Skip to main content

Component Management

Track parts, components, and consumables installed in or used with assets - from engine filters to server hard drives, complete installation and usage history.

What's in Component Management​

This section contains 2 documents:

1. Component Ledger​

Understanding component entries and viewing installation history.

What: Component Entries ledger, entry types (Install/Remove/Replace/Adjustment), viewing component history per asset.

Why: Complete audit trail of all parts installed/removed from assets, maintenance history, compliance documentation.

Who: Maintenance teams, asset managers, compliance officers.

2. Component Journal​

Recording component installations, removals, and adjustments.

What: Component Journal worksheet, entry types, posting process, batch management.

Why: Document component changes as they happen, maintain complete maintenance records.

Who: Maintenance technicians, service teams, warehouse staff.

Understanding Components​

What is a Component?​

Component = Item (from BC Item table) installed in or used with an asset

Examples:

  • Engine filter installed in vehicle

  • Hard drive installed in server

  • Toner cartridge in printer

  • Brake pads on truck

  • Memory module in computer

  • Light bulb in equipment

Key Concept: Components are Business Central Items, not Assets

Why Items?:

  • Inventory management

  • Purchase/stock control

  • Standard BC item features

  • Cost tracking

Components vs. Parent-Child Assets​

Common Confusion: Components ≠ Child Assets

| Feature

|

Components

|

Parent-Child Assets

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

What

|

Inventory items (parts)

|

Other assets

| |

BC Table

|

Item

|

Asset

| |

Tracked As

|

Item No.

|

Asset No.

| |

Inventory

|

Yes (Item Ledger)

|

No

| |

Unique

|

No (stock items)

|

Yes (unique assets)

| |

Example

|

Filter (item, many in stock)

|

Engine (asset, unique serial)

| |

Cost

|

Item cost

|

Asset acquisition cost

|

Use Components For: Replaceable parts, consumables, stock items

Use Parent-Child For: Unique subassemblies, serialized equipment

[Diagram Placeholder: Components vs. Parent-Child]

Component Entry Types​

Install​

Purpose: Record component installation

Quantity: Positive

Example: Install 4 new tires on vehicle (Quantity = 4)

Effect:

  • Component Entry created

  • Item consumption (if integrated)

  • Installation documented

Remove​

Purpose: Record component removal

Quantity: Negative (or positive with Remove entry type)

Example: Remove defective hard drive from server (Quantity = 1 Remove)

Effect:

  • Component Entry created

  • Removal documented

  • Ready for replacement

Replace​

Purpose: Record component replacement (remove old + install new in one operation)

Quantity: Typically 1

Example: Replace oil filter during service

Effect:

  • Component Entry created (Replace type)

  • Documents both removal and installation

  • Maintenance record

Adjustment​

Purpose: Correct component quantities or data

Example: Adjust recorded filter count after audit

Effect:

  • Component Entry created

  • Corrects records

  • Audit trail maintained

Component Tracking Workflow​

Standard Workflow​

1. Component needed for asset (maintenance, repair, upgrade) 2. Open Component Journal 3. Add line:

  • Asset No.: The asset
  • Item No.: The component (part)
  • Entry Type: Install/Remove/Replace
  • Quantity: How many
  • Position: Where in asset (optional)
  • Serial No.: If serialized part
  1. Post journal
  2. Component Entry created
  3. Complete audit trail

Key Fields​

Asset No.​

Purpose: Which asset the component is for

Links To: Asset Pro Asset table

Example: Vehicle VEH-001

Item No.​

Purpose: Which component (part)

Links To: Business Central Item table

Example: Item "FILTER-OIL-001" (Oil Filter)

Requirement: Item must exist in BC

Quantity​

Purpose: How many components

Sign:

  • Install: Positive quantity

  • Remove: Negative (or positive with Remove type)

  • Replace: Positive (replaces old)

Example: 4 (installing 4 tires)

Position​

Purpose: Where in asset component is installed

Optional: Yes, but highly recommended

Examples:

  • "Front Left Wheel"

  • "Disk Bay 3"

  • "Engine Compartment"

  • "Slot A1"

Benefit: Precise location tracking

Serial No.​

Purpose: Track serialized components

Example: Hard drive serial number HDD-12345

Use When: Component is serialized/tracked individually

Lot No.​

Purpose: Track lot/batch numbers

Example: Filter batch LOT-2024-001

Use When: Components from specific lot/batch

Use Cases​

Use Case 1: Vehicle Maintenance​

Asset: Fleet Truck VEH-001

Maintenance Operation: Oil change

Components:

  1. Oil Filter (Item: FILTER-OIL)

  2. Engine Oil (Item: OIL-5W30, Quantity: 5, Unit: QT)

Component Journal:

  • Line 1: Asset VEH-001, Item FILTER-OIL, Type: Replace, Qty: 1

  • Line 2: Asset VEH-001, Item OIL-5W30, Type: Install, Qty: 5

Post: Complete oil change documented

Use Case 2: Server Hard Drive Replacement​

Asset: Server SRV-001

Operation: Replace failed hard drive

Components:

