ASN Management

What is an ASN?

An ASN (Advanced Shipping Notice) provides detailed information about your shipment to the warehouse, including vehicle details, driver information, and specific product batch/expiry data.

Key Points

Created after your Pre-Advice is approved and a delivery booking exists
Provides shipment-specific details (vehicle, driver, batch numbers)
Required before goods can be received at the warehouse
Only one ASN can be created per delivery booking

Prerequisites

Approved Pre-Advice with delivery booking reference

Creating an ASN

Step 1: Navigate to ASN Creation

Go to Inbound → ASN
Click “Create ASN”
Select your approved delivery booking

Step 2: Complete ASN Form

Required Fields

Delivery Booking Reference

Select from your approved delivery bookings
Links ASN to the confirmed warehouse slot

Vehicle Type

Select: Van, Rear-Loading Truck, or Curtain-Side Truck
Helps warehouse prepare appropriate unloading equipment

Optional Fields

Client Reference (Optional)

Your internal reference for this shipment
Example: PO-2024-001, ORDER-12345
Useful for your own tracking purposes

Vehicle Registration (Optional but recommended)

Vehicle license plate number
Example: AB12 CDE
Helps gatehouse security verify and allow delivery onsite

Driver Name (Optional but recommended)

Name of the delivery driver
Example: John Smith
Helps gatehouse security identify and allow driver onsite

Haulier (Optional)

Transport company name
Example: ABC Transport Ltd

Step 3: Add Product Details

Default Product Information

Products from your approved Pre-Advice are automatically available
SKUs and quantities are pre-populated from Pre-Advice

Adding Batch and Expiry Information

You can add batch and expiry information in two ways:

Option 1: Manual Entry

Enter batch numbers directly in the form
Enter expiry dates in format: DD/MM/YY
Example:
- SKU-12345 - Qty: 100 - Batch: LOT-A123 - Expiry: 24/12/25
- SKU-67890 - Qty: 50 - Batch: NULL - Expiry: NULL

Option 2: Export and Edit

Click “Export Products”
Edit the file to add batch and expiry data
Import the updated file
Useful for shipments with many products

When to Include Batch/Expiry

Always include for products with expiry dates (food, pharmaceuticals, cosmetics)
Include if batch traceability is required
Leave as NULL if not applicable to your products

Step 4: Submit ASN

Review all entered information
Click “Submit ASN”
Note the ASN ID for your records

Updating an ASN

You can update an existing ASN — for example to correct vehicle details, batch numbers, or product quantities — without having to reject and recreate it. Updates are only permitted while the goods are still in flight; once the delivery has arrived or any receipt has been issued, the ASN is locked.

When You Can Update

The “Update ASN” button is enabled when all of the following are true:

The ASN’s approval status is APPROVED
The ASN’s progress status is PENDING (the delivery has not yet arrived)
No goods receipt note has been created against the ASN

If any of these conditions fail, the button remains visible but is disabled, and hovering over it shows the specific reason (for example, “ASN cannot be updated once delivery has progressed (status: ARRIVED)”).

Editable Fields

Field	Editable?	Notes
ASN Client Reference	Yes
Vehicle Type, Vehicle Registration, Driver Name	Yes
Products (SKUs, quantities, conditions, batch, expiry, identifiers)	Yes	The full logistics-unit tree is replaced — supply the complete updated contents, not a partial change
Delivery Reference	No	Immutable; updates with a different value are rejected
Warehouse	No	Immutable; updates with a different warehouse ID are rejected

How to Update

Open the ASN detail page
Click “Update ASN” (bottom-right of the page)
Edit any of the fields listed above
Submit

Update Outcomes

The update is processed asynchronously. After submitting:

On success, the detail page shows a Last Updated timestamp alongside Created, reflecting the most recent accepted update.
If the update is rejected — for example because of an invalid SKU, malformed identifiers, or an attempt to change an immutable field — the original ASN is unaffected and you can correct the input and retry.

