---
sourceDocument: Zurich IT Asset Management
sourceDocumentLink: https://www.servicenow.com/docs/r/zurich/it-asset-management

 Release :

    - zurich

ft:locale :

    - en-US

ft:publication_title :

    - Zurich IT Asset Management

ft:clusterId :

    - itam

bundleId :

    - itam

workflow :

    - Technology


---

# Use Advanced Shipment Notification

# Use Advanced Shipment Notification {#ariaid-title1}

* Release version: Zurich
* 
* Updated July 31, 2025
* 
* ![](https://www.servicenow.com/docs/portal-asset/ico-clock) 4 minutes to read

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

## Before you begin

* Download the ASN template and share it with the vendor for completion.
* Before importing asset records using the ASN template, validate the following data requirements:
  * The model ID provided in the template is defined in your ServiceNow instance.
  * The shipping address in the template matches the shipping address in the Location \[cmn_location\] table.
  * The shipping carrier in the template is available in the Shipping carrier \[sn_itam_common_shipping_carrier\] table.
  {#advanced-shipment-notification__ul_dky_w4c_m3c}
{#advanced-shipment-notification__ul_djz_t4c_m3c}  
Role required:

* Hardware Asset Management version 15.0.0 and later: ham_admin, ham_user, procurement_admin, asset, or admin
* Hardware Asset Management versions prior to 15.0.0: admin
{#advanced-shipment-notification__ul_gcp_mpc_m3c}

## About this task

Note:  
If the asset records that you want to create belong to model categories linked to a CI class with identification rules defined for fields like the Asset tag, Serial number, or MAC address, you must
provide details for at least one of these fields in the ASN template. Otherwise, the asset record isn't created. For example, if identification rules are defined for the Serial number and MAC address, you should provide a
value for either of these fields.

The identification rules for a CI class are defined in the CMDB
Identification and Reconciliation engine (IRE). For more details, see [Identification rules](https://www.servicenow.com/docs/access?context=c_IdentificationRules&version=zurich&pubname=zurich-servicenow-platform&ft:locale=en-US) and [Create a CI identification rule](https://www.servicenow.com/docs/access?context=t_CreateCIIdentificationRule&version=zurich&pubname=zurich-servicenow-platform&ft:locale=en-US). These rules help to uniquely identify the asset through these required fields and maintain accurate asset records.

## Procedure

1. Navigate to ASN import page.

   | HAM version | Steps |
   | Version 15.0.0 and later | 1. Navigate to WorkspacesHardware Asset WorkspaceProcurement. 2. Select the Procurement tab. {#advanced-shipment-notification__ol_wjs_t5c_m3c} |
   | Versions prior to 15.0.0 | Navigate to AllProcurementOrdersImport Shipment Notification. |
   |-|-|

   {#advanced-shipment-notification__choicetable_rcm_45c_m3c}
2. Attach or upload the ASN template.
   * HAM version 15.0.0 and later:
     1. Select New.
     2. On the Create New Shipment Notification Upload page, enter a unique name in the Name field.
     3. Select Attach file to upload the updated ASN template (.xlsx) that you received from your vendor.  
        Note:  
        If you do not have a sample ASN template, select Download template and share it with the vendor for completion.
     {#advanced-shipment-notification__ol_khj_svc_m3c}
   * HAM versions prior to 15.0.0: Select Browse files and select the updated template.  
     Note:  
     If you don't have a sample ASN template, on the Import Template page, select the Download Template File (.xlsx) link to download the template and share it with your vendor for completion.

   {#advanced-shipment-notification__choices_qsb_lvc_m3c}  
   The ASN template includes fields such as:
   * Serial number: Unique identifier for the asset
   * Asset tag: Alphanumeric tag assigned by your organization for asset tracking
   * Vendor: Vendor from whom the asset was purchased
   * PO number: Number associated with the purchase order  
     Note:  
     This field isn't the vendor PO number.
   * Model id: Model number of the product
   * SVC contract end date: Warranty expiration date for the asset
   * Carrier: Shipping carrier name
   * Tracking number: Number to track the assets that are in transit

   {#advanced-shipment-notification__advanced-shipment-notification_ul_q1y_qq5_4dc}  
   Note:  
   The OT entity and MAC address columns in the ASN template are used to create Operational Technology (OT) assets when the OT Asset Management application is activated.
3. Start the import.
   * HAM version 15.0.0 and later: Select Import.

     The status of the shipment notification upload transitions as follows:
     * Moves from Draft to Pending after the import is initiated.
     * Progresses through the Extracting Rows and Importing stages as the system processes the data.
     * Finalizes the process by updating the status to one of the following based on the outcome:
       * Completed: The import finished successfully without issues.  
         Note:  
         Even if some rows fail validation, the overall import status is marked as Completed. Error details for failed records are displayed in the Comment field on the Shipment Notifications Upload Stagings tab.
       * **Failed**: The system couldn't complete the import process.
       {#advanced-shipment-notification__advanced-shipment-notification_ul_wbs_kb3_23c}
     * The Shipment Upload Result section summarizes the import by showing the number of records inserted, ignored, and skipped.
     {#advanced-shipment-notification__ul_fmm_pxc_m3c}
   * HAM versions prior to 15.0.0: Select Upload.

