Asset Management

Add an integration to track and monitor spend and usage for Copilot.

Add an integration to track and monitor spend and usage for Claude.

Domain separation is unsupported for AI Cost Management. Domain separation enables you to separate data, processes, and administrative tasks into logical groupings called domains. You can control several aspects of this separation, including which users can see and access data.

Reference topics provide additional information about the AI Cost Management application.

The AI Cost Management application contains various views that enable you to monitor and analyze your AI spend and usage.

The ServiceNow AI Cost Management application gives you comprehensive visibility and control over your AI spend and usage. The application consolidates cost and usage data from your external AI accounts, helping you track and optimize the total AI spend across your organization.

The Alerts center view displays alerts related to your AI consumption spend limits. You can review these alerts to prevent potential AI spend overages so that you can stay within budget.

The Base Asset Management application integrates the physical, technological, contractual, and financial aspects of information technology assets. Base Asset Management focuses on the financial tracking of company property.

Use the Asset estate view in the Asset Workspace to create, view, and modify the assets and also manage asset functions and notifications.

ServiceNow Asset Management gives organizations complete visibility and control over their technology and enterprise assets throughout their entire lifecycle on a single, unified platform.

The IT Asset Management application relies on a seamless integrated ecosystem of applications to deliver complete visibility, control, and optimization of IT assets throughout their lifecycle.

The default asset classes are Hardware, Software License, Consumable, Bundle, Software Entitlement, and Facility. These general classes can be used to manage various assets.

Fixed assets are containers that can hold multiple assets. Fixed assets are commonly tracked at the corporate level by a finance or accounting department, but may contain IT assets such as hardware and software.

Consumables are assets that are not tracked individually, but as a group of the same model.

Asset and configuration item (CI) management refers to creating assets, setting appropriate states and substates, synchronizing assets and CIs, managing consumables, and retiring assets.

Stockrooms are places to which assets are assigned.

Stock rules are defined criteria stating that when the 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.

Create a consumption spend limit for a cost center or a department.

Create spend limits for individual consumption AI accounts.

Integrate with a Copilot account to import usage data from Copilot.

Configure monthly cost per seat for Copilot.

Add thresholds for user consumption spend limits that generate alerts when the threshold is exceeded.

Configure the AI Cost Management application so that you can track usage and monitor spend across your AI services.

The IT Asset Management Content Service team manages and supports content requests from IT Asset Management customers.

Use the Contract management view in the Asset Workspace to view and manage details of contracts such as Contract number, Contract start and end dates, terms and conditions statements.

Create a transfer order to move one or more assets from a source stockroom to a destination stockroom.

Update tasks for multiple transfer order lines at one go to streamline the transfer order process.

Create customized template tasks to configure your specific task workflow for transfer order lines. Default template tasks are available with the Base Asset Management application. You can’t modify or delete a default template task.

Create a request for new content through the Service Catalog application for the IT Asset Management content service.

Create template subtasks to add granularity to the transfer order line tasks. For example, before preparing for shipment, for a computer, you may want to create sub tasks for imaging the computer or adding additional software.

Transfer order line form and related fields description.

Add a transfer order a line to a transfer order for each asset or consumable model you want to move.

Understand how transfer order line tasks are structured and when to create customized template tasks or subtasks for your organization's asset transfer process.

Dispose of those consumable assets that are no longer required in your stockrooms.

Domain separation is supported in Base Asset Management. Domain separation enables you to separate data, processes, and administrative tasks into logical groupings called domains. You can control several aspects of this separation, including which users can see and access data.

Edit spend limits and alert thresholds for accounts, cost centers, departments. Edit alert thresholds for users.

The AI Cost Management application provides a central location for monitoring and analyzing your organization's AI spend and usage.

The user interface of the Base Asset Management application is enhanced to make it more user-friendly and intuitive, enabling you to manage your hardware installations better.

Enhance your Base Asset Management experience by using the modernized and user-friendly Hardware asset overview view. The Hardware asset overview is a simplified and intuitive environment that helps you use the application more effectively by reducing complexity.

The Home view is the landing page of the AI Cost Management application. This view provides an overview of key AI spend metrics to help you understand your overall AI spend and usage.

You can install the AI Cost Management application (sn_itam_aicm) if you have the admin role..

Several types of components are installed with activation of the sn_itam_aicm plugin, including user roles, scheduled jobs, and tables.

Several types of components are installed with Model Management.

You can integrate with AI providers to track and monitor spend and usage for your AI accounts. Use this information to maintain AI budgets and optimize costs.

Use the Inventory view in the Asset Workspace to view and manage inventory-related functions such as stockrooms and transfer orders.

The ServiceNow IT Asset Management application gives you a unified view of hardware assets, software licenses, cloud assets, regulatory audits, contracts, and procurements to help reduce costs, maintain compliance, and manage assets.

