HARDWARE ASSET AUDIT RECORD

[sathish prem]

We have created a Hardware Asset Audit Record for the stockroom audit. However, I noticed that no records are displayed under the Expected Assets tab after creating the audit.

Should the assets assigned to that stockroom automatically populate and appear under the Expected Assets tab as soon as the audit record is created, or will they only appear once the audit is in progress?

Please refer to the attached screenshot for reference.

[Dnyaneshwaree]

Hello @sathish prem ,

As per my understanding, standard process is the assets assigned to a stockroom will typically only appear under the Expected Assets tab once the audit is set to "In Progress." To appear it for other state then it might be require some automations.

When you first create the Hardware Asset Audit Record, the system essentially creates a container for the audit. At this stage, the list of expected assets is not pulled. 

Once audit's status changes to "In Progress" it force system to take a "snapshot" of all assets currently assigned to that specific stockroom. These assets then populate the "Expected Assets" tab. 

But you can verify it by opening records in expected asset table and check that respective asset are in which state that are displayed in related tab of other asset audit records.

[JessicaLanR · Accepted solution]

You're absolutely right to expect some level of automation here. In ServiceNow's Hardware Asset Management (HAM) module, when you create a Hardware Asset Audit Record for a specific stockroom, the Expected Assets tab should automatically populate with the assets assigned to that stockroom — immediately after creation, not only once the audit is in progress.

Here’s how it typically works:

1. When you create the Audit record, and specify a stockroom, ServiceNow runs a script (usually a Business Rule or Flow) to fetch all assets (usually with state = “In Stock” or “In Use”) assigned to that stockroom.

2. These assets are then populated under the Expected Assets tab, representing the list of items that should be physically located in that stockroom.

3. Once you start the audit, the actual verification begins, but the expected list should already be there.

If your Expected Assets tab is empty:

Here’s what you should check:

• Is the stockroom field filled in correctly? It must reference a valid stockroom with assets assigned.

• Are there any Business Rules disabled? There’s typically one that runs on Audit creation to populate the expected assets.

• Do the assets in the stockroom have proper status/state and assigned location? They must match the criteria used in the expected assets script.

• Was the audit created via UI or script? If created via script/API, the automatic population may not have been triggered.

You can try deleting and recreating the audit after verifying those conditions — if the issue persists, check the logs or debugging tools to see if the Expected Assets population logic is firing at all.

Let me know if you need help locating or checking the exact script used in your instance.