Source parts

  • Release version: Xanadu
  • Updated August 1, 2024
  • 2 minutes to read
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    Summary of Source parts

    Sourcing a part in ServiceNow involves reserving and obtaining assets specified in a part requirement record by transferring them between stockrooms. Users with roles such as agents, qualifiers, and dispatchers can create and source part requirements linked to work order tasks. This process ensures parts are available where needed to complete work efficiently.

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    Key Features

    • Role Responsibilities:
      • Qualifiers identify necessary parts for work order tasks.
      • Dispatchers create transfer order lines and manage the transfer process.
      • Agents move parts and record their usage upon delivery.
    • Transfer Orders: Transfer orders move parts from stockrooms to agents or other stockrooms. One work order task can have multiple part requirements and transfer orders.
    • Multiple Stockroom Handling: If all required items are not in one stockroom, multiple transfer orders are generated automatically to fulfill the part requirements.
    • Consumable vs. Non-Consumable Assets: Consumable assets may be fulfilled with a single transfer order line, while non-consumable assets may require multiple lines and orders.
    • Simplified Part Sourcing: When a task is assigned to an agent, parts are automatically sourced from the agent’s preferred stockroom, streamlining the process. If parts are unavailable there, manual sourcing from other stockrooms or assignment groups is possible.
    • Using Assets Directly: Technicians can use parts from their personal stockroom without going through the sourcing process by using the "Use Asset" button on the Work Order Task form.
    • Advanced Part Sourcing: Enables sourcing multiple assets simultaneously from one or multiple stockrooms for more complex requirements.

    Practical Benefits for ServiceNow Customers

    • Ensures efficient part availability and transfer aligned with work order tasks, reducing downtime.
    • Automates sourcing to preferred stockrooms for agents, improving operational speed.
    • Supports complex scenarios with multiple part requirements and stockrooms, providing flexibility and accuracy.
    • Allows direct usage of assets from personal stockrooms, helping technicians to quickly fulfill tasks without delays.
    • Improves tracking and management of consumable and non-consumable assets through transfer orders.

    Sourcing a part is the process of reserving and obtaining an asset described in a part requirement record by transferring it from one stockroom to another.

    Users who can create work orders can create part requirements by using work order templates or by manually using the procedures on this page. Agents, qualifiers, and dispatchers, including users with the combination roles, can create and source a part requirement.
    • A qualifier determines if parts are necessary to execute work order tasks.
    • A dispatcher sources the part requirements and creates transfer order lines.
    • A dispatcher or agent moves the parts through the transfer process.
    • An agent accepts delivery of the parts and records part usage.
    Part requirements must be associated with a work order task. After parts are identified, a transfer order is created to move the parts from the stockroom where they are located to a different stockroom or directly to an agent. Agents can be selected based on skills and the availability of parts in their personal stockrooms. One work order task can have multiple part requirements and multiple transfer orders.
    • In one work order task, multiple part requirements may require different items that can all be found in one stockroom. One transfer order can satisfy the part requirements. The transfer order will have multiple transfer order lines, each specifying a different item based on the part requirements.
    • When one stockroom has all required items, a single transfer order line can fulfill the order when moving consumable assets. One or more transfer order lines may need to be created when moving non-consumable assets. (For more information about consumable and non-consumable assets, see Managing Assets.)
    • If a single stockroom does not contain all the items needed for the part requirement, create an additional transfer order line to a different stockroom. Because the new transfer order line specifies a different stockroom, a separate transfer order is automatically created. One part requirement is then fulfilled by two separate transfer orders to two different stockrooms.

    When a technician/agent is working on a task, and requires a part, they should be able to use the part from a personal stock room, when available, without going through the sourcing process.

    With simplified part sourcing, when ever a task is assigned to an agent the part requests are automatically sourced from their preferred stockroom without going through the sourcing process. If any part is not available in the preferred stockroom then agents can manually source from the assignment groups or stockrooms.

    Using assets

    The technician can create a part requirement and use a part from their personal stockroom without going through the sourcing process. This is helpful for agents who are already working on tasks and have access to the necessary parts. To use this feature, click the Use Asset button on the Asset Usages related list on the Work Order Task form.

    Advanced part sourcing

    With advanced part sourcing, the technician can source multiple assets at once from a single or multiple stockrooms. For more information, see Request multiple parts.