Advanced Shipment Notification (ASN)

May 09, 2023 10:23

What is an ASN?

An Advanced Shipment Notification (ASN) is a document that provides important information about an upcoming shipment. When a supplier or vendor sends you an ASN, it will include details such as the contents of the shipment, the expected delivery date, and any other relevant information about the shipment.

Receiving an ASN is important because it allows you to have better visibility into the shipment process and to prepare for the arrival of the goods. You'll be able to track the shipment more effectively, anticipate any issues that might arise, and make sure that you have the necessary resources in place to receive and process the shipment when it arrives.

Why use an ASN?

An ASN is a valuable tool in supply chain management that helps reduce errors and delays in shipping. By providing detailed information about the shipment, your supplier or vendor is helping you streamline your operations and better manage your inventory.

Importing an ASN

Go to Utilities → Import → ASN Import

The ASN import feature allows you to easily and efficiently import Advanced Shipment Notifications (ASNs) from your suppliers or vendors into our portal. With the ASN import feature, you can upload ASNs in CSV format. Once the ASNs have been uploaded, the system will automatically parse the information and add it to your portal, where you can view and manage it.

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It's as simple as dragging and dropping off your import file. The import will assess your file, and ask the meaning of any column headers it does not recognize. An email will be sent to you with the import status, how many entries were successfully imported, and how many failed with the reason for the failure.

Getting Started

You'll need access to a spreadsheet program that supports CSV files such as Excel or Google Sheets. Any other file type will not import.

Choosing an Import Template

You can download the sample template by clicking on the Download Sample link or create your custom import templates, by selecting only the ASN fields you want to include.

Select the required titles and download the CSV file.
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These are just a few examples of the requirements you'll need to be aware of before importing. If you have any issues, see Troubleshooting | Data Import for help with several common scenarios that can occur.

Now, when you are ready with the import file, proceed with the steps below.

Importing ASN

Go to Utilities → Import→ Click on ASN Import
Upload Your File: Attach the file by simply dragging and dropping or uploading your CSV file directly from your computer by browsing.
Click Continue when done.
Column Mapping: Once the file is loaded the column headers from the file will be displayed below the heading Column Name. In the case of the column header from the file exactly matching the Console field name this will be automatically mapped and this is displayed in the Map to Field.
You can map and make sure all of the column field data you're importing has been matched to its equivalent setting on Console.
Enter the email address to which you will receive the status of your import.
Click Continue.
Import will be Initiated → Click Finish.
You will be taken back to the Import page, where at the bottom you can see a section 'Recent Imports'which will show the details and current status of the imported file.
Click on the Status (highlighted in blue color) to view the Status Report- This will list both Imported Records as well as Failed Records with a reason for the failure. You also have the option to Download the Failed Records by clicking on the Download button. You can correct the remaining failed record and proceed to reimport them.
Once done you can see the Status as COMPLETED

View ASN's

Go to Console → Inventory → ASN

All the ASNs will be listed here. The ASN number is automatically generated during the import which can be used to track the ASN.

By default, when an ASN is imported the ASN status will be 'SCHEDULED'.

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Click on the 'ASN #' will take you to the ASN Summary Screen which provides a comprehensive view of Advanced Shipment Notifications (ASNs) received from your suppliers or vendors. This documentation will guide you through the different fields and details displayed on the ASN Summary Screen, allowing you to effectively manage and track your incoming shipments.

1. ASN Number: The ASN Number field shows the unique identifier assigned to each ASN for easy reference and tracking purposes.

2. Venue: The Venue field indicates the location or destination where the shipment is intended to be delivered.

3. Vendor Code and Vendor Name: The Vendor Code and Vendor Name fields display the identification code and name of the supplier or vendor who initiated the shipment.

4. Shipping Address: The Shipping Address field provides the address where the shipment is originating from.

5. Billing Address: The Billing Address field displays the address to which the invoice for the shipment should be sent.

6. Vendor Ship By Date: The Vendor Ship By Date field shows the date specified by the vendor as the expected shipping date for the ASN.

7. Destination: The Destination field indicates the final destination of the shipment.

8. Due Date: The Due Date field represents the date by which the shipment is expected to arrive at its destination.

9. PO Number: The PO Number field displays the purchase order number associated with the shipment.

10. Total Quantity Shipped: The Total Quantity Shipped field shows the cumulative quantity of all items included in the ASN.

11. Total Amount, Total Discount, Total Tax: These fields display the overall financial details associated with the ASN, including the total amount, discounts (if applicable), and taxes (if applicable).

12. Net ASN Amount: The Net ASN Amount field represents the final total amount after applying any discounts or taxes to the ASN.

13. Line Item Details: The Line Item Details section provides a breakdown of individual items included in the ASN, including information such as Item ID, UPC, Descriptions, UOM, Unit Cost, Retail Price, and Quantity Shipped.

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The user can print or download the summary of the ASN order as a CSV file.

Note: Currently we can modify the ASN using the import function.

Search Criteria On Filters: When applying search criteria on inventory pages, selecting a specific Transaction No. or anything linked inside the report page and then returning to the previous page now retains the search criteria, improving navigation consistency. This improvement streamlines the workflow, allowing users to manage and view inventory data more efficiently without reapplying filters.

Receiving an ASN and Viewing it on the Inventory Receiving List

By clicking the "Receive" button, you confirm the receipt of the corresponding ASN. The system will then process the information and update the ASN's status accordingly. This action indicates that the shipment has been received or acknowledged by your organization.

Screenshot_2023-05-16_at_11.35.43_AM.png Once an ASN is received, it will be displayed on the Inventory Receiving List within the portal (Inventory → Merchandise Receiving). The Receiving List provides a consolidated view of all received ASNs, allowing you to track and manage the received shipments efficiently.

We hope this documentation helps you navigate the ASN Summary Screen effectively and manage your incoming shipments with ease. If you have any further questions or require assistance, please don't hesitate to contact our support team.

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