Using consumables list for ordering

[IreneBest]

Hi, I was after some suggestions on how to provide a service for ordering consumables held in a stockroom.

We are setting up a stockroom with lab consumables.  Various labs require access to see what stock is available and then wish to submit an order form to acquire the stock.

 We have proposed using dashboards and a service catalog item.  This does not seem to meet users requirements.

Would anyone have a similar situation who can suggest a different approach?

Much appreciated

Irene Best

[Mark Manders]

What are the requirements? Because you only mention what doesn't meet them, but to propose something that does meet them, we'd have to know what they are.

I could imagine showing the stock on the form when ordering? 
Or a widget that shows a list of all items and their stock? 

And what was it that didn't meet the requirements? The dashboard (could be access related) or the catalog form?

[IreneBest]

Hi Mark

It was just a general question about other ways of providing the service to the user.

Thank you for your response.

Irene

[AJ-TechTrek]

Hi @IreneBest ,

As per my understanding, You are looking for other suggestions and approach to order the constables and showcase the stocks from stockroom, that can handle ordering consumables from a stockroom in ServiceNow in a way that’s more user-friendly and tailored than just a dashboard + catalog item

1 – Why dashboards + catalog item often fail for this
* Dashboards are static views — they don’t provide real-time inventory interactivity.
* A simple catalog item can’t easily handle dynamic stock availability and auto-reservation without custom scripting.
* Users want a single, intuitive interface to browse stock, check availability, and place an order without juggling between modules.

2 – Recommended ServiceNow Approaches as per my understanding, thats might be helpful for this -

Option A – Use ServiceNow’s Stockroom & Inventory Management (Asset Management module)
If your instance has Hardware Asset Management (HAM) or Stockroom Management enabled:
1. Configure the stockroom in Asset > Stockrooms.
2. Add consumables as Consumable Asset Records.
3. Give labs access to view stockroom inventory (filtered by location/consumable type).
4. Create a specialized catalog item that:
* Lists available consumables (query alm_consumable table filtered by stockroom & quantity > 0).
* Lets user pick item and quantity.
* Submits a request that:
* Creates a Transfer Order from the stockroom to the lab location.
* Decrements the inventory automatically.

Pros: Fully integrated with CMDB/Asset tables, real-time stock updates, no double data entry.
Cons: Requires HAM/ITAM entitlements or Asset Management licenses.

Option B – Build a Custom “Consumables Ordering” Workspace/App
If you don’t have HAM licenses or need a more tailored experience:
1. Create a Custom Table (e.g., u_lab_consumables) to store:
* Item name, stock quantity, unit, location, reorder threshold.
2. Build a UI Builder Workspace or Service Portal Widget:
* Shows available consumables in a grid/list with live quantity.
* Allows quantity selection + “Add to cart”.
3. On checkout:
* Creates a Request or Task for stockroom staff.
* Updates stock quantity automatically.

Pros: Completely customizable, no license dependency.
Cons: Needs custom development for inventory decrement logic.

Option C – Use Procurement with Catalog Bundles
If you already use Procurement in ServiceNow:
1. Treat consumables as catalog items linked to asset records.
2. Use Catalog Bundles to let labs “shop” multiple consumables in one request.
3. Use Flow Designer or Procurement Case Flows to:
* Check stock before approval.

* Trigger a Stock Issue or Transfer Order.

3 – Extra Features to Consider
* Low Stock Alerts: Use Flow Designer or Scheduled Jobs to notify stock managers when quantity < threshold.
* Role-based visibility: Restrict stockroom items so each lab only sees what they’re entitled to request.
* Usage tracking: Maintain historical usage data for budgeting and replenishment planning.
* Integration with Suppliers: If stock falls below reorder point, auto-generate a purchase request.

Please appreciate the efforts of community contributors by marking appropriate response as Mark my Answer Helpful or Accept Solution this may help other community users to follow correct solution in future.
 

Thank You
AJ - TechTrek with AJ - ITOM Trainer
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ServiceNow Community MVP 2025

[IreneBest]

Hi AJ-TechTrek

Thanks for the response.  Gives me much to consider.  Greatly appreciated.

Thanks

Irene Best