Asset Spare Parts

When you create a work order, you can indicate any materials you believe will be required to complete the requested maintenance. This can be an important part of the maintenance process, as the availability of anticipated materials can impact the scheduling of work orders.

It is possible to associate certain spare parts with a particular asset. If for example you have a number of materials that are used with a particular piece of equipment, you can identify them as that equipment's spares on the asset card.

Spare parts are classified as either stock or nonstock spares.

Stock Spares

Stock spares are the materials that you keep on hand. If for example you have a frequently performed preventive maintenance activity that calls for the use of a spare part, you may keep a supply of that item in your inventory.

Stock spares are set up as item records within Dynamics NAV. Like any other item, both the quantity and value of a stock spare are maintained within the program.

You can designate an item as a stock spare by selecting Spare in the Item Type field on the item card. When accessing a list of available materials from many maintenance windows, there is often a filter in place that only displays spare items.

When you post a material journal or purchase line for a stock spare, a negative adjustment for the specified quantity of the item is entered in the item's ledger. The impact to your inventory value is posted to general ledger accounts according to the posting groups you have assigned to the stock item.

Nonstock Spares

There may be many spare parts that you do not stock. This can be due to the fact that they are infrequently used, or particularly expensive. Instead of being stocked, they are ordered as needed.

For the purpose of planning maintenance activities and recording material costs, it is still important to note nonstock spares. These spares are entered as lines on asset and work order cards. Information such as the item's part number, description, and cost is manually inputted by the user.

Nonstock spare information is also manually entered in the material journal or on a purchase document. When posted through a material journal, the entered cost for the item is recorded in the relevant asset's maintenance ledger, and there is no effect on the general ledger. When posted through a purchase document, the user must enter a general ledger account on the purchase line. The value on the purchase line is posted to the assigned G/L account as an expense.

Asset Spares

You can define an asset's stock and nonstock spares on the Spare Parts FastTab of the asset card. Information for stock spares is copied by the program from an item card, while all nonstock spare information must be manually entered.

Every asset can have an assigned manufacturer code and model number. When you assign spare parts to an asset, they become defined for that asset's combination of manufacturer code and model number. Any other assets that have the same combination of values will automatically have the same list of spare parts. This can be convenient when you have multiple asset records for the same type of asset. For example, if you have 20 delivery trucks that are all the same make and model, you can define a list of spare parts on one asset card, then assign the same manufacturer code and model number to the asset cards you have set up for the other vehicles.

When you assign materials to a work order for an asset with defined spares, you can choose from a list of that particular asset's spare parts, as opposed to a list of all existing spares. You can also enter materials other than an asset's defined spares on a work order.