The Shipment Notice Functionality is designed to document the movement of goods from the supplier to the next stage destination, to keep the next stage recipient updated, and to smooth the payment process.
Suppliers can create Advance Shipping Notices (ASN)s including line-items from multiple PO(s) to update the buyer on status, including tracking information, bill of lading, and airway bills.
Tap these links to get to the following sections of this help article:
Creating an ASN Shipment
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Creating the Header Details in a Shipment
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Reviewing and adding quantities to the Line Items in a Shipment
Sending the Buyer an update
Creating an ASN Shipment
The user chooses a Purchase Order Confirmation (POC) from their document list. (Note, if selecting an unconfirmed PO, the supplier will be prompted to confirm the PO before creating the shipment.)
From the POC document, tap the "Create Shipment" button.
If this will be a new shipment (which will have a new name), tap "Create new shipment" or, if these items will be added to an existing shipment "draft" being delivered to the same port, tap "Add to existing shipment". Tip: Copy the name of the existing shipment before entering this screen to simplify entry of the shipment name.
Creating the Header Details in a Shipment:
Creating the Header Details in a Shipment
There are four actionable areas when creating a New Shipment:
1. You can toggle between the Header Details and the Line Item Details by clicking either tab. Both tabs need to be populated with applicable information.
2. You can cancel the document creation, save a draft of what you have entered so far, or submit the Shipment to the buyer.
3. Jump to a specific section of the Header Details by tapping one of the sections in the Progress bar.
4. You can scroll through the Header Details, adding information as you scroll through the fields.
These Required Header fields must be entered:
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Estimated Delivery Date
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Ship to Recipient Name
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Shipment Information
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Shipping Quantity, Shipping Unit
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Shipment Gross Weight, Shipment Gross Weight Unit
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Required fields are marked with a red asterisk (*). These fields must be populated before submitting the document.
Previously entered values will be remembered and shown with this timer symbol making it easier to select historically-used data rather than typing it in.
If you do not wish to use those values, simply start typing the data you wish to enter.
A file can be added/attached at the header level by tapping “Add new attachment”. A file can be selected and “Attach” tapped to include it, or tap on “Upload new document” at the bottom of the screen to add a new document to your Attachment library. After adding a new document, including Document type from the drop-down menu and the file name, it can be included in the Shipment by ticking the box next to it and tapping “Attach”.
If the “Header Details” or “Line Items” tab are shown in red, hover over the red tab to see what needs to be addressed.
Reviewing and adding quantities to the Line Items in a Shipment
There are 3 actionable sections in the Shipment Line Items tab:
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You can toggle between the Header details and Line items.
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You can Cancel, Save a Draft of your Shipment, or Submit it.
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Toggling “Word Wrap” on shows truncated text that was too long to fit in the cells.
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Required field: the "Shipping Qty." must be populated for each line item.
Once all the Header Details and Line items are populated and reviewed, either tap Save as Draft (if you wish to add additional PO items to it or save until later) or tap Submit to send the Shipment PDF to the buyer with the status of the shipment.
If the Freight Forwarder email is populated, they will get a copy of the ASN/Shipment PDF as well.
The shipment will now be shown in the shipments as either a "Draft" or "Packed and Ready to Ship". Hover over the Shipment Reference and tap to copy the name of the draft shipment if you wish to reference it when adding additional PO line items to it.
To add additional PO line items to a saved Shipment Draft, repeat the process, only select "Add to an existing Shipment" instead of "Create New Shipment". Type or paste (from the clipboard) the Reference of the prior Shipment in the box to add to it:
The Header Details will still be shown from the saved draft. On the Line items tab, the prior line items will already be shown.
The Shipping Qty will need to be added for the newly added line items.
If the Shipment is complete, tap Submit. If not, cancel or Save draft for further additions.
Sending the Buyer an update:
After submitting the ASN to the buyer, you may wish to send an update.
From the list of shipments, find the Shipment and tap to open the document.
In the upper right corner, tap "Send Update".
The "Send Update" drawer will open on the right.
Select the Type of Update from the drop down menu.
Next, populate the appropriate fields: Estimated Delivery Date, Delivery Date, Tracking Document type, Tracking Document Number, Tracking Link, and comment.
After populating the fields, tap "Close" if you do not wish to send an update or tap "Send Update" to send the update to the buyer and the optional Freight Forwarder.
If you choose the Update type "Cancel Shipment", a confirmation window will ask you to confirm your choice. The buyer will be notified and the action cannot be undone. Click "Cancel Shipment" to confirm or "Go back" if you do not wish to cancel the shipment.
You can send subsequent updates by repeating the process (except for the "Cancel Shipment").