Yes, recurring consumables can be included in maintenance tasks through the bill of materials associated with each task. When a maintenance order is generated from that task, the consumables appear on the order and can be backflushed automatically when the order is completed, meaning the system reduces inventory without requiring the technician to record a manual consumption transaction. This works for any item set up in Microsoft Dynamics 365 Business Central‘s inventory, including low-cost consumables tracked at minimal or zero cost.
Using the Maintenance BOM for Consumables
Each maintenance task in Maintenance Manager can be assigned a production bill of materials that lists all the materials required to perform the work. Lubricants, filters, cleaning supplies, and similar items can all be included on this BOM. When backflushing is enabled for those components, the system will automatically post their consumption when the maintenance order is marked as finished, with no additional input required from the technician. This approach works well when the quantity consumed is predictable and consistent from one maintenance event to the next, which is typically the case for scheduled preventive maintenance. The consumables are planned as part of the maintenance program, which means BC’s planning tools can also generate purchase order suggestions to replenish those items as maintenance orders are scheduled into the future.
Items That Are Not Formally Tracked in Inventory
For consumables that an organization does not want to track as inventory items at all, the situation requires a different approach. Business Central does not have a mechanism for reducing inventory or recording consumption without an item record and an associated transaction. If a team wants to simply order a bulk quantity of something on a recurring schedule without tying it to individual maintenance events, that would be handled outside the maintenance order structure, for example through a standing purchase order or a requisition cycle, rather than through Maintenance Manager’s BOM and backflush capability.
Practical Setup Considerations
For consumables that are included in maintenance BOMs, it is worth setting up minimum and maximum stock levels on those items so that the planning system keeps appropriate quantities on hand as maintenance orders are scheduled. Even inexpensive consumables can cause delays if they run out unexpectedly, and the planning integration between Maintenance Manager and BC’s replenishment tools makes it straightforward to automate reorder suggestions for those items.
Relevant Tools
Maintenance Manager by Insight Works handles task-level BOM and routing setup, work order generation, and backflush consumption posting within Business Central.
The Enhanced Planning Worksheet by Insight Works provides improved planning logic for spare parts and consumables replenishment, including better handling of warehouse-managed inventory. This is a completely free app from Insight Works for Business Central.
Recurring consumables fit naturally into the maintenance BOM and backflush model. For items that are formally tracked in inventory, this approach requires little effort from the technician and keeps consumption records accurate. For items that are not tracked in inventory at all, a separate purchasing approach outside the maintenance order structure is required.