This blog provides an overview of the Inventory Management in Dynamics 365.
For utilizing this feature in Dynamics 365 you would need to configure below items.
1. Configure and set up customer assets
Now as the name suggests, customer assets is a list of serviceable items. These customer assets can be created manually or automatically added to service location.
To view customer assets, go to Field Service; under the “Service Delivery” section in the sitemap, click on Customer Assets.
You will see the Active Customer Assets view. Click on New to create a new asset record.
Fill in the Name of the asset and the Service Account to indicate the service location.
You could also fill in the Parent Asset to have hierarchical subcomponent of the assets. The Product is selected to identify this asset from the product catalogue
Save the record.
To Automatically Add to Service Location
In the product catalogue, find a product that you would like the system to automatically add as a customer asset when sold to a customer. In the Field Service section of the product record form, set the Convert to Customer Asset field to Yes.
Save the changes to the product record.
Now, when a work order is completed, by changing the work order system status to Closed – Posted, if the work order includes a work order product that was set to convert to Customer Asset, the system will automatically generate the customer asset record, and associate it with the service account listed on the work order.
2. Create a purchase order
A purchase order is created to purchase products to sell to a customer in a work order
- Create a purchase order
Go to Field Service and under the Inventory & Purchase section in the sitemap and click Purchase Orders.
You will see the Active Purchase Orders view. Click on New to create a new asset record.
Enter the Purchase Order Date and the Vendor. Fill in other details and Save the record.
If you link the purchase order to a work order, then when you receive the product, it will be added directly to the work order as a work order product.
- Add Products to the purchase order.
In the product sub grid section, click +Add Purchase Order product record.
In the New Purchase Order Product screen, set the product and associate the purchase order product. Save and close record.
- Get purchase order approved.
If you have permissions to approve the purchase order, then go to the purchase order and change the Approved Status to Approved.
- Create a receipt for the purchase order
When the order arrives, then you can create a receipt.
To create a purchase order receipt, go to Field Service, and under the Inventory & Purchase section in the sitemap, click Purchase Order Receipts.
You see the Active Purchase Order Receipts view. Click on New to create a new asset record.
Give the receipt a name and assign it to the purchase order, and then mark the person creating the receipt.
Dynamics 365 provides a business process for the purchase order that assist in creating “purchase order receipt” and “purchase order bill” during the process.
The business process can be configured to as required but out of the box the business process screens are as below.
Clicking on Create would open the new record creation screen for purchase order receipt and purchase order bill respectively.
- Add purchase order receipt products
To add the purchase order receipt products, on the purchase order record, click the drop down arrow next to the purchase order name created, and then click Receipt Products.
- Create purchase order bill
Purchase Order bills can be created with the purchase order business process flow assistance as explained in the few steps above or by navigating to Field Service > Purchase Order Bills > click “New”.
Fill in the Purchase Order, Bill Date, Vendor Invoice Number for reference.
To add items on the bill, from the top menu, click the drop-down arrow next to the bill name, and then click Receipt Products.
3. Create an inventory transfer
This is useful when the inventory location changes and you need to record the inventory location transfer
To initiate the inventory transfer, go to Field Service, and under the Inventory & Purchase section in the sitemap, click on Inventory Transfer.
Note: Do not create an inventory transfer using the +New option.
On the command bar at the top, click Transfer Inventory.
A new pop up window will appear.
Select the Source Warehouse — this is where the inventory is currently stored.
Select the Destination Warehouse — this is where the inventory will be moved to.
Select “Transfer All Products” or enter the quantity you want to transfer in the Transfer Qty field.
Note: you cannot transfer more than what is listed in Quantity On Hand.
4. Create an inventory adjustment
When you add, or subtract inventory to or from a warehouse, an inventory adjustment needs to be done.
- Create an inventory adjustment
For an inventory transfer, go to Field Service and under the Inventory & Purchase section in the sitemap, click on Inventory Adjustments.
On the Active Inventory Adjustment screen, click +New.
Choose the Warehouse where the inventory will be added or subtracted.
Choose who is making the adjustment.
- Add products to the inventory adjustment
From the top menu, click the drop-down arrow next to the item you created, and then click Products.
Click +Add New Inventory Adjustment Product.
Fill in the Product, Unit, and Quantity.
Click Save & Close.
5. Process a return
6. Create a return to vendor
(**Will cover the above 2 topics in my next blog.)
7. View product inventory
To view the product inventory, go to Field Service, and under the Inventory & Purchase section in the sitemap, click on Warehouses.
Select a warehouse from the list. From the top menu, click the arrow next to the warehouse name, and then click on Product Inventory.
Here, we get a view of the product inventory with below details:
- Quantity Available represents how many units of the product are free to be used.
- Quantity Allocated represents how many units of the product from this warehouse are reserved for work orders.
- Quantity on Hand is the total of available and allocated inventory.
- Quantity on Order represents how many units of that product are currently in the purchasing process, but have not yet been received.
More on processing an inventory return in my next blog.
Thanks for reading!
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