Manage pre-allocated assets, which are the assets that the vendor still owns, but has agreed to store in a customer stockroom for just-in-time procurement.

Manage the asset movement from one stockroom to the other using transfer order.

Use the Model management view in the Asset Workspace to create or modify models and manage asset model-related functions. Track hardware and consumable models nearing end of life.

You can monitor your AI spend and usage to optimize licensing and reduce costs across your AI application deployments.

Progress a transfer order line through diffident stages by closing the transfer order line task.

The Organization Management application provides an easy way to perform such asset management tasks as updating users and adding vendors.

Validate that Base Asset Management still works after you make any configuration change such as apply an upgrade or develop an application. Copy and customize these quick start tests to pass when using your instance-specific data.

Several tables, user roles, UI policies, script includes, client scripts, and business rules are installed with Asset Management.

As assets move through the transfer process, the stage of a transfer order is updated based on the individual transfer order lines tasks.

As transfer order line actions are triggered, the stock information and states of any affected assets are updated. Consumables and non-consumables are tracked differently.

When a consumable is added to a transfer order line, the stock for the consumable is split into two records and the transfer order links to the newly created stock line.

When transfer order line stages change for non-consumables, it affects asset substates.

Comprehensive reference of Asset Management table fields that are restricted from UI editing and those which can be modified using client scripts.

Reference topics provide additional information about the lists and forms that you use to configure and administer Asset Management.

Move a consumable asset that is in a consumed state and has completed its life cycle back to an in-stock status.

Review the AI spend alerts that trigger when you exceed the specified spend limit thresholds. These alerts help you maintain visibility and control over your AI spend so that you can avoid unexpected overages and stay aligned with your AI budget.

Spend limits define the maximum amount of consumption AI spend permitted each month. Align this spend limit with your organization's AI budget thresholds.

The Settings view enables you to set up integrations,spend limits and alerts, and enter subscription costs to use with the AI Cost Management application.

The Spend view provides detailed insights into your AI spend and usage. You can view this information by account, product, model, cost center, department, or user.

Depreciation is the reduction in the value of an asset over time.

Assets can be allocated from pre-allocated asset records, which creates new asset records and reduces the Quantity in the original pre-allocated asset record.

The best method for managing assets depends on business needs and how your business is organized.

To consume consumable assets, they must have a state of In Stock and a substate of Available.

Creating an asset class requires defining a new table and creating a corresponding application and module, then adding the new asset class to new or existing model categories. The default asset classes are Hardware, Software License, and Consumable. These general classes can be used to manage various assets.

When you map the asset and CI fields, synchronization happens both ways. Changes to either the asset or CI record are updated to the logically mapped record. You can synchronize custom mappings and mappings provided with the base instance.

Map the asset State and Substate fields to the CI Hardware Status field. Don't use the Substatus field on hardware CIs because the CI synchronization does not update the field when assets are updated. When you create the mapping, you can set the synchronization direction from the asset, CI, or both.

Map the asset State and Substate fields to the CI Install Status field. The Substatus field of the CI Install Status field should not be used for hardware CIs.

Create hardware, software, consumable, bundle, pallet, mobile, and facility assets using the Core UI or the Hardware Asset Workspace.

Create a consumable to track an asset as a group of the same model.

You can manage your organization's software license assets.

Create a pre-allocated asset that physically exists, but isn’t yet a financial liability.

You can delete a transfer order only if the transfer order is still in the draft stage.

You can delete a transfer order line only if it's still in the draft stage.

You can delete an asset at any time.

You can retire an asset at any time.

Return items from a received transfer order when all or some of the delivered assets are defective or incorrect.

Use asset states and substates to track assets accurately and at a detailed level.

You can split a pre-allocated asset to create a group that can be moved to a different stockroom.

Transfer assets from one location to the other by moving the assets through the transfer order process. Transfer order lines specify the exact items that comprise a transfer order.

Consumables are tracked as a group of the same model, but you can view individual consumables in the consumable model record.

Use the Transfer Order flow to track asset movement from one stockroom to the other and the Transfer Order Line flow to handle the processing of transfer order lines. You can edit the existing flow or create a flow in the graphical Workflow Studio to meet your organization's asset transfer process.

Use the Base Asset Management application to manage your assets efficiently.

View and analyze your AI spend and usage so that you can optimize your AI licensing costs and plan for future AI investments. You can view your AI spend and usage by account, product, model, cost center, department, or user.

Asset and configuration item (CI) management refers to creating assets, setting appropriate states and substates, synchronizing assets and CIs, managing consumables, and retiring assets.

Transfer assets from one location to the other by moving the assets through the transfer order process. Transfer order lines specify the exact items that comprise a transfer order.