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Component Journal

Record component installations, removals, and replacements using the Component Journal worksheet - the primary tool for documenting component operations.

image-20251221-190019.png

Understanding Component Journal​

What is Component Journal?​

Component Journal = Worksheet for recording component operations before posting to ledger

How It Works:

  1. Open Component Journal

  2. Add journal lines (one per component operation)

  3. Fill in: Asset, Item, Entry Type, Quantity, etc.

  4. Post journal

  5. Component Entries created

  6. Complete audit trail

Similar To:

  • Item Journal (for inventory)

  • Asset Journal (for holder changes)

  • General Journal (for accounting)

Component Journal vs. Component Entries​

Component Journal = Temporary worksheet (editable)

Component Entries = Permanent ledger (not editable)

| Aspect

|

Component Journal

|

Component Entries

| | --- | --- | --- | |

Type

|

Worksheet

|

Ledger

| |

Editable

|

Yes (before posting)

|

No (permanent)

| |

Purpose

|

Record operations

|

History/audit trail

| |

Created

|

Manually by users

|

Automatically on posting

| |

Deleted

|

Can delete lines

|

Cannot delete entries

|

Workflow: Component Journal → Post → Component Entries

Opening Component Journal​

Search Method​

Step 1: Search

  1. Press Alt+Q (Tell Me)

  2. Type "Component Journal"

  3. Select "Asset Component Journal"

  4. Page opens

From Role Center​

Method: Navigate → Maintenance → Component Journal

Result: Component Journal opens

Journal Batch Management​

What is a Batch?​

Batch = Container for journal lines

Purpose:

  • Group related operations

  • Separate different types of work

  • Multiple users can work in different batches simultaneously

Examples:

  • MAINTENANCE (scheduled maintenance lines)

  • REPAIR (repair operation lines)

  • INSTALLATION (new component installs)

Batch Selector​

Location: Top of Component Journal page

Field: "Batch Name"

Default: DEFAULT (auto-created if no batches exist)

image-20251221-190112.png

Creating New Batch​

Step 1: Open Batch Selector

  1. Click Batch Name field

  2. Click lookup (dropdown arrow)

  3. Batch list opens

Step 2: Create New Batch

  1. Click New

  2. Name: Enter batch code (e.g., MAINTENANCE)

  3. Description: Enter description (e.g., "Scheduled Maintenance")

  4. Click OK

Step 3: Select Batch

  • New batch now available in selector

  • Switch between batches as needed

Understanding Journal Lines​

Journal Line = One Component Operation​

Each Line Records:

  • Which asset (Asset No.)

  • Which component (Item No.)

  • What operation (Entry Type)

  • How many (Quantity)

  • Where in asset (Position)

  • When (Posting Date)

  • Why (Reason Code)

Multiple Lines: Create multiple lines for multiple operations

Journal Line Fields​

Asset No. (Required)​

Type: Code[20]
Required: Yes
Links To: Asset Pro Asset table

Purpose: Which asset this component is for

Lookup: Opens Asset List

Validation:

  • Asset must exist

  • Asset must not be blocked

Auto-Fill: Asset Description

Example: VEH-001 (Fleet Truck)

Asset Description (Read-Only)​

Type: Text[100]
Auto-Populated: From asset record
Editable: No

Purpose: Asset name for reference

Item No. (Required)​

Type: Code[20]
Required: Yes
Links To: Business Central Item table

Purpose: Which component (part)

Lookup: Opens Item List

Validation: Item must exist in BC

Auto-Fill: Item Description, Unit of Measure Code

Example: FILTER-OIL (Engine Oil Filter)

Item Description (Read-Only)​

Type: Text[100]
Auto-Populated: From item record
Editable: No

Purpose: Item name for reference

Variant Code (Optional)​

Type: Code[10]
Links To: Item Variant
Optional: Yes

Purpose: Specific item variant

Example: Item "TIRE", Variant "17-INCH"

