Field Service – Dynamics 365 Blog

Field Service – Dynamics 365 Blog

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.

Manual Method

To view customer assets, go to Field Service; under the “Service Delivery” section in the sitemap, click on Customer Assets.

Microsoft Dynamics 365 Inventory Management (Field Service) – Part 1

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

  1. 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.

  1. 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.

  1. 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.

  1. 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.

Save record.

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.

  1. 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.

  1. 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.

Save record.

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.

Click Transfer.

4. Create an inventory adjustment

When you add, or subtract inventory to or from a warehouse, an inventory adjustment needs to be done.

  1. 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.

Click Save.

  1. 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!

The post Microsoft Dynamics 365 Inventory Management (Field Service) – Part 1 appeared first on Dynamics 365 Blog.

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Microsoft Dynamics 365 Inventory Management (Field Service) – Part 1

Microsoft Dynamics 365 Inventory Management (Field Service) – Part 1

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.

Manual Method

To view customer assets, go to Field Service; under the “Service Delivery” section in the sitemap, click on Customer Assets.

Microsoft Dynamics 365 Inventory Management (Field Service) – Part 1

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

  1. 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.

  1. 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.

  1. 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.

  1. 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.

Save record.

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.

  1. 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.

  1. 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.

Save record.

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.

Click Transfer.

4. Create an inventory adjustment

When you add, or subtract inventory to or from a warehouse, an inventory adjustment needs to be done.

  1. 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.

Click Save.

  1. 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!

Published at Mon, 31 Jul 2017 17:00:19 +0000

Microsoft Dynamics 365 Resource Scheduling (Field Service)

Microsoft Dynamics 365 Resource Scheduling (Field Service)

In this blog, let’s consider the resource scheduling settings to be done for working on the Field Service schedule board.

To begin with, for the schedule board functionality, we need to turn on maps. To turn on the maps, go to Resource Scheduling > Administration.

Microsoft Dynamics 365 Resource Scheduling (Field Service)

Click Scheduling Parameters.

Set Connect to Maps to Yes.

Click OK on the disclosure window and Save the record.

Also, let’s look at the resources data to be configured for filtering the right resources as per the work orders and services.

Go to Resource Scheduling, and under the Scheduling Section, we have various scheduling criteria data to be set as seen in the screenshot below.

  1. Resources: This displays the list of all bookable resources available in the system. The resource types could be Contact, User, Account, Equipment or Group.

For creating a new resource, click on +NEW and fill in the resource information.

Here you set the resource type. You can also specify the known resource skills, role, target utilization and characteristics with rating values, among other resource information that be captured.

  1. Resource Roles: This is a list of all the different roles of resources available in the organization.

New roles can be created by clicking +NEW. Give the role a new name. Billing Type can be set for the resource to chargeable/non-chargeable. Skills required for the role can be listed too.

  1. Resource Skills: This displays the characteristics of the resources that could be required for providing service.

 

Each characteristic type might require an approval at the resource level. While creating a skill, record details and save.

  1. Proficiency Models: Different rating models can be configured along with the rating values.

  1. Resource Requirements: Under resource requirements, you have preconfigured views that return list of resources as per the allocation and availability.

  1. Resource Bookings: Here we have the list of all the resource bookings. The start/end time, duration, booking time, status for each resource booking.

Here’s an overview of the schedule board.

To view the schedule board, go to Resource Scheduling > Schedule Board.

The schedule board is displayed with various filtering options as in the screenshot below.

The work orders would be displayed in different colour (as the legend seen above) as per the work order status and allocation. You can drag-drop available resource on to a work order on the schedule board or the scheduling assistant or the Book tool to manually book a resource on a work order.

The map view helps in locating the resource and the work order/service requirement.

The Resource Scheduling Optimization solution provides automatic scheduling of multiple booking requirements that minimizes overall travel time and maximizes efficient use of all resources. Resource availability, skills required, working hours, duration, and time windows are considered to optimize schedule.

