Track and manage tools used in your company on maintenance jobs to get a full overview of how they are being used. With the Tool Crib module, you can register handouts of tools and register returns so you can see who is using which tools. Tools are essentially assets and function the same way in many cases. You can set up your tools as assets and create Toolboxes with multiple tools within, track the condition of tools, track the costs spent on maintaining tools and more, just like you can do with Assets.
The Tools List is similar to the Assets List. Tools are essentially Assets and are set up the same way as an Asset, and they are also visible on the Assets List.
Comparing the Tools List to the Assets List:
From the Tools List, you can easily register a Tool Handout or Tool Return by selecting the ellipsis button on the chosen record.
[!NOTE] Return is available only when the selected tool is currently in use.
On the Tools List, you can see if a tool is in use and by who, and you can register handout and return from the ellipsis button of a Tools List line.
From the system perspective, the Tool Card is the Asset Card. This means that you can perform almost the same processes that you can do on an asset.
On the card, you are specifying that an asset is a tool by selecting its Type as Tool.
When an asset is marked as a tool, you will see an additional tab 'Tool' where you will see:
On the Asset Card of the tool, you can use counters in the same way as it works on an Asset. The Tool Crib module makes it possible to register a reading automatically every time a tool is returned. Using Counters on tools, you can easily track how many times a tool has been handed out and how often it has been handed out.
To do this, you need to have a counter which is set up as a Relative counter:
With this setup, every time someone is returning a tool, a '+1' reading value will be added to the selected counter.
You can register a Tool Handout from two places:
You will see Register Tool Handout/Return which is useful if you want to register a handout quickly without any changes. For a simple Tool Handout, you only need to specify the person who is handing out the tool.
You can also always extend the Register Tool Handout/Return by adding fields that are hidden by default using personalization. The available fields are:
On the Tool Handout card, opened from the Tool Handouts list, you can specify details and add handed-out assets manually.
On the card, specify who the tool is handed to in the Handed to field. If needed, change the Register Date-Time. You can add tools to the lines by selecting the Add Tool button and choosing the tool from the list. On the list, you can change the value in Max Handout Time (days) if it's editable.
When a parent and its children are added to the lines, only the parent can define for how many days it can be handed out. To finalize the process and hand out the tool(s), select Register from the toolbar.
Every time you are handing out a parent tool, or you are adding it to the lines on the Tool Handout document, all children below this parent are added automatically. You can treat parents in that case as a toolbox that contains different tools and any tool from the box should not be used alone but handed out as a whole box of tools.
You can create workflows for when a Tool Handout and Return has been registered in the system. Read more about how to set up workflows using Power Automate in Business Central.
See: Workflows
In Tools > Open Handouts you can get an overview of the current status of all handouts that have not yet been returned.
On the list you can check:
By different text formatting, you can easily check:
From the list, you can also check the Handout Document by highlighting the record from the list and selecting the Handout Document button from the toolbar.
You can register a Tool Return from two places:
You will see Register Tool Handout/Return which is useful if you want to register a return quickly without any changes. For the simple Tool Return, you just need to select the Register Return button - the Returned By is filled in automatically and cannot be changed.
You can also always extend the Register Tool Handout/Return by adding fields that are hidden by default using personalization. The available fields are:
[!NOTE] If you selected a child asset, you will see a notification that the record was handed out with the parent, and you will be asked if you want to return the parent with all its children. If not, the return will not be processed.
On the Tool Return card, specify details and add returned assets manually. On the card, you have to specify the person who is returning the tool. If needed, you can change the Register Date-Time. You can add tools to the lines by selecting the Add Tools button and choosing the tool from the list. The list contains only these records which were handed out by the selected employee (specified in the Returned By field).
Continuous Improvement
[!TIP] Regular review and optimization of Tool Crib Card management processes ensures continued effectiveness and user satisfaction.
Working with Tool Crib Cards effectively provides comprehensive tool management capabilities that improve asset accountability, optimize utilization, and ensure proper maintenance of valuable equipment. Proper implementation and maintenance of accurate card information creates an efficient system for tracking tools throughout their lifecycle.
Key success factors include:
The system requires ongoing attention to data quality, user training, and process optimization to maintain effectiveness and support organizational tool management objectives.
[!NOTE] Tool Crib Cards are most effective when integrated with other maintenance management processes and supported by comprehensive user training and quality control procedures.
For additional assistance with Tool Crib Card procedures, configuration options, or specific technical questions, contact your system administrator or Dynaway support team.
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