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

 Release :

    - brazil

ft:locale :

    - en-US

ft:publication_title :

    - Asset Management

ft:clusterId :

    - itam

bundleId :

    - itam

workflow :

    - Technology


---

# Advanced Shipment Notification (ASN)

# Advanced Shipment Notification (ASN) {#ariaid-title1}

Release version: Brazil  
Updated September 10, 2026  
![](https://www.servicenow.com/docs/portal-asset/ico-clock) 2 minutes to read
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![AI sparkle icon](https://servicenow.com/docs/portal-asset/ai-sparkle-icon) Summarized using AI  
This content was generated using new OpenAI-powered functionality. Results are provided on an as is basis and are not guaranteed to be accurate or complete.  

## Summary of Advanced Shipment Notification (ASN)

Advanced Shipment Notification (ASN) automates the creation of asset records in theIn Transitstate by using detailed asset and shipment information provided by vendors before delivery.
This process reduces manual data entry and improves tracking accuracy for assets associated with purchase orders created for specific models.
Show full answer Show less  
The ASN workflow can be initiated by users with the following roles: **hamadmin** , **hamuser** , **procurementadmin** , and **assetadmin**.

## ASN Workflow

* Download a standardized ASN template (.xlsx) and share it with vendors for completion.
* Vendors complete and return the template with asset and shipment details.
* Import the completed template into the system, which creates a record with **Pending** status in the Shipment Notification Upload table and populates data into a staging table for validation.
* After validation:
  * Successfully validated rows generate asset records in the **In Transit** state, associate assets to purchase order line items, and update purchase order statuses to **Pending Delivery**.
  * Rows that fail validation are skipped with no asset records created.

## ASN Import Validations

The system performs several key validations on the ASN import data to ensure accuracy and consistency:

* **Purchase Order Validations:** Confirms the PO exists and is in **Ordered** or **Pending Delivery** status. Records with invalid POs are skipped, but shipment details may be added as comments if no PO is found.
* **Location Validations:** Ensures the location field is not empty and validates it when no PO is mentioned.
* **Model Validations:** Checks that the model exists and ignores software models (since software licenses are not supported via ASN). It also evaluates the asset tracking strategy to determine if asset records should be created or skipped.
* **Unique Identifier Checks:** For serialized assets, verifies required unique fields are present and values are distinct from existing assets.
* **Quantity Validations:** Ensures non-consumable asset quantities do not exceed 1. If quantity exceeds 1, it logs an error, resets quantity to 1, and proceeds to create the asset record.

## Practical Benefits for ServiceNow Customers

Implementing ASN enables ServiceNow customers to:

* Automate and streamline asset record creation before physical delivery.
* Improve accuracy in asset tracking and inventory management.
* Reduce manual data entry and associated errors.
* Maintain up-to-date purchase order statuses aligned with asset shipment progress.
* Ensure compliance with asset tracking policies through built-in validations.  
Advanced Shipment Notification (ASN) automates the creation of asset records in the In transit state when vendors supply both asset and shipment details before delivery.

When a purchase order is created for specific models, vendors can provide detailed asset and shipment information ahead of delivery. ASN uses this information to generate asset records in the In Transit state automatically, reducing
manual entry, and enhancing tracking accuracy.  
You can initiate the ASN workflow with any of the following roles:

* ham_admin
* ham_user
* procurement_admin
* asset
* admin
{#asn-for-ham__ul_l53_pwg_23c}

## ASN Workflow {#asn-for-ham__section_gtf_b4n_c3c}

1. Download the standardized ASN template (.xlsx) and share it with the vendor for completion.
2. The vendor completes and returns the template with asset and shipment information.
3. Import the updated ASN template into the system, where:

   1. A record with a Pending status is created in the Shipment Notification Upload \[sn_itam_common_asn_upload\] table, which initiates the ASN flow.
   2. Data from the ASN template is populated into an intermediate staging table for field validation.
   {#asn-for-ham__ol_yfj_vnn_23c}
4. After the validation, the following changes happen: For rows validated successfully:

   * Asset records are created in the In Transit state.
   * Assets are associated with purchase order line items.
   * Purchase order statuses are updated to Pending Delivery.

   {#asn-for-ham__ul_j3l_m4n_23c}

   For rows that failed validation:
   * Records are either ignored or skipped.
   * Asset records aren't created.
   {#asn-for-ham__ul_cdg_1pn_23c}
{#asn-for-ham__ol_ukn_f4n_c3c}

## ASN import validations {#asn-for-ham__section_ylc_m5f_23c}

The system validates the data in the ASN import template to verify its accuracy before generating asset records.

Purchase Order (PO) validations
:
    1. Verifies that any PO provided in the template exists and is valid in the system.
    2. Requires that valid POs should be in either an Ordered or Pending Delivery state. Otherwise, the system skips the record.
    3. The system creates an asset record and adds the Shipment details in the template to the Comments field, if a PO isn't found.
    {#asn-for-ham__ol_ftn_r5f_23c}

Location validations
:
    1. Confirms that the location field in the template isn't empty.
    2. if no PO is mentioned in the template, validates the provided location.
    {#asn-for-ham__ol_sbc_gwf_23c}

Model validations
:
    1. Checks that the model is provided and exists in the system.
    2. Ignores software models automatically, as software licenses aren't supported through the ASN import.
    3. Evaluates the asset tracking strategy for the model:
       * If the strategy is set to Don't create asset, asset record isn't created.
       * If the strategy is set to Track as Consumable, unique identifier check isn't performed.
       {#asn-for-ham__ul_bhh_1sg_23c}
    4. Tracks serialized assets belonging to a model category linked to a CI class with defined identification rules:
       1. Retrieves unique identifier fields.
       2. Validates that all required unique fields are present.
       3. Verifies that at least one unique field value in the import data is different from the values in existing asset records.
       {#asn-for-ham__ol_fcn_ksg_23c}
    {#asn-for-ham__ol_j33_kxf_23c}

Quantity validations for non-consumable assets
:
    1. Checks that the quantity doesn't exceed 1.
    2. If the provided quantity exceeds 1, logs an error message in the staging table, resets the quantity to 1, and creates an asset record.
    {#asn-for-ham__ol_y25_2ds_m3c}
For more details on ASN import process, see [Use Advanced Shipment Notification](https://www.servicenow.com/docs/oEWz9PRT4EjqACKg0KzEyw "Use Advanced Shipment Notification (ASN) to automate and create asset records when your assets are in transit.").