When to Use: Items with multiple variants

Entry Type (Required)​

Type: Enum
Required: Yes
Options: Install, Remove, Replace, Adjustment

Purpose: What operation is being performed

Critical: Determines interpretation of operation

Default: None (must select)

[Screenshot Placeholder: Entry Type dropdown]

Quantity (Required)​

Type: Decimal
Required: Yes
Precision: 0-5 decimals

Purpose: How many components

Sign Convention:

  • Install: Positive (e.g., 4 for 4 tires)

  • Remove: Negative (e.g., -1 for 1 drive) OR positive with Remove type

  • Replace: Positive (new component qty)

  • Adjustment: Positive or negative (correction)

Example: 5 (five quarts of oil)

Unit of Measure Code (Optional)​

Type: Code[10]
Links To: Item Unit of Measure
Auto-Filled: From Item's Base Unit of Measure

Purpose: Unit for quantity

Examples: PCS (pieces), QT (quarts), GAL (gallons), EA (each)

Can Override: Yes, if item has multiple UOMs

Type: Text[50]
Optional: Yes (but highly recommended)

Purpose: Physical location within asset

Examples:

  • "Front Left Wheel"

  • "Disk Bay 3"

  • "Engine Compartment"

  • "Slot A1"

  • "Cartridge Tray 2"

Benefit: Precise component tracking, faster maintenance

Best Practice: Always fill when position matters

Serial No. (Optional)​

Type: Code[50]
Optional: Yes

Purpose: Serial number for serialized components

Examples:

  • Hard drive: HDD-SN-8472947

  • Memory module: MEM-12345678

  • Battery: BAT-SN-2024-001

When to Use:

  • Serialized parts

  • Warranty tracking

  • Expensive components

  • RMA requirements

Lot No. (Optional)​

Type: Code[50]
Optional: Yes

Purpose: Lot/batch number

Examples:

  • Filter lot: LOT-2024-Q1-001

  • Oil batch: BATCH-5W30-2024

When to Use:

  • Lot-tracked items

  • Quality control

  • Recall management

Posting Date (Required)​

Type: Date
Required: Yes
Default: Today's date (WorkDate)

Purpose: When component operation occurred

Can Change: Yes (for backdating)

Example: 2024-03-15

Type: Code[10]
Optional: Yes
Links To: BC Reason Code

Purpose: Why component operation happened

Common Codes:

  • MAINTENANCE - Scheduled maintenance

  • REPAIR - Repair/replacement

  • FAILURE - Component failure

  • UPGRADE - Component upgrade

  • RECALL - Manufacturer recall

  • AUDIT - Inventory audit adjustment

Benefit: Reporting by reason, clear audit trail

Document No. (Optional)​

Type: Code[20]
Optional: Yes

Purpose: Internal document reference

Examples:

  • COMP-JNL-2024-001

  • WO-12345 (work order)

  • MAINT-Q1-001

Usage: Group related operations, link to work orders

External Document No. (Optional)​

Type: Code[35]
Optional: Yes

Purpose: External reference

Examples:

