Asset bills of materials

  • 8 minutes

This unit describes asset bills of materials (BOMs). An asset BOM is basically all the items (spare parts and other items) that are used on an asset during its lifetime.

When you create a new asset, consider setting up an asset BOM as a part of the setup procedure for the following reasons:

  • You can track item history for the asset from the creation date.

  • After you've completed a maintenance job, and item consumption has been registered on a work order, you can track consumption of spare parts and other items that are used on the asset.

    This functionality lets you keep a complete item consumption record for all your assets. For example, you can monitor how often a specific spare part is replaced or keep track of the spare parts or other items that are currently used on an asset.

  • You can track spare parts history for assets after item consumption is registered on a work order. To use this approach, select the item groups that should be used for spare parts registration on the Spare parts item groups page.

    Note

    On a work order, item consumption might include spare parts and other items such as lubricants, bolts, and gaskets that are not part of the asset BOM.

  • You can set up an asset BOM to be automatically updated. For example, if a work order lifecycle state has a Finished state, and as part of that state, the Update asset BOM option is set to Yes on the Work order lifecycle state page, all items that are used on the work order will be automatically updated on the Asset BOM page when the work order is updated to that lifecycle state.

  • You can manually update an asset BOM by creating new item lines on the Asset BOM page.

Before you can use the asset BOM functionality, you first need to set up the required spare parts item groups. After you have accomplished that task, then you can set up a work order lifecycle state that will automatically update an asset BOM when a work order is completed.

Set up spare parts item groups

The setup of spare parts history is based on item groups that are created in the Inventory and warehouse management module in Supply Chain Management. In Asset Management, you can set up item groups so that you can track spare parts history for the items in the selected item groups.

  1. Go to Asset Management > Setup > Assets > Spare parts item groups and select New.
  2. In the Item group field, select the group. The Name field will auto-populate.
  3. Save the item group.

View and update asset BOMs

When the item consumption is posted on a work order, you can view that information on the Asset BOM page.

  1. Go to Asset Management > Assets > All assets. Select an asset from the list and then, on the Asset tab, select Asset BOM from the View section.The Asset BOM page appears.
  2. Select Update asset BOM from the main menu. The Update asset BOM dialog box opens, where you can add assets, asset types, and resources to the update, as required.
  3. In the Run in the background section, you can set up the update function as a batch job and also define the frequency on the Recurrence tab.
  4. When you are finished, select OK to start the update.
  5. If you want the BOM line to include more information, go to Inventory on the main menu and select Display dimensions. The Display dimensions dialog box appears, where you can select the check boxes for the dimensions that you want to see.
  6. To keep this setup for all assets on the Asset BOM page, set the Save setup option to Yes.

Note

To view all item consumption registrations on all assets, select Asset management > Inquiries > Assets > Asset BOM.

To get an overview of where in Asset Management the item on the selected line is used in relation to assets, job type defaults, spare parts, and work orders, select Item where used.

If you want to see only active item lines, select View > Current. To see all item lines, including lines where the expiration date is earlier than the current date, select View > All.

Note

When you've completed a work order, if some items or spare parts that are related to the related asset have expired or have been replaced by other items or spare parts, we recommend that you update the asset BOM accordingly.

Create a new item line in an asset BOM

Imagine that you just found out that you need to add a new item to the asset BOM. Fortunately, a simple way exists to accomplish this task manually.

  1. On the Asset BOM page, select New.
  2. In the Asset field, select the asset to add an item line for.
  3. In the Line number field, enter the next sequential line number.
  4. If the item has an expiration date, enter that information in the End date field.
  5. In the Item number field, select the item. After the item has been selected, the name is automatically entered in the Product name field.
  6. In the Quantity field, enter the quantity that is used for this asset. After you have entered a number, the Unit field is automatically updated.
  7. If a work order job that is related to this asset exists, you can enter that information in the Work order job field.
  8. If this item can be replaced by another one, enter that information in the Replaced by field.

Watch the following video to learn more about asset BOMs.