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NAV Updates

Fixed Assets Maintenance in NAV -Part 2

This article is the continuation of the Fixed Assets Maintenance in NAV.

Fixed Assets Maintenance Costs and Registration

Maintenance Costs every time that a fixed asset is sent for service, you have to record the relevant information, such as date of service, vendor number, service agent name, and phone number. Microsoft Dynamics NAV  lets you register and easily track this information.

When the service is completed, and you receive a maintenance invoice, you register the maintenance costs through a FA G/L journal, purchase invoice, or FA journal, depending on whether the associated depreciation book is integrated with a general ledger.

Keeping Track of Service Visits

Every time someone performs the maintenance on a fixed asset, you can register in the Maintenance Registration window.

To track a service visit, follow these steps

  1. In  navigation pane, click to the Departments > Financial Management > Fixed Assets > Fixed Assets.
  2.  Choose to the line with the fixed asset for which you want to register the service visit.
  3. On the Home FastTab, click Maintenance Registration.

The Maintenance Registration figure shows an example of registered
maintenance for fixed asset FA000030

MAINTENANCE COSTS AND REGISTRATION

MAINTENANCE COSTS AND REGISTRATION

4. To register the maintenance visit, fill the fields as described in the below table.

Field Description
Service Date Enter a date the fixed asset is being serviced.
Maintenance Vendor No Enter the number of a vendor who is performing the maintenance.
Comment Enter the description of maintenance being performed.
Service Agent Name Enter the name of a person who is performing the service.
Service Agent Phone No. Enter a telephone number of service agent.

 

5. You can schedule the next maintenance for the fixed asset by setting the Next Service Date field on Maintenance FastTab of the fixed asset card.
6. Click OK.

Following Up on Service Visits

To View which assets are scheduled for the service visits, you can print the Maintenance – Next Service report. The report can be used to update the Next Service Date field on the fixed asset cards.

To run the report, follow these steps:

  1. In the navigation pane, click to the Departments > Financial Management > Fixed Assets > Maintenance Next Service.
     SERVICE REPORT REQUEST WINDOW

    SERVICE REPORT REQUEST WINDOW

  2. On the Options FastTab, define the period that the report should display by filling the Starting Date and the Ending Date fields. Fixed assets that have the next service date that is before a date in the Starting Date field or after the date in the Ending Date field will not be added in the report.
  3. On the Fixed Asset FastTab, you can set any filters that you want so that the report includes a specific fixed asset or an asset with specific class and subclass codes.
  4. Click to the Print to print the report or Preview to preview the report on screen.
 SERVICE REPORT PRINT PREVIEW

SERVICE REPORT PRINT PREVIEW

Recording Fixed Assets Maintenance Costs

When you receive the maintenance invoice, you can record the maintenance costs in the Dynamics NAV 2013 in one of the following ways:

  • If G/L integration is activated for the depreciation book, use a purchase invoice or a FA G/L journal.
  • If G/L integration is not activated for the depreciation book, use only a FA journal.

Recording Maintenance Costs Using the Purchase Invoice

To record the maintenance costs using the purchase invoice, follow the below steps:

  1. In navigation pane, click to the Departments > Financial Management > Payables > Purchase Invoices.
  2.  Click New.
  3.  Press ENTER to have a program assign the number to an invoice.
  4. Fill the invoice as displayed in the Purchase Invoice figure.
 INVOICE WINDOW

INVOICE WINDOW

Make sure that the Lines FastTab, you set the Type field to Fixed Asset and FA Posting Type field to the Maintenance.
Note: The FA Posting Type is not added in the standard layout. However, you can insert it with the select the Column function

5. On the Home FastTab, click Post to post the invoice.
6. When you receive a message Do you want to post an Invoice?, click Yes.

Note: You can set the type of the maintenance. The Maintenance Type is not added in the standard layout. However, you can insert it by using Page Designer.

Recording Maintenance Costs Using the FA Journal

When you post to the depreciation book in which the G/L integration is deactivated for the maintenance costs, you must use a fixed asset journal. This may be useful when, for example, you want to record maintenance for a third-party fixed asset that must not be reflected in the general ledger, for example, leased warehouse premises. The way that you post maintenance costs in a FA G/L journal resembles the way that you post in a FA journal. In a FA journal, you do not have to specify the balancing account. In this example, you will post maintenance costs for FA000050 though a FA journal. Because the G/L integration is activated for the maintenance costs for this fixed asset, you will deactivate it temporarily for the demonstration purposes, post the maintenance costs, and then the reactivate the G/L integration.

To post Fixed Assets maintenance costs, follow these steps:

  1. In navigation pane, click to the Departments > Financial Management > Fixed Assets > Depreciation Books.
  2. Double-click the COMPANY depreciation book.
  3. On the Integration FastTab, clear the Maintenance field.
  4. Click OK.
  5. In navigation pane, click to the Departments > Financial Management > Fixed Assets > FA Journals.
  6. In the Fixed Asset Journal window, fill the fields as displayed in the below table.
    Field Value
    FA Posting Date 01/23/14
    Document Type Invoice
    FA No. FA000050
    FA Posting Type Maintenance
    Amount 951.20
    Maintenance Code SERVICE

Note: The Maintenance Code field is not added in the standard layout.
Use the Choose Column function to insert it.

FIXED ASSETS MAINTENANCE

FIXED ASSETS MAINTENANCE

7. Click Post to post the journal.
8. When you receive a message Do you want to post a journal line?, click Yes.
9. When you receive a message A journal lines were successfully posted, click OK.
10. After you post the journal, activate the G/L integration of maintenance in the COMPANY depreciation book again. On the Integration FastTab, select the Maintenance field.

For Part 1 please check: http://msdynamics.net/2018/07/03/fixed-assets-maintenance-nav-part-1/

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