  • Work Order: WO-2024-12345

  • Service Ticket: TICKET-8472

  • Purchase Order: PO-VEN-001

  • RMA: RMA-VENDOR-789

Benefit: Complete traceability to external systems

Creating Journal Lines​

Adding First Line​

Step 1: Position Cursor

  • Component Journal open

  • Cursor in first empty line

Step 2: Fill Required Fields

  1. Asset No.: Select asset (lookup or type)

  2. Item No.: Select component (lookup or type)

  3. Entry Type: Select (Install/Remove/Replace/Adjustment)

  4. Quantity: Enter quantity

  5. Posting Date: Verify/change date

Step 3: Fill Optional Fields

  1. Position: Enter location (recommended)

  2. Serial No.: Enter if serialized

  3. Reason Code: Select reason (recommended)

  4. External Document No.: Enter reference

Step 4: Move to Next Line

  • Press Enter or Down arrow

  • New line ready

Adding Multiple Lines​

Method 1: Sequential Entry

  • Fill line 1

  • Press Enter

  • Fill line 2

  • Repeat

Method 2: Copy Similar Lines

  • Fill first line completely

  • Copy relevant fields to next line

  • Change only what's different

Example: 4 tires installation

  • Line 1: Asset VEH-001, Item TIRE, Position "Front Left", Qty 1

  • Line 2: Asset VEH-001, Item TIRE, Position "Front Right", Qty 1

  • Line 3: Asset VEH-001, Item TIRE, Position "Rear Left", Qty 1

  • Line 4: Asset VEH-001, Item TIRE, Position "Rear Right", Qty 1

Entry Type Examples​

Install Entry​

Purpose: Adding component to asset

Quantity: Positive

Example 1: Install Hard Drive

  • Asset No.: SRV-001

  • Item No.: HDD-2TB

  • Entry Type: Install

  • Quantity: 1

  • Position: "Bay 3"

  • Serial No.: HDD-12345

  • Reason Code: UPGRADE

Result: Hard drive installation documented

Remove Entry​

Purpose: Taking component out of asset

Quantity: Negative (or positive with Remove type)

Example 2: Remove Defective Memory

  • Asset No.: SRV-001

  • Item No.: MEM-8GB

  • Entry Type: Remove

  • Quantity: 1

  • Position: "Slot A2"

  • Serial No.: MEM-DEFECT-001

  • Reason Code: FAILURE

  • External Document No.: RMA-2024-001

Result: Removal documented for RMA

Replace Entry​

Purpose: Replacing component (old out, new in)

Quantity: Positive (new component qty)

Example 3: Replace Oil Filter

  • Asset No.: VEH-001

  • Item No.: FILTER-OIL

  • Entry Type: Replace

  • Quantity: 1

  • Reason Code: MAINTENANCE

  • External Document No.: WO-2024-045

Result: Filter replacement documented

Note: Replace = convenience type for remove + install in one entry

Adjustment Entry​

Purpose: Correct component records

Quantity: Positive or negative (correction)

Example 4: Adjust After Physical Count

  • Asset No.: PRINTER-001

  • Item No.: TONER-BLK

  • Entry Type: Adjustment

  • Quantity: 1 (found one more than recorded)

  • Reason Code: AUDIT

Result: Record corrected to match physical reality

Complete Use Cases​

Use Case 1: Vehicle Oil Change​

Scenario: Scheduled oil change for Fleet Truck VEH-001

Components:

  1. Oil filter

  2. Engine oil (5 quarts)

Journal Lines:

Line 1: Oil Filter Replacement

  • Asset No.: VEH-001

  • Item No.: FILTER-OIL

  • Entry Type: Replace

  • Quantity: 1

  • Posting Date: 2024-03-15

  • Reason Code: MAINTENANCE

  • External Document No.: WO-2024-045

Line 2: Engine Oil Installation

  • Asset No.: VEH-001

  • Item No.: OIL-5W30

  • Entry Type: Install

  • Quantity: 5

  • Unit of Measure Code: QT

  • Posting Date: 2024-03-15

  • Reason Code: MAINTENANCE

  • External Document No.: WO-2024-045

Post: Complete oil change documented

[Screenshot Placeholder: Oil change journal lines]

Use Case 2: Server Hard Drive Replacement​

Scenario: Failed hard drive in server, replacing with new drive

Components:

  1. Old drive (defective)

  2. New drive (replacement)

Journal Lines:

Line 1: Remove Defective Drive

  • Asset No.: SRV-001

  • Item No.: HDD-2TB

  • Entry Type: Remove

  • Quantity: 1

  • Position: "Bay 3"

  • Serial No.: HDD-OLD-12345

  • Posting Date: 2024-03-20

  • Reason Code: FAILURE

  • External Document No.: TICKET-8472

Line 2: Install New Drive

  • Asset No.: SRV-001

  • Item No.: HDD-2TB

  • Entry Type: Install

  • Quantity: 1

  • Position: "Bay 3"

