Use Advanced Shipment Notification in Enterprise Asset Management

  • Release version: Yokohama
  • Updated January 30, 2025
  • 2 minutes to read

    • Use Advanced Shipment Notification (ASN) to automate and create enterprise asset records for when your assets are in transit.

    Before you begin

    Download your ASN template and have your asset vendor update it. Upload the updated template to your ServiceNow instance. Before using the ASN template to import asset records, ensure that your ServiceNow instance has the model ID defined and that the same model ID is mentioned in the template.

    Role required: sn_eam.enterprise_admin

    About this task

    Creating enterprise asset records manually is time consuming and can lead to errors. Use ASN to reduce the risk of shipment going missing or misplaced and increase inventory accuracy.

    Procedure

    1. Navigate to Enterprise Asset Workspace > Procurement > Advance shipment.
    2. Select New.
      The Create New Shipment Notification Upload page appears.
    3. Enter a unique name for the ASN in the Name field.
    4. Select Attach File to upload a spreadsheet (.xlxs).
      The spreadsheet should be in the format of the download template. If you do not have a sample spreadsheet, select Download template to download a sample spreadsheet, fill in the details in the spreadsheet, and then select Attach Fileto upload the spreadsheet. Ensure that in the spreadsheet the format for Ship date, Order date, and Warranty end date fields is month/date/year.
      Note:
      From the Yokohama release onward, the Download template for Advanced Shipment Notification includes the MAC address field. After a successful import, the MAC address that you provided in the template is added to the MAC address [mac_addr] field in the Asset [alm_asset] table.
      The upload may take some time. Once the file is uploaded, the name of the spreadsheet appears in the File field.
    5. Select Import to perform a validation check on the spreadsheet.

      After you select Import, the Status field changes from Draft and moves to Pending, Extracting Rows and Importing. Once the import process is completed, the status changes to either Completed, Completed with errors, or Failed.

      The Shipment Upload Result section appears that gives information on the import process. Information such as how many records were inserted, ignored or skipped.

    6. Select Shipment Notification Upload Stagings related link to view any errors you received as well as to view the details of the spreadsheet that you uploaded.
    7. If you got an error, select the record in Shipment Notification Upload Stagings related link.
    8. Scroll down to the Errors section and view the error in the Comment field.
    9. Fix the error, upload the spreadsheet, and import the record again.
      Serialized assets do not have duplicate enterprise import records created, but consumables do have duplicate entries.