DTK Maintenance Management
Maintenance Manager for BC — Documentation
Last updated: June 19, 2026
Overview
DTK Maintenance Management is a Microsoft Dynamics 365 Business Central extension for managing industrial machine and equipment maintenance. It provides a complete maintenance management workflow natively inside Business Central, eliminating the need for separate spreadsheets or external systems.
- Machine registry with full asset tracking
- Preventive maintenance scheduling and automation
- Work order creation, assignment, and lifecycle management
- Maintenance team management with employee assignment
- Material usage tracking and inventory integration
- Cost tracking (labor and materials)
- External service provider tracking
- Email notifications on assignment and completion
- Real-time maintenance dashboard
Prerequisites
Before installing DTK Maintenance Management, ensure your environment meets the following requirements:
- Microsoft Dynamics 365 Business Central 2025 Wave 2 (v27.0) or later
- A valid Business Central license (Essentials or Premium)
- Microsoft 365 Admin Center access to manage AppSource app licenses
- System Administrator or Extension Manager role in Business Central
Installation
DTK Maintenance Management is installed through Microsoft AppSource. Follow these steps to install the extension in your Business Central environment:
- Go to Microsoft AppSource and search for 'DTK Maintenance Management'
- Click 'Get it now' and sign in with your Microsoft account
- Select the Business Central environment where you want to install the extension
- Accept the terms and confirm the installation
- The extension will be deployed automatically (typically within a few minutes)
- Once installed, access the extension from the Business Central main menu under the Maintenance section
Initial Setup
After installation, complete the following setup steps before users can start creating maintenance records.
- Maintenance Types: Define the types of maintenance your organization performs (e.g., Preventive, Corrective, Inspection). Navigate to Maintenance → Setup → Maintenance Types.
- Maintenance Team: Set up your team by linking Business Central employee records to team members. Navigate to Maintenance → Setup → Maintenance Team.
- Maintenance Setup: Configure global settings including notification preferences, default assignment rules, and numbering series. Navigate to Maintenance → Setup → Maintenance Setup.
- Email Configuration: Ensure Business Central's email setup is configured if you want to use email notifications. The extension uses Business Central's built-in email framework.
Machine Registry
The machine registry is the central repository of all equipment and assets under maintenance management. Each machine record stores key information needed for maintenance planning.
- Navigate to Maintenance → Machines to open the machine list
- Create a new machine by clicking New. The machine card contains the following fields:
- No. — unique machine identifier
- Name — machine display name
- Producer — manufacturer name
- Model — machine model
- Serial No. — manufacturer serial number
- Date of Purchase — date the machine was purchased
- Purchase Price — acquisition cost
- Guarantee Expiry Date — end of manufacturer warranty
- Location — physical location of the machine
- Status — Active, Under Maintenance, or Decommissioned
- Notes — free-text notes for this machine
- View the full maintenance history for any machine from its record page
- Machine records are linked to all maintenance activities and work orders involving that asset
Maintenance Activities
Maintenance activities (work orders) follow a clear lifecycle from creation to completion. The status flow is: Open → In Progress → Completed (or Cancelled).
- Create a new activity: Navigate to Maintenance → Activities → New. Select the machine, maintenance type, scheduled date, and assignee.
- Open: The activity has been created and is awaiting action.
- In Progress: The assigned team member has started work. Update status when work begins.
- Completed: Work has been finished. Enter the actual completion date, time spent, and any notes.
- Cancelled: The activity was cancelled. Provide a cancellation reason.
- Activities can be filtered by status, machine, assignee, or date range from the activity list.
Preventive Maintenance
The preventive maintenance module allows you to define recurring schedules for each machine and automatically generate work orders.
- Navigate to Maintenance → Maintenance Schedules and create a new schedule.
- Specify the maintenance type and responsible team member. Set the interval using the Frequency field (e.g., 30) and the Frequency Unit field (e.g., Days) to define how often the job should recur.
- The scheduling codeunit (DTK Maintenance Sched. Proc.) can be run manually or set up as a scheduled task in Business Central's Job Queue.
- When the scheduling codeunit runs, it automatically creates maintenance activities for all machines due for preventive maintenance.
- Set up the Job Queue entry to run the codeunit daily for fully automated scheduling.
Maintenance Dashboard
The maintenance dashboard provides a real-time overview of your entire maintenance operation. Access it from Maintenance → Dashboard.
- Open Activities: Count and list of all activities in Open or In Progress status.
- Overdue Activities: Activities that have passed their scheduled date without completion.
- Upcoming Preventive Maintenance: Machines with preventive maintenance due soon.
- Recent Completions: Recently completed activities for quick reference.
- Cost Summary: Total maintenance costs (labor + materials) for the current period.
- The dashboard updates in real time as activities are created, updated, and completed.
Materials and Cost Tracking
Each maintenance activity can have material lines recording parts and consumables used. The extension calculates total activity cost from labor and materials.
- Add material lines to an activity: Open the activity record and navigate to the Material Lines tab.
- Select the item from Business Central's item catalog, enter the quantity used, and confirm the unit cost.
- When material lines are saved, the extension records consumption against Business Central inventory, reducing available stock.
- Labor cost: Record time spent on the activity; cost is calculated from time and the team member's hourly rate.
- Total cost: The activity record displays the calculated total cost (labor + materials) for reporting.
Email Notifications
The extension sends automatic email notifications for key events. Notifications use Business Central's built-in email framework and your organization's own email configuration.
- Assignment notification: Sent to the assigned team member when a new activity is assigned to them.
- Completion notification: Sent to the assigned team member when an activity is marked as completed.
- To enable notifications, ensure Business Central's email setup is configured under Administration → Email.
- The extension uses email addresses from Business Central employee records for team member notifications.
- No external email service or API key is required — all emails go through your existing BC email setup.
Permissions
The extension includes a dedicated permission set that must be assigned to users who need access to the maintenance functionality.
- Permission set name: DTK MAINTENANCE
- Assign the permission set under Administration → Users → select user → Permission Sets.
- Users without DTK MAINTENANCE cannot access maintenance pages, machine registry, or related data.
- The permission set provides access to all maintenance-related tables, pages, reports, and codeunits.
- System Administrators and users with SUPER permissions have full access by default.
Frequently Asked Questions
Common questions about DTK Maintenance Management.
- Q: Can I use the extension with Business Central on-premises? A: The extension is designed for Business Central Online (SaaS). Contact us to discuss on-premises requirements.
- Q: How many users can access the extension? A: Each user who accesses maintenance features requires a license assigned through AppSource.
- Q: Does the extension affect other Business Central modules? A: No — it adds its own tables and pages without modifying existing BC tables or functionality.
- Q: How do I update the extension? A: Updates are published to AppSource and applied through Business Central's Extension Management page.
- Q: Where can I get support? A: Contact us at info@dynasys.tech. We aim to respond within one business day.