Manage fleet maintenance

Run a periodic job to automatically create maintenance work orders for business objects that are due for time-based maintenance within a specific timeframe.

All generated work orders are stored in the maintenance history.

Manually create a maintenance work order for a business object.

For time-based maintenance, refer to the activity: Create maintenance work order (batch).

For consumption-based maintenance, the plan must include an attached meter. Register a new meter value from the business object or work/rental order. If the value exceeds the threshold, a work order is created based on the default maintenance plan.

You can maintain a business object by creating a default maintenance plan. There are three types of maintenance plans:

• Time-based – Perform recurring maintenance such as a monthly or yearly inspection.
• Consumption-based – Perform maintenance based on usage, such as every 10,000 miles or 5,000 hours. Update this via a meter reading.
• Time and consumption-based – Combine both time and usage criteria for maintenance planning.
• You can also create a recall for one-time large-scale maintenance. However, it is recommended to use the recall menu item for this. See the ‘Manage recall’ flow.

Default maintenance plans act as templates. When you create a new business object, it inherits the linked default maintenance plan setup.

These default plans are linked to the product level. When a product becomes a business object, the default plan is copied to the business object record.

You can also manually create a maintenance plan on a business object. This has the same setup but does not include the ‘Recall’ option.

Use the mobile app to start, perform, and finish scheduled service and maintenance tasks. This flow outlines the required activities to process these tasks.

You can complete all activities or skip those not relevant to the task, depending on your situation.

After creating a new work order, you can update several elements. If the start and end dates are not set in the template, enter them on the work order. This ensures the work order appears on the graphical plan board for resource planning.

You can do the following:

• Enter journals (hour, expense, item, fee) on the work order line. Hour journals can populate automatically based on task setup.
• Add item requirements, purchase orders, or sales orders to the work order line.
• Update the work order status from the work order line.

Set up a status group in the task to allow or restrict registrations and journals based on the work order's status.

• Check functionalities such as rental transactions, status history, resource planning, task checklists, and task requirements on the work order line tab.

If item requirements are used, enable the work order parameter ‘Auto create maintenance item requirement’ to view these on the work order.

If a worker from another legal entity executes a work order, a timesheet is created instead of using the hour journal. For example, if a DEMF worker completes a work order created in USMF, a timesheet is created in DEMF after the hours are posted.

After the worker posts hours using the Field Service app and the entry is processed on the Work order line transactions page, the system creates a timesheet in the worker’s legal entity.

Required setup:

• Go to Project management and accounting parameters and enable:
  • Intercompany resource scheduling
  • Intercompany timesheets
  • A default project category
• Set up workflows for timesheets in Project management and accounting workflows.
• Configure intercompany accounting in General ledger > Posting setup > Intercompany accounting.
• Set up project categories to support intercompany postings.
• Define an intercompany customer and an intercompany vendor in each legal entity.
• Go to Work order project planning > Setup > Work order parameters. In the General section, set the Hour transaction journal type to Timesheet.

Note: For more details, see the Microsoft Learn documentation on intercompany project timesheets.

If a worker from another legal entity uses an item, the system triggers an intercompany transaction. For example, a DEMF worker uses a spare part while executing a USMF work order. The Field Service app records the transaction.

The system then creates a purchase order in USMF and a sales order in DEMF. It also creates an item journal in the project.

Required setup:

• Define intercompany customers and vendors in the legal entities.
• Set up the warehouse for the intercompany vendor or the item.

Process:

• Create a work order in USMF with a USMF project.
• Assign the order to a DEMF worker.
• The worker uses a spare part from the DEMF warehouse and registers it via the Field Service app.
• In D365 F&SCM, go to Work order project planning > Inquiries > Work order line employee app > Work order line transactions to process the item.
• The system creates a purchase order in USMF using the default warehouse setup.
• A sales order is created in DEMF for the DEMF warehouse.
• An item journal is created for the USMF project with the Main_US warehouse.
• Auto-posting (placeholder).