Click the settings icon to manage the schedule board settings. The board settings that can be managed are:

  • Time Zone
  • Working Time
  • Resolution Time
  • Resources per Page
  • Number of weeks per page
  • Travel Duration Settings

  • View Settings
  • Booking Requirement Settings

You can edit tab settings by clicking on the Open Tab Settings button.

In the schedule board in the top right corner, we have the Initial public view (tab settings window for this view is seen above). To create a new tab click +. The tab settings window would be displayed for the new tab. Fill in details and click Apply.

That’s it in this blog on Resource Scheduling and an overview of the Schedule Board.

Thank You!

Published at Thu, 10 Aug 2017 17:00:29 +0000

What’s up with Dynamics 365 Business Apps?

What’s up with Dynamics 365 Business Apps?

Overview

Dynamics 365 arrived with a myriad of new features and functionalities, one of which is Business Apps. In this post, we’ll talk about what it is and how it can benefit users and developers.

Well, what is Business Apps?

The official description describes Apps as “solution-aware components that store references to the existing Dynamics 365 schema.” You can create custom task-based apps which access and visibility can be controlled using security roles.

This is a new concept to Dynamics CRM, but it is crucial for Microsoft as it allows then to combine applications (such as Dynamics CRM, AX, and NAV) to be integrated into Dynamics 365. Dynamics 365 also separates CRM existing and new functionalities into separate applications (such as Sales, Customer Service, Field Service, and Project Service Automation).

Admittedly, this concept can be rather confusing for existing Dynamics CRM users who are used to all those functionalities packaged into a single navigation system, but it is easy to get used to it.

Think about it as applications within Dynamics 365. First, you choose what task you want to do (say, Sales), then you can access functionalities within the Sales App. If you then decide you want to do something else (say, Customer Service), then you swap between applications by choosing Customer Service App, and so on.

What’s up with Dynamics 365 Business Apps?

Once you select the business app (in this example Sales), Dynamics 365 will then navigate to the app’s main page, and clicking on the Apps’ main menu will display the ever familiar navigation menu. The difference is that this menu will only show items that are part of selected app (in this case Sales) instead of all items the logged-in user has permission to view.

What’s the difference with Solution?

Solution packages customizations and custom code into a distribution artefact. This includes entities, fields, processes, assemblies, security roles, etc. Apps are also part of solution. An app packages a subset of solution into a task-oriented module.

As an analogy, if previously Dynamics CRM is a solution, then the different modules (Sales, Marketing, and Service) are apps.

Where to get apps?

Microsoft provides AppSource, an application store where line-of-business SaaS applications from Microsoft and its partners are available for free trial or purchase. As of January 2017, it hosts more than 450 applications, more than 250 of which are for Dynamics 365.

You can get apps directly from Dynamics 365 by clicking on Get more apps link on My Apps menu panel.

Designing your own apps

Designing apps is relatively straightforward with App Designer. It looks and feels like the new Business Process Flow designer.

  1. Add/Edit/Remove Artifacts and Entity Assets (1, 1a, 1b)

Using these controls, you can add artefacts such as entities, choose dashboards and Business Process Flows for the entity (1a). You can also choose which forms, views and charts for the selected entities via Entity Assets (1b).

  1. Site Map

Open Site Map designer by clicking on the arrow button.

  1. Dashboards

Display which dashboards selected. Click on Arrow button to edit.

  1. Business Process Flows

Display which Business Process Flows selected. Click on arrow button to edit.

  1. Entity View

Display and select which forms, views and charts to select for an entity.

  1. Save, Validate, and Publish

Save, validate and publish your app.

Summary

The new Business Apps feature is an elegant way to group functionalities. Previously, this would have been done using Sitemap and Security Roles, which can be rather complex and problematic.

Published at Tue, 15 Aug 2017 17:00:59 +0000