     The upload may take some time as the import process runs asynchronously. Wait for the import process to complete before
     proceeding.  
     Check the status of importing the template in one of the following ways.
     * Navigate to ProcurementOrdersImport Status.
     * To open directly the import set record, select the link on the message bar that shows View import progress here.
     {#advanced-shipment-notification__ul_jkv_ryc_m3c}The Import Sets page shows a list of import set records.
   {#advanced-shipment-notification__choices_wlb_zwc_m3c}
4. Review the import results.
   * HAM version 15.0.0 and later: Select the Shipment Notifications Upload Stagings tab to view the state all rows included in the ASN template. A row can have any of the following states:
     * Inserted- Indicates that the row passed all validations and was considered for asset creation.
     * Ignored- Indicates that the row failed one or more validations and was excluded from asset creation. Rows containing software licenses are also automatically excluded, as software licenses are not supported through ASN import.

     {#advanced-shipment-notification__advanced-shipment-notification_ul_uhs_gtm_23c}

     The Comment field displays error details.
   * HAM versions prior to 15.0.0:
     1. Select the import set record to view the import status.
     2. If the import was not successful, select the Import Set Rows tab and check the Comment field to understand the reason for the failure.
     {#advanced-shipment-notification__ol_pyj_yzc_m3c}
   {#advanced-shipment-notification__choices_vgj_bzc_m3c}

## Result

For rows validated successfully:

* Asset records are created in the In Transit state.
* Asset records are linked to their corresponding purchase order line items.
* Purchase order statuses are updated to Pending Delivery.
{#advanced-shipment-notification__advanced-shipment-notification_ul_hzn_nzm_23c}

## What to do next

For rows that were ignored or resulted in a failed import, perform the following steps:

1. Review the Comment field to identify errors or details for each row.
2. Resolve the identified issues in the ASN template.
3. HAM version 15.0.0 and later: Create a new Shipment Notification Upload record to import the updated template.
4. HAM versions prior to 15.0.0: Import the updated template again.
{#advanced-shipment-notification__ol_abm_l1d_m3c}
**Related concepts**   

* [Work with hardware normalization](https://www.servicenow.com/docs/w1ZUMJ0y8IUi8F7ps09ASw "Asset Management Hardware Model Normalization enables users to normalize the details, such as manufacturer, product, model, and device type, of your hardware and consumable models. Data from the models is compared against the data in the Hardware Model Normalization Content Service.")
* [Manage your inventory through pallet assets](https://www.servicenow.com/docs/tyeWMAi3xWDyVOmQrjuXWA "Manage your inventory effectively using pallet assets.")
* [Manage loaner assets](https://www.servicenow.com/docs/HuewXgODTYAvh8gm4d7t6A "Request a loaner asset or consumable for a short period. You can also prepare the loaner asset or consumable for deployment and reclamation by using loaner asset tasks. Deploy the loaner asset or consumable for a specific period, and reclaim it on the return date.")
* [Donate assets to charity organizations](https://www.servicenow.com/docs/tAsHGHe_0ou6jrrbOYggJQ "Use the Asset Donation flow to donate hardware and consumable assets of your organization to charity organizations.")
* [Manage RMA requests](https://www.servicenow.com/docs/YTd8m6XPZ5lCRkVYaqru2g "Initiate a Return Merchandise Authorization (RMA) process by submitting an RMA request to initiate an RMA process with your vendor. You can repair or replace a faulty asset.")
* [Audit hardware asset inventory](https://www.servicenow.com/docs/eqXwWBYjdkR0PGo1qvoC9g "Perform scheduled or blind audits of stockrooms and other locations, such as offices or datacenters, to confirm accurate inventory information.")
* [Reclaim hardware assets](https://www.servicenow.com/docs/d_O~oNdbwKhZaYEOeDYAFw "Reclaim hardware assets efficiently and store them in the inventory, reassign, send it for repair, or dispose of as required.")
* [Manage the lifecycle of hardware models with calculated lifecycle templates](https://www.servicenow.com/docs/mF7QlczQVoS6gOxo6r9RcQ "Manage the complete lifecycle of hardware models by creating calculated lifecycle templates and associating these templates with the models.")
* [Receive asset warranty details from Lenovo](https://www.servicenow.com/docs/0ZShIZIbvuZKUr42PL0VUg "Connect to the Lenovo Warranty API and get the warranty details of your hardware assets.")
* [Manage stockrooms](https://www.servicenow.com/docs/NgR5nujHxsg6FVO1csneyA "Manage the assets in the stockroom by using appropriate stock rules, service locations, and distribution channels.")
* [Track shipments using the integration framework](https://www.servicenow.com/docs/3AnViiILkSClQkM3noU~UQ "Track your shipments in real time by integrating your ServiceNow instance with your third-party carrier's application through the integration framework provided by the IT Asset Management application.")
* [Assess performance of Hardware Asset Management](https://www.servicenow.com/docs/WA1h6dMDxwxffq~a~M06Lw "Track the success of the Hardware Asset Management application in your instance by creating success goals. You can also create a success goal category for a success goal and track the success of your goals by creating success activities.")
* [Manage refresh of assets using Zero Touch Refresh](https://www.servicenow.com/docs/sCk2jSQYosp_UTrAqC_IGw "Enable your employees to request hardware refreshes through an external vendor by using the Zero Touch Refresh flow on your ServiceNow instance. This process enables you to eliminate having to maintain a local inventory of new assets.")
* [Configure the Total Cost of Ownership of assets](https://www.servicenow.com/docs/GejS_WRXU0EjqTuwnphDZA "Configure the Total Cost of Ownership (TCO) of assets by creating rate cards for each task in a Hardware Asset Management workflow.")
* [Manage Hardware Asset Management subscriptions](https://www.servicenow.com/docs/j~dX06Jsj0WDHuvoBeXc0Q "Save on Hardware Asset Management licensing cost by choosing only the Hardware Asset Management Resource Categories that you use.")
* [Manage repair of defective assets in your stockroom in the Hardware Asset Workspace](https://www.servicenow.com/docs/~z425mbG6IyGvZ8Lsq60xQ "Optimize your inventory by getting the defective hardware assets in your stockroom repaired using the Repair flow.")
* [Manage picking hardware assets within your stockroom for Hardware Asset Management workflows](https://www.servicenow.com/docs/39Wh3AVTyN3O7y_D58_bBQ "Enable the Asset pick task explicitly for your stockroom and provide granular location details of the asset to facilitate asset picking within your stockroom.")
* [Manage hardware asset tasks using the Mobile Agent application](https://www.servicenow.com/docs/CsGxDNxNT8AMEvgTNMVBlA "Manage hardware asset tasks such as repair tasks and asset pick tasks using the intuitive Mobile Agent application.")
* [Manage asset put away using the Hardware Asset Workspace](https://www.servicenow.com/docs/lSL0w2rXwEKqocL9TOsGvg "Enable the Asset put away task explicitly for your stockroom to put away the assets from the receiving bay in the designated aisle-space. View the open Asset put away task and close it after specifying the aisle-space value to move the asset in the stockroom.")
* [Audit your hardware assets by using Asset Attestation](https://www.servicenow.com/docs/tQXHq3HF4n00qLPorCx3ZQ "Improve the asset utilization by auditing the hardware assets assigned to your employees and validating if the employees are using the assigned assets.")  
**Related tasks**   

