Enter Asset Tag and Serial Number when receiving pre-created assets

[Ryan S]

How can I populate the 'Asset Tag' and 'Serial Number' fields when I'm receiving an asset, if that asset was already created?

After the PO is ordered, the 'Create hardware assets prior to delivery' action is called to create the shell assets. (We're not ready to use ASN's just yet.) When the PO is then Received -- desktop or mobile -- the 'capture asset tags' screen doesn't allow me to edit the Asset Tag and Serial Number. See screenshots below, where if the asset was precreated then I can't edit, but if the asset wasn't precreated I can edit.

If there's not a way to edit these on the 'capture' screen, where am I supposed to capture this?

[abby_singh786 · Accepted solution]

Hi @Ryan S ,

This is a common scenario in HAM Pro when you're using the "Create hardware assets prior to delivery". Here’s a what I would suggest trying to capture the Asset Tag and Serial Number for pre-created assets:

1: Use the “Update Asset” flow after receiving

1. Receive the PO (even with empty tag/serial).
2. Go to Hardware Asset > Assets.
3. Filter on: Purchase Order Line = [your PO Line], and State = In Stock or On Order.
4. Click into each asset record.
5. Manually update:
• Asset Tag
• Serial Number
6. Save the asset record.

This is the most supported method in current HAM Pro design when using pre-creation flows without ASN.

2 : Use an Import Set (for bulk updates)

If you are receiving many assets:

1. Export all pre-created asset records needing updates (include Sys ID, Asset Tag, Serial Number).
2. Prepare a spreadsheet with those details.
3. Use Import Set to update alm_asset records.
4. Optionally automate via barcode scanning tool integrated with ServiceNow using mobile agent or third-party connector.

Since you're not yet using ASN: Capture Asset Tag and Serial Number after receiving, either manually or through an import/update flow.

Regards,

Abhishek

Should my response prove helpful, please consider marking it as the Accepted Solution/Helpful to assist closing this thread.

[Ryan S]

Thanks @abby_singh786 for the quick response and detailed explanation. A few follow-up questions/thoughts:

1. Do you know why the 'capture asset tag' screen was designed to not allow capturing the information upon receipt of pre-created assets?

2. Where would we look to see the functionality calling and being called by the 'capture asset tag' screen?

I expect we'll want to explore some customization options, hence the above questions. Thinking about it more, even when we get to ASNs I doubt that will be for every vendor so we'd still have a mix of pre-created with and without ASNs.

Thanks again for your insights. I did mark the first response as the accepted solution.

[Megha12]

Hi @abby_singh786

I recently encountered a situation while receiving a PO where I entered the asset tag and serial number for only one asset, despite having requested five (all under one PO line item). The PO still moved to the "Received" state, even though I hadn't received all the assets and had only entered data for one.

Additionally, I noticed that shell assets were created for the remaining four items, without any asset tags or serial numbers. 

Is this the expected behavior? We've recently upgraded to the Yokohama release, so I’m wondering if this is a new functionality introduced with it. I had never tested this use case earlier, so not sure if it already existed in the previous versions too. 

Would appreciate any clarification you can provide. Thank you.

Regards,

Megha