Pre-Advice Management
What is a Pre-Advice?
Section titled “What is a Pre-Advice?”A Pre-Advice is your initial notification to the warehouse about incoming goods. It serves as a request for a delivery booking and allows the warehouse to prepare for your shipment.
Purpose
Section titled “Purpose”- Notifies the system of your intent to send goods
- Triggers product validation
- Initiates warehouse capacity check
- Results in a delivery booking if approved
Key Point: A Pre-Advice must be approved before you can create an ASN or proceed with your delivery.
Creating a Pre-Advice
Section titled “Creating a Pre-Advice”Pre-Advice Form Fields
Section titled “Pre-Advice Form Fields”Client Reference (Required)
Section titled “Client Reference (Required)”- Your internal reference for this shipment
- Example:
PO-2024-001 - Used for tracking throughout the process
- Must be unique
Warehouse (Required)
Section titled “Warehouse (Required)”- Select the destination warehouse from available options
- Only warehouses you have access to will be listed
- Cannot be changed after submission
Delivery Date (Required)
Section titled “Delivery Date (Required)”- Your requested delivery date
- Select the date you plan to deliver
Delivery Type (Required)
Section titled “Delivery Type (Required)”Select expected vehicle type:
- Van
- Truck (rear loading)
- Truck with Curtain (side loading)
Helps gate security prepare for your delivery. Not critical to booking approval but aids warehouse operations.
Products (Required)
Section titled “Products (Required)”- Add all products you intend to send
- Each product requires:
- Product SKU/ID (e.g.,
SKU-12345) - Quantity (e.g.,
100)
- Product SKU/ID (e.g.,
- Add multiple products as needed
- Ensure all products are registered in the system
- Verify HAZMAT approval status if applicable
Pre-Advice Status Meanings
Section titled “Pre-Advice Status Meanings”| Status | Meaning | Next Action |
|---|---|---|
| PENDING | Under review | Wait for approval or rejection |
| APPROVED | Passed all validation, booking created | Create ASN using booking reference |
| REJECTED | Failed validation or capacity check | Review rejection reason, fix issues, resubmit |
| CANCELLED | Pre-Advice cancelled | Create new Pre-Advice if needed |
What Happens After Submission
Section titled “What Happens After Submission”Validation Process
Section titled “Validation Process”Once you submit a Pre-Advice, the system automatically:
Validates Products
Section titled “Validates Products”- Checks all products are registered
- Verifies product mapping integrity
- Verifies HAZMAT approvals if needed
- Confirms product compliance
Checks Warehouse Capacity
Section titled “Checks Warehouse Capacity”- Verifies capacity available for your delivery date
- Confirms total units fit within warehouse limits
- Considers existing bookings
Creates Delivery Booking (if approved)
Section titled “Creates Delivery Booking (if approved)”- Generates unique booking reference
- Allocates warehouse capacity
- Changes Pre-Advice status to APPROVED
Provides Booking Reference
Section titled “Provides Booking Reference”- Booking reference shown in Pre-Advice details
- Use this reference to create your ASN
Understanding Pre-Advice Rejections
Section titled “Understanding Pre-Advice Rejections”Pre-Advice rejections occur when validation fails. A rejected Pre-Advice will have either general rejection reasons or product-specific rejection reasons. If any product fails validation, the entire Pre-Advice is rejected - partial approvals are not possible.
General Rejection Reasons
Section titled “General Rejection Reasons”WAREHOUSE_UNAVAILABLE
- The warehouse does not have sufficient capacity configured to handle the quantity specified in your Pre-Advice
- This typically occurs when the requested warehouse cannot accommodate your shipment on the specified delivery date
Product-Specific Rejection Reasons
Section titled “Product-Specific Rejection Reasons”Product rejections occur when there are issues with individual products in your Pre-Advice. Each rejected product will show which specific issue caused the rejection.
UNKNOWN_PRODUCT
- The product specified in your Pre-Advice is not registered in the system
- The product ID provided does not match any known product in the internal product catalog
UNAPPROVED_PRODUCT
- The product does not have the required HAZMAT approval status
- This occurs when a product requires hazardous materials approval but has not been approved
MULTIPLE_PRODUCT_MAPPING
- The system maintains a one-to-one mapping between your product ID (client reference) and the internal product ID
- This rejection occurs when the internal product ID specified is mapped to more than one different client product reference
- The one-to-one mapping constraint has been violated, with multiple client references pointing to the same internal product
MISMATCHED_PRODUCT_MAPPING
- The internal product ID specified is mapped to a different client product reference than what is stored in the system’s mapping
- This indicates the product mapping does not match the expected one-to-one relationship between your product ID and the internal product ID
Approval vs Rejection
Section titled “Approval vs Rejection”When Approved
Section titled “When Approved”You’ll see:
- Pre-Advice status: APPROVED
- Delivery booking reference provided
- Green indicator in status column
You can:
- Create an ASN using the booking reference
- Proceed with delivery preparation
- Track shipment through receiving process
When Rejected
Section titled “When Rejected”You must:
- Review rejection reason in Pre-Advice details
- Fix identified issues
- Submit a new Pre-Advice
- Cannot proceed to ASN creation with rejected Pre-Advice
Checking Pre-Advice Status
Section titled “Checking Pre-Advice Status”Via Pre-Advice List
Section titled “Via Pre-Advice List”- Go to Inbound → Pre-Advice
- Find your Pre-Advice by:
- Pre-Advice ID
- Client Reference (e.g.,
PO-2024-001) - Date range
- Check status in the Status column:
- 🟡 PENDING = Awaiting review
- 🟢 APPROVED = Ready for ASN
- 🔴 REJECTED = Needs revision
Via Pre-Advice Details
Section titled “Via Pre-Advice Details”- Click on your Pre-Advice in the list
- View detailed information:
- Current status
- Booking reference (if approved)
- Rejection reason(s) (if rejected)
- All submitted details
- Product list with quantities
Important Rules
Section titled “Important Rules”Delivery Date Requirements
Section titled “Delivery Date Requirements”- Select your requested delivery date
- Consider capacity: Popular dates may fill up quickly
- Plan ahead: Allow extra time during peak periods
Product Requirements
Section titled “Product Requirements”- All products must be registered in the system
- Product mappings must maintain one-to-one relationship
- HAZMAT products require prior approval
- Product IDs must be exact (case-sensitive)
- Quantities must be realistic for warehouse capacity
One Booking Per Pre-Advice
Section titled “One Booking Per Pre-Advice”- Each approved Pre-Advice generates one delivery booking
- One ASN can be created per booking
- Cannot reuse Pre-Advice after ASN creation
- Need multiple deliveries? Create multiple Pre-Advices
Key Terminology
Section titled “Key Terminology”| Term | Definition |
|---|---|
| Pre-Advice | Initial notification of incoming goods requesting a delivery booking |
| Client Reference | Your internal reference for the shipment (e.g., PO number) |
| Delivery Booking | Confirmed warehouse slot created when Pre-Advice approved |
| HAZMAT Approval | Required authorization for hazardous materials |
| Product Mapping | One-to-one relationship between client product ID and internal product ID |
| Internal Product ID | System’s internal identifier for a product |
| Client Product ID | Your external identifier/SKU for a product |