Use Advanced Shipment Notification

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read

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

    Before you begin

    Download your ASN template and get it updated by your asset vendor. Then upload the updated template to your ServiceNow instance. Before you import asset records using the ASN template, check that your ServiceNow instance has the model ID defined and that the same model ID is mentioned in the template.

    The shipping address in the ASN template must match the shipping address in the Location [cmn_location] table.

    The shipping carrier in the ASN template must be available in the Shipping carrier [sn_itam_shipping_carrier] table.

    Role required: admin

    About this task

    Creating asset records manually is time consuming and can cause errors in your records. Use ASN to automate and create asset records when the assets are in transit. The Tracking number in the ASN template helps to track the assets that are in transit.

    Procedure

    1. Navigate to All > Procurement > Orders > Import Shipment Notification.
    2. On the Import Template page, select the Download Template File (.xlsx) link to download an ASN template.
      The ASN template has fields such as the following:
      • Serial number: Unique identifier of the asset.
      • Asset tag: Alphanumeric tag assigned by your organization to help track the asset.
      • Vendor: Vendor from which the asset was purchased.
      • PO number: Number associated with the purchase order.
        Note:
        This isn't the vendor PO number.
      • Model id: Model number of the product model.
      • SVC contract end date: Warranty expiration date of the asset.
      • Carrier: Name of the shipping carrier.
    3. Send the ASN template to your asset vendor, such as via email.
      The vendor has to update the template with the details of each asset that will be delivered to you. The vendor can enter values in each column based on the column header. For example, TrackASN1in the Tracking number column and CarrierABC in the Carrier column. The vendor then shares the updated template with you.
    4. After you receive an updated ASN template from your vendor, select Browse files and select the updated ASN template.
    5. Select Upload.
      The upload may take some time. The import process is asynchronous so wait for the import process to complete and for all assets to be created.
    6. Check the status of importing the template in one of the following ways.
      • Navigate to Procurement > Orders > Import Status.
      • To open directly the import set record, select the link on the message bar that shows View import progress here.
      The Import Sets page shows a list of import set records.
    7. Select the import set record that shows the status of importing your template.
      The import set record shows if the asset record was created successfully. If the import wasn’t successful, then do the following:
      1. On the import set record, select the Import Set Rows tab.
      2. To understand the failure, check the Comment field.
      3. Try to import an updated template again.