* [Manage asset bundles from your inventory](https://www.servicenow.com/docs/NDJXpkKjLM3VvpR9yaRcug "Create asset bundles from existing assets in your inventory to track, reserve, or deploy a group of assets as a single entity.")
* [Create an inventory stock order request](https://www.servicenow.com/docs/5eFeCbdrupaI46K8fdlUaQ "Create an inventory stock order request so that you can order new hardware in bulk for your stockrooms. After your request is approved, the Hardware Stock Order flow takes you through the process of requesting, sourcing, and receiving your order.")
* [Create a disposal order](https://www.servicenow.com/docs/DWp7SzrsyScGYdfMs53kCw "Create a disposal order for hardware or consumable assets. You can create a disposal order for an asset reaching its end of life cycle or an asset that is no longer functional.")
* [Use a hardware asset request flow](https://www.servicenow.com/docs/~K_4PRouvGpVns9sFm_N3Q "Use a hardware asset request flow for requesting, sourcing, and deploying hardware catalog items from the Service Catalog application.")
* [Request a Hardware Asset Refresh](https://www.servicenow.com/docs/Sjj~PSn0_dpeqWwnzme4nw#hardware-asset-refresh "Use the Hardware Refresh request flow to track the aged hardware assets that are nearing the end of their life cycle. Replace them with new hardware assets.")
* [Manage your expiring contracts for leased hardware assets](https://www.servicenow.com/docs/SKwwb2uIqDksW~QhwYihZg "Use the lease contract expiration flow and decide on what to do before your leased hardware asset contract expires. Get notifications about the lease contracts that are nearing their expiration dates.")
* [View RFID information of assets](https://www.servicenow.com/docs/hh7OeFxPr_k6gvr1pwp70w "View the Radio Frequency Identification (RFID) information of assets to manage and locate important assets easily.")
* [Create an internal lifecycle in the Hardware Asset Workspace](https://www.servicenow.com/docs/0DJGJ998bTgCoLGsN9kxTA "Create a custom (internal) lifecycle to explicitly specify lifecycle dates for a selected hardware or consumable model in the Hardware Asset Workspace.")
* [Track asset location using indoor maps](https://www.servicenow.com/docs/pac_v~~AzBp~AehLN7jUMw "Locate and track the consumables and hardware, bundle, and pallet assets in your organization by using indoor maps. Indoor maps provide an interactive interface that enables you to visualize the location of your assets within your campuses, buildings, floors, and places.")
* [Acknowledge receipt of assets on the Employee Center portal](https://www.servicenow.com/docs/m7HGhFaj5ZFYsyRLznKLJg "After receiving hardware or consumable assets that were in transit and reserved for you, confirm their receipt on the Employee Center portal.")
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*[\>]: and then