance, and other compliance documents for each contractor.
- Use reporting tools to monitor contractor performance, cost efficiency, and compliance over time.
Contractor management in Dynaway EAM streamlines collaboration with external service providers, improves visibility, and supports effective maintenance operations. Use the flexible setup options to tailor contractor management to your organization's needs.