Common reasons an update is rejected:

Attempted to change Delivery Reference or Warehouse
Product validation failed (unknown SKU, invalid condition for the ASN type)
The ASN transitioned out of APPROVED/PENDING between opening the form and submitting (e.g. the delivery arrived in the meantime)

ASN Status Meanings

Status	Meaning	Next Action
PENDING	ASN created, awaiting delivery	Wait for goods to arrive, or update the ASN if details have changed
APPROVED	Warehouse is expecting your goods	Proceed with delivery, or update the ASN if details have changed
ARRIVED	Goods have arrived at warehouse	Unloading will begin
STARTED	Unloading process has begun	Wait for receipts
FINISHED	Unloading complete	Check for receipts
REJECTED	ASN validation failed	Review rejection reason, create new ASN

Understanding ASN Rejection

Rejection at Creation

If a newly created ASN is rejected, you must create a new ASN to proceed.

Common Rejection Reasons

Product Issues:

Invalid product SKU

Booking Issues:

Delivery booking not found
Booking already has an ASN
Booking has been cancelled

What to Do if Rejected

Go to Inbound → ASN
Find your rejected ASN
Click “View Details” to see rejection reason
Review and correct the issue
Create a new ASN with corrected information

Rejection on Update

If an update to an existing ASN is rejected, the original ASN is unaffected — its approved state and contents are preserved. You can correct the input and click Update ASN again. See Updating an ASN for the full list of conditions and editable fields.

One ASN Per Delivery Booking

Important Constraint

Only one approved or valid ASN can be created per delivery booking
To correct information on an existing approved ASN, use the Update ASN flow rather than creating a new ASN
Cannot create multiple ASNs for the same booking

Complete Workflow

The receiving process varies based on your account configuration:

Option 1: Real-Time Receipt Delivery

Some clients receive receipts automatically as products are processed:

1. PRE-ADVICE APPROVED
   ↓ (Delivery booking created)
2. CREATE ASN
   ↓ (Add vehicle, driver, batch details)
3. SUBMIT ASN
   ↓
4. ASN APPROVED
   ↓
5. GOODS ARRIVE
   ↓ (ASN status: ARRIVED)
6. UNLOADING STARTS
   ↓ (ASN status: STARTED)
7. PARTIAL RECEIPTS ISSUED
   ↓ (Sent as each product is processed)
   ↓ (Multiple partial receipts during unloading)
8. UNLOADING COMPLETE
   ↓ (ASN status: FINISHED)
9. FINAL RECEIPT ISSUED
   (Contains all products + any issues)

Option 2: End-of-Process Receipt Delivery

Other clients receive all receipts together at the end:

1. PRE-ADVICE APPROVED
   ↓ (Delivery booking created)
2. CREATE ASN
   ↓ (Add vehicle, driver, batch details)
3. SUBMIT ASN
   ↓
4. ASN APPROVED
   ↓
5. GOODS ARRIVE
   ↓ (ASN status: ARRIVED)
6. UNLOADING STARTS
   ↓ (ASN status: STARTED)
7. UNLOADING COMPLETE
   ↓ (ASN status: FINISHED)
8. ALL RECEIPTS ISSUED TOGETHER
   ↓ (All partial receipts + final receipt)
   (Contains all products + any issues)

Note: Your account configuration determines which receipt delivery method applies to you. Both methods provide the same information, just at different times during the receiving process.

Key Terminology

Term	Definition
ASN	Advanced Shipping Notice - your notification to the warehouse with shipment details
ASN ID	Your unique ASN reference (e.g., `ASN-2024-005678`)
Batch Number	Manufacturing batch or lot identifier for product traceability
Expiry Date	Product expiration date (format: `DD/MM/YY`)
Vehicle Type	Type of delivery vehicle (Van, Rear-Loading, Curtain-Side)
Partial Receipt	Receipt issued for individual products during receiving
Final Receipt	Complete receipt issued when all goods received, contains issues

Quick Reference Card

To…	Go to…	Action…
Create new ASN	Inbound → ASN	Click “Create ASN”, select booking
Update an existing ASN	ASN detail page	Click “Update ASN” (enabled while APPROVED + PENDING, no receipts)
Check ASN status	Inbound → ASN	Search by ASN ID or booking reference
View rejection reason	ASN detail page	Click rejected ASN, view details
Add batch information	ASN creation form	Enter in product fields or export/import
Track shipment	Receipts	Search by ASN ID