  • Serial No.: HDD-NEW-67890

  • Posting Date: 2024-03-20

  • Reason Code: REPAIR

  • External Document No.: TICKET-8472

Alternative: Use single Replace entry with new serial number

Post: Drive replacement completely documented with serials

Use Case 3: Printer Toner Replacement​

Scenario: Replace empty toner cartridge

Journal Line:

  • Asset No.: PRINTER-LAB-001

  • Item No.: TONER-BLK

  • Entry Type: Replace

  • Quantity: 1

  • Posting Date: 2024-03-18

  • Reason Code: MAINTENANCE

Post: Consumable usage tracked

Use Case 4: HVAC Annual Maintenance​

Scenario: Annual maintenance for HVAC unit - multiple components

Components:

  1. 2x Air filters

  2. 1x Belt

  3. 1x Lubricant

Journal Lines:

Line 1: Air Filters

  • Asset No.: HVAC-001

  • Item No.: FILTER-AIR-20X25

  • Entry Type: Replace

  • Quantity: 2

  • Posting Date: 2024-04-01

  • Reason Code: MAINTENANCE

  • External Document No.: MAINT-ANNUAL-001

Line 2: Belt

  • Asset No.: HVAC-001

  • Item No.: BELT-V-A42

  • Entry Type: Replace

  • Quantity: 1

  • Posting Date: 2024-04-01

  • Reason Code: MAINTENANCE

  • External Document No.: MAINT-ANNUAL-001

Line 3: Lubricant

  • Asset No.: HVAC-001

  • Item No.: LUBE-HVAC

  • Entry Type: Install

  • Quantity: 1

  • Unit of Measure Code: QT

  • Posting Date: 2024-04-01

  • Reason Code: MAINTENANCE

  • External Document No.: MAINT-ANNUAL-001

Post: Complete annual maintenance documented

Posting the Component Journal​

Before Posting​

Verify:

  1. All required fields filled (Asset No., Item No., Entry Type, Quantity, Posting Date)

  2. Quantities correct (positive/negative as appropriate)

  3. Reason codes entered (recommended)

  4. External references documented

  5. Batch contains correct lines

Review Lines: Scroll through all lines in batch

How to Post​

Method 1: Post Button

Step 1: Click Post

  1. Open Component Journal

  2. Verify lines

  3. Click Post button (ribbon)

  4. Posting starts

Step 2: Automatic Processing

  • Each journal line creates one Component Entry

  • Entry No. assigned automatically

  • Transaction No. assigned (groups related entries)

  • User ID stamped

  • Lines deleted from journal after successful posting

Step 3: Confirmation

  • "Journal lines posted successfully" message

  • Lines removed from journal

  • Component Entries created

Method 2: Post and Print​

Purpose: Post journal and view newly created entries

Steps:

  1. Click Post and Print

  2. Journal posts

  3. Component Entries page opens

  4. Filtered to today's entries

  5. View/print entries

Benefit: Immediate verification of posted entries

What Happens on Posting​

For Each Journal Line:

  1. Validation:

    • All required fields present

    • Asset exists and not blocked

    • Item exists

    • Quantity not zero

  2. Component Entry Created:

    • Entry No. assigned (auto-increment)

    • All fields copied from journal line

    • Transaction No. assigned

    • User ID stamped

    • Posted to Component Entry table

  3. Journal Line Deleted:

    • Line removed from journal (successful posting)

    • Batch ready for new lines

Result: Permanent component ledger updated

Posting Errors​

Error: "Asset No. must have a value"

Cause: Missing required field

Solution: Fill Asset No.

Error: "Item FILTER-OIL does not exist"

Cause: Item not in BC Item table

Solution: Create item first, then journal

Error: "Asset VEH-001 is blocked"

Cause: Asset blocked

Solution: Unblock asset or use different asset

Best Practices​

Use Document No:

  • Same Document No. for related operations

  • Example: WO-2024-045 for all lines in one work order

Benefit: Link related component changes

Always Use Position​

Why: Precise tracking

Example: Server with 8 disk bays

  • Position: "Bay 1" through "Bay 8"

  • Know exactly which bay has which drive

  • Faster troubleshooting

Consistency: Use standard naming (Bay 1, not BAY-1 or DISK1)

Track Serial Numbers​

Always Enter For:

  • Hard drives

  • Memory modules

  • Expensive parts (>$500)

  • Warranty-tracked items

  • Safety-critical components

Benefit: Warranty claims, RMA tracking, failure analysis

Use Reason Codes Consistently​

Standard Set:

  • MAINTENANCE - Scheduled maintenance

  • REPAIR - Repair operations

  • FAILURE - Component failure

  • UPGRADE - Component upgrade

  • RECALL - Manufacturer recall

  • AUDIT - Inventory audit

Train Team: Everyone uses same codes

Benefit: Meaningful reports, trend analysis

Document External References​

External Document No:

  • Work order numbers

  • Service ticket IDs

  • RMA numbers

  • Purchase order references

Complete Traceability: Link to external systems

Post Regularly​

Don't Wait: Post after each maintenance session

Why:

  • Immediate documentation

  • Fresh in memory

  • Catch errors early

  • Complete audit trail

Not: Batch up weeks of operations

Review Before Posting​

Check:

  • All lines correct

  • No duplicate lines

  • Quantities make sense

  • Positions filled

  • External references documented

One-Time Review: Easier than fixing Component Entries later

Batch Management Best Practices​

Separate Batches by Purpose​

Standard Batches:

  • MAINTENANCE - Scheduled maintenance

  • REPAIR - Ad-hoc repairs

  • INSTALLATION - New component installs

  • AUDIT - Audit adjustments

Benefit: Organized workflow, clear separation

One Batch Per User (Optional)​

Multi-User Environment:

  • USER1 batch

  • USER2 batch

  • Each user works in own batch

Benefit: No conflicts, clear ownership

Clear Batch After Posting​

Result: Empty batch ready for next work

If Lines Remain: Review why (errors?)

Validation Rules​

Asset Must Exist: Asset No. must be valid

Item Must Exist: Item No. must be in BC Item table

Quantity Required: Must specify quantity

Quantity Not Zero: Cannot post zero quantity

Posting Date Required: Must have valid date

Entry Type Required: Must select type

Troubleshooting​

Problem: Cannot Find Component Journal​

Solution:

  • Search "Component Journal" or "Asset Component Journal"

  • Check permissions (may need Component Management permission)

Problem: Batch Name Field Not Visible​

Cause: May be looking at wrong page

Solution: Ensure "Asset Component Journal" page, Batch Name at top

Problem: Lines Disappear After Entering​

Cause: Not saving properly or batch changed

Solution:

  • Verify batch selection

  • Don't change batch with unsaved lines

  • Press Esc to cancel if needed

Problem: Cannot Post - Validation Error​

Common Errors:

  1. Missing required fields (Asset No., Item No., Entry Type, Quantity, Posting Date)

  2. Item doesn't exist in BC

  3. Asset blocked or doesn't exist

  4. Quantity = 0

Solution: Review error message, fix field, retry

Problem: Posted Lines Not Creating Entries​

Cause 1: Posting failed with error (lines still in journal)

Solution: Read error message, fix issue

Cause 2: Permissions issue

Solution: Check Component Entry posting permissions

Problem: Need to Correct Posted Entry​

Cannot Edit: Component Entries are permanent

Solution: Create Adjustment entry to correct

Example: Recorded wrong position

  • Create Adjustment entry with correct position

  • Document in description: "Correcting position from Bay 1 to Bay 2"

The Component Journal is your daily tool for maintenance documentation. Make it a habit: every component installed, removed, or replaced = one journal line. Post daily for complete, accurate component history. Use Position and Serial No. fields religiously - your future self will thank you when troubleshooting!