Shipments - Sending a Shipping Notice

The Advance Shipping Notice (ASN) informs the recipient that shipment is imminent. It is time-dependent and must be sent before an order is shipped but within the start and cancellation window specified in the order.

Before you generate and send an order

The following conditions must be met before you can send an order.

1. The Sales order PO confirmation Status must be Confirmed and SO Status must be Open.

   

2. There must be a carrier and tracking code. (Prerequisite: Please upload your preferred Carrier Details at Settings > Vendor Defaults > Carriers.  The Settings tab is only available to the company admin)

   

3. SSCC number(s) must be generated. (Prerequisite: Provide a valid GS1 Member Number at Settings > Vendor Defaults >Transaction Control Numbers)

Creating a shipment

When you create a Shipment, Initial Order Confirmation Status is Confirmed and Shipment Status is Open.

1. After you confirm the Sales Order:
   1. Navigate to Sales Orders and click START SHIPMENT.
   2. The Select date to Confirm Shipment dialog box displays. Provide the Expected Ship Date and Expected Delivery Date, and click CREATE SHIPMENT.

List Shipment

To list any existing Shipment:

1. From the left navigation menu, select Shipments.
2. Provide TRANSACTION NUMBER or CUSTOMER PO to Search and List any Shipment.

View Shipment Details

Once a shipment is listed, click the vertical ellipsis and click View/Edit.

Update Shipment Details

You can update any saved Shipment before it is Completed and the ASN is sent to the customer.

Add Multiple POs to Shipment

You can add multiple POs to a Shipment and Pack Shipment. All POs should have similar Expected Ship Date and Expected Delivery Date for shipping together.

1. Click the ADD PO button on the Shipment screen and then select the PO to be added to the shipment.

View Pick List

Click the View/Print button in the shipment screen and select View Pick List to generate a pick list.

Shipment Pick List: This will open in a new browser.

Pack Shipment

To Pack any existing Shipment:

1. Click the PACK SHIPMENT button on the shipment screen.
2. Open Shipment, select the relevant shipment and then click Pack Shipment.
3. Click the -> icon to move GