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Stockrooms

Stockrooms are places to which assets are assigned.

When stock is low on a particular asset, stock rules can either notify an asset manager or automatically transfer inventory from one stockroom to another.

Stockrooms are separate, standalone entities in the Asset Management application.

Create a stockroom

You can create a stockroom.

About this task

Role required: asset or inventory_user

Procedure

Navigate to Inventory > Stock > Stockrooms and create a new record (see table for field descriptions).


Fields	Description
Name	Display name and identifier of the stockroom.
Assignment group	Group that primarily uses the stockroom.
External	Whether this stockroom is managed internally (check box is cleared) or is managed externally by a third party (check box is selected).
Location	Physical location of the stockroom.
Type	Type of stockroom, such as Field Agent or On site.
Manager	Person in charge of the stockroom. Receives restocking notifications and requests for the stockroom's stock rules.

Click Submit.

Delete a stockroom with assets

You can delete a stockroom. If the stock room has assets, you must remove the assets from the stockroom first.

Before you begin

Role required: inventory_admin

Procedure

Navigate to Asset > All Assets.
Personalize the list to add the Stockroom column.
Filter the list to show only the assets in the stockroom that you want to delete.
Change or remove the stockroom for all of the asset records.
After removing assets from the stockroom you want to delete, continue with the instructions for deleting a stockroom with no assets.

Delete a stockroom with no assets

You can delete a stockroom that has no assets.

Before you begin

Role required: inventory_admin

Procedure

Navigate to Inventory > Stock > Stockrooms.
Select the check box beside the stockroom Name.
In the Actions choice list below the list, select Delete.

Stockroom types

Stockroom types are categories of stockrooms.

The stockroom type has two significant characteristics.

Priority: indicates the order of stockrooms the parts should be sourced from. For example, if a personal stockroom (priority 2) contains the required part, the personal stockroom receives priority over the Central Stockroom (priority 7) because the part in the personal stockroom does not require delivery.
Shipment Required: informs the system if a transfer order needs to be created when the part is sourced from a stockroom of the given type. For example, a part in a personal stockroom does not require shipment, so no transfer order is needed.

Table 1. Stockroom types defined in the base system
Value	Name	Priority	Shipment Required	Description	Comment
on_site	On Site	1	False	Stockroom at the customer site.	Close to the users and does not require shipping.
field_agent	Field Agent	2	False	Virtual, personal stockroom linked with a field service agent (FSA) directly, used for delivery.	Mainly used to indicate to the system that the part has been delivered and is with the FSA.
fsl	FSL	4	True	Forward Shipping Location.	Small stockrooms where the parts can typically be shipped via overnight delivery.
pudo	PUDO	5	True	Pick Up/Drop out location.	This type is sometimes called a by-box. Can be a postal box that can receive new and returned parts. Often in close proximity to major customer sites.
stockroom	Stockroom	6	True		A regional stockroom.
central_stockroom	Central Stockroom	7	True		A central stockroom, usually a big facility from which most parts are shipped.

Create a new stockroom type

If you need stockroom types that are not included in the base system, you can create a custom stockroom type.

Before you begin

Role required: inventory_admin

About this task

Check the priority level of the stockroom types provided in the base instance to ensure that you assign the correct priority level to any new stockroom types you create. You can also modify the stockroom types included in the base system.

Procedure

Navigate to Inventory > Stock > Stockroom Types and create a new record (see table for field descriptions).


Field	Description
Name	Display name of the stockroom type.
Description	General information about the stockroom type.
External stockroom	Whether stockrooms of this type are managed internally (check box cleared) or managed externally by a third party (check box selected).
Priority	Level of precedence for this type of stockroom.
Shipment required	Option that determines if stockrooms of this type require shipment by default.
Value	Internal identifier of the stockroom type.

Click Submit.

Stock rules

Stock rules are defined criteria stating that when inventory of a particular asset in a particular stockroom reaches a specified threshold, a certain number should either be transferred from another stockroom or ordered from a vendor.

For example, a specific model of computer keyboard reaches an inventory of 10 in a particular stockroom and, because a stock rule is in place, a transfer order is automatically created to transfer 50 from a different stockroom. Because there can be multiple assets of a model within a stockroom, stock rules enable you to check all assets fitting the criteria and view a total count.

There are two restocking options:

An email can be sent to the stockroom manager (user identified in the Manager field on the stockroom record) to place a vendor order. A task is automatically created for the stockroom manager or, if Procurement is active, a purchase order and a purchase order line item are created.
A transfer order can be generated automatically to restock the item from another stockroom.

Stock rules consider existing transfer orders and do not create additional transfer orders if replenishment is already in progress.

A scheduled job named Stock Rule Runner runs once per day to create the restocking transfer orders, send email messages to stockroom managers, and create tasks for stockroom managers.

Note: If restocking is in progress, the system does not create duplicate email messages or duplicate transfer orders.

If Procurement is active when the scheduled job is run, a purchase order and a purchase order line item are automatically created.

Note: You must have procurement_user role to access the purchase order and purchase order line item.

Create a stock rule

You can create a stock rule to control what happens when inventory of a particular asset in a particular stockroom reaches a specified threshold.

About this task

Role required: inventory_admin

Procedure

Navigate to Inventory > Stock > Stock Rules and create a new record (see table for field descriptions).


Field	Description
Model	Product model to which the rule applies.
Threshold	Quantity that the stock must reach to trigger restocking. For example, enter a threshold of 10 for a laptop computer that should be restocked when inventory drops below 10 in the specified stockroom.
Restocking option	Location where additional supplies should come from. If Procurement is not active, then restocking option is Stockroom only. Otherwise, select one of the following: Stockroom: creates a transfer order to obtain the asset from another stockroom. Vendor: sends an email to the stockroom manager to order from a vendor. In addition to the email notification, a purchase order and purchase order line item are created.
Active	Whether this stock rule active (check box is selected). Clearing this check box prevents the stock rule from restocking automatically.
Stockroom	Current physical location of the asset.
Order size	Minimum order quantity for stockroom transfers or vendor purchases. ServiceNow calculates the smallest multiple of the order size needed to restock the item above the threshold. For example, there are 3 laptops in stock with a threshold of 10 and the Stockroom option selected. If the order size is set to 4, the system creates a transfer order for 8 laptops to exceed the threshold and satisfy the rule (3 in stock + 8 ordered = 11). When restocking from a vendor, ServiceNow sends an email to the stockroom manager showing the total number of items to order, as multiples of the order size.

Click Submit.

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Stockrooms

Stockrooms are places to which assets are assigned.

When stock is low on a particular asset, stock rules can either notify an asset manager or automatically transfer inventory from one stockroom to another.

Stockrooms are separate, standalone entities in the Asset Management application.

Create a stockroom

You can create a stockroom.

About this task

Role required: asset or inventory_user

Procedure

Navigate to Inventory > Stock > Stockrooms and create a new record (see table for field descriptions).


Fields	Description
Name	Display name and identifier of the stockroom.
Assignment group	Group that primarily uses the stockroom.
External	Whether this stockroom is managed internally (check box is cleared) or is managed externally by a third party (check box is selected).
Location	Physical location of the stockroom.
Type	Type of stockroom, such as Field Agent or On site.
Manager	Person in charge of the stockroom. Receives restocking notifications and requests for the stockroom's stock rules.

Click Submit.

Delete a stockroom with assets

You can delete a stockroom. If the stock room has assets, you must remove the assets from the stockroom first.

Before you begin

Role required: inventory_admin

Procedure

Navigate to Asset > All Assets.
Personalize the list to add the Stockroom column.
Filter the list to show only the assets in the stockroom that you want to delete.
Change or remove the stockroom for all of the asset records.
After removing assets from the stockroom you want to delete, continue with the instructions for deleting a stockroom with no assets.

Delete a stockroom with no assets

You can delete a stockroom that has no assets.

Before you begin

Role required: inventory_admin

Procedure

Navigate to Inventory > Stock > Stockrooms.
Select the check box beside the stockroom Name.
In the Actions choice list below the list, select Delete.

Stockroom types

Stockroom types are categories of stockrooms.

The stockroom type has two significant characteristics.

Priority: indicates the order of stockrooms the parts should be sourced from. For example, if a personal stockroom (priority 2) contains the required part, the personal stockroom receives priority over the Central Stockroom (priority 7) because the part in the personal stockroom does not require delivery.
Shipment Required: informs the system if a transfer order needs to be created when the part is sourced from a stockroom of the given type. For example, a part in a personal stockroom does not require shipment, so no transfer order is needed.

Table 1. Stockroom types defined in the base system
Value	Name	Priority	Shipment Required	Description	Comment
on_site	On Site	1	False	Stockroom at the customer site.	Close to the users and does not require shipping.
field_agent	Field Agent	2	False	Virtual, personal stockroom linked with a field service agent (FSA) directly, used for delivery.	Mainly used to indicate to the system that the part has been delivered and is with the FSA.
fsl	FSL	4	True	Forward Shipping Location.	Small stockrooms where the parts can typically be shipped via overnight delivery.
pudo	PUDO	5	True	Pick Up/Drop out location.	This type is sometimes called a by-box. Can be a postal box that can receive new and returned parts. Often in close proximity to major customer sites.
stockroom	Stockroom	6	True		A regional stockroom.
central_stockroom	Central Stockroom	7	True		A central stockroom, usually a big facility from which most parts are shipped.

Create a new stockroom type

If you need stockroom types that are not included in the base system, you can create a custom stockroom type.

Before you begin

Role required: inventory_admin

About this task

Procedure

Navigate to Inventory > Stock > Stockroom Types and create a new record (see table for field descriptions).


Field	Description
Name	Display name of the stockroom type.
Description	General information about the stockroom type.
External stockroom	Whether stockrooms of this type are managed internally (check box cleared) or managed externally by a third party (check box selected).
Priority	Level of precedence for this type of stockroom.
Shipment required	Option that determines if stockrooms of this type require shipment by default.
Value	Internal identifier of the stockroom type.

Click Submit.

Stock rules

There are two restocking options:

An email can be sent to the stockroom manager (user identified in the Manager field on the stockroom record) to place a vendor order. A task is automatically created for the stockroom manager or, if Procurement is active, a purchase order and a purchase order line item are created.
A transfer order can be generated automatically to restock the item from another stockroom.

Stock rules consider existing transfer orders and do not create additional transfer orders if replenishment is already in progress.

A scheduled job named Stock Rule Runner runs once per day to create the restocking transfer orders, send email messages to stockroom managers, and create tasks for stockroom managers.

Note: If restocking is in progress, the system does not create duplicate email messages or duplicate transfer orders.

If Procurement is active when the scheduled job is run, a purchase order and a purchase order line item are automatically created.

Note: You must have procurement_user role to access the purchase order and purchase order line item.

Create a stock rule

You can create a stock rule to control what happens when inventory of a particular asset in a particular stockroom reaches a specified threshold.

About this task

Role required: inventory_admin

Procedure

Navigate to Inventory > Stock > Stock Rules and create a new record (see table for field descriptions).


Field	Description
Model	Product model to which the rule applies.
Threshold	Quantity that the stock must reach to trigger restocking. For example, enter a threshold of 10 for a laptop computer that should be restocked when inventory drops below 10 in the specified stockroom.
Restocking option	Location where additional supplies should come from. If Procurement is not active, then restocking option is Stockroom only. Otherwise, select one of the following: Stockroom: creates a transfer order to obtain the asset from another stockroom. Vendor: sends an email to the stockroom manager to order from a vendor. In addition to the email notification, a purchase order and purchase order line item are created.
Active	Whether this stock rule active (check box is selected). Clearing this check box prevents the stock rule from restocking automatically.
Stockroom	Current physical location of the asset.
Order size	Minimum order quantity for stockroom transfers or vendor purchases. ServiceNow calculates the smallest multiple of the order size needed to restock the item above the threshold. For example, there are 3 laptops in stock with a threshold of 10 and the Stockroom option selected. If the order size is set to 4, the system creates a transfer order for 8 laptops to exceed the threshold and satisfy the rule (3 in stock + 8 ordered = 11). When restocking from a vendor, ServiceNow sends an email to the stockroom manager showing the total number of items to order, as multiples of the order size.

Click Submit.

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Stockrooms

Stockrooms

Create a stockroom

Delete a stockroom with assets

Delete a stockroom with no assets

Stockroom types

Create a new stockroom type

Stock rules

Create a stock rule

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Stockrooms

Stockrooms

Create a stockroom

Delete a stockroom with assets

Delete a stockroom with no assets

Stockroom types

Create a new stockroom type

Stock rules

Create a stock rule

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