  1. Old drive HDD-OLD (defective)

  2. New drive HDD-NEW (replacement)

Component Journal:

  • Line 1: Asset SRV-001, Item HDD-2TB, Type: Remove, Qty: 1, Serial: HDD-OLD, Position: "Bay 3"

  • Line 2: Asset SRV-001, Item HDD-2TB, Type: Install, Qty: 1, Serial: HDD-NEW, Position: "Bay 3"

Or Use Replace:

  • Line 1: Asset SRV-001, Item HDD-2TB, Type: Replace, Qty: 1, Serial: HDD-NEW, Position: "Bay 3"

Post: Drive replacement documented with serials

Use Case 3: Printer Consumables​

Asset: Printer PRT-001

Operation: Replace toner cartridge

Component:

  • Toner Cartridge (Item: TONER-BLK)

Component Journal:

  • Asset PRT-001, Item TONER-BLK, Type: Replace, Qty: 1

Post: Consumable usage tracked

Use Case 4: Scheduled Equipment Service​

Asset: HVAC Unit HVAC-001

Operation: Annual maintenance

Components (multiple):

  1. Air Filter x2

  2. Belt

  3. Lubricant

Component Journal:

  • Line 1: Asset HVAC-001, Item FILTER-AIR, Type: Replace, Qty: 2

  • Line 2: Asset HVAC-001, Item BELT-V, Type: Replace, Qty: 1

  • Line 3: Asset HVAC-001, Item LUBE-HVAC, Type: Install, Qty: 1

Post: Complete service documented

Component Entries Ledger​

Component Entries = Permanent audit trail of all component operations

Cannot Be Deleted: Entries are permanent

View From:

  • Asset Card → Component Entries

  • Component Entries page (all entries)

  • Filter by asset, item, date range

Fields:

  • Entry No.

  • Asset No., Asset Description

  • Item No., Item Description

  • Entry Type (Install/Remove/Replace/Adjustment)

  • Quantity

  • Position, Serial No., Lot No.

  • Posting Date

  • Reason Code

  • Document No., External Document No.

  • User ID

Integration with Inventory​

Item Ledger Integration (Optional)​

Future Enhancement: Component Journal can integrate with Item Journal

Effect:

  • Installing component = Item consumption

  • Removing component = Item return (optional)

  • Inventory automatically updated

  • Complete item traceability

Current: Component tracking separate from inventory

Manual Workaround: Post Item Journal separately for inventory

Reporting​

Components by Asset​

Query: "What components are installed in Asset SRV-001?"

Method:

  1. Open Component Entries

  2. Filter: Asset No. = SRV-001

  3. Group by Item No.

  4. Sum positive Install entries (current components)

Result: Current component configuration

Component History by Asset​

Query: "What's the maintenance history of Vehicle VEH-001?"

Method:

  1. Open Component Entries

  2. Filter: Asset No. = VEH-001

  3. Sort by Posting Date

  4. View chronological history

Result: Complete maintenance timeline

Consumable Usage​

Query: "How many oil filters used this month?"

Method:

  1. Open Component Entries

  2. Filter: Item No. = FILTER-OIL, Entry Type = Install or Replace

  3. Date range: This month

  4. Sum Quantity

Result: Consumable usage volume

Assets by Component​

Query: "Which assets have Item HDD-2TB installed?"

Method:

  1. Open Component Entries

  2. Filter: Item No. = HDD-2TB, Entry Type = Install

  3. List distinct Asset No.

Result: Assets with this component

Best Practices​

Always Use Position​

Why: Precise tracking

Example: Server with 10 disk bays

  • Position: "Bay 1" through "Bay 10"

  • Know exactly which bay has which drive

Benefit: Faster maintenance, accurate documentation

Track Serial Numbers​

For Serialized Components:

  • Hard drives

  • Memory modules

  • Expensive parts

  • Warranty-tracked items

Benefit: Warranty claims, RMA tracking, precise identification

Use Reason Codes​

Standard Codes:

  • MAINTENANCE - Scheduled maintenance

  • REPAIR - Repair/replacement

  • UPGRADE - Component upgrade

  • FAILURE - Component failure

  • RECALL - Manufacturer recall

Benefit: Reporting by reason, failure analysis

Document External References​

External Document No:

  • Work order numbers

  • Service ticket IDs

  • Purchase order numbers

  • RMA numbers

Benefit: Complete cross-reference

Regular Audits​

Periodic Review:

  • Verify installed components match records

  • Audit critical assets (quarterly)

  • Update Position if components moved

  • Correct any discrepancies with Adjustment entries

Validation Rules​

Asset Must Exist: Asset No. must be valid

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

Quantity Required: Must specify quantity

Posting Date Required: Must have valid date

Performance Tips​

Batching​

Group Related Operations:

  • All service operations on one asset = one batch

  • Multiple assets, same component = one batch

  • Post together for efficiency

Naming Batches​

Use Meaningful Names:

  • MAINTENANCE (scheduled maintenance)

  • REPAIR (ad-hoc repairs)

  • INSTALLATION (new component installs)

Next in Component Management: Learn about Component Entries ledger and how to view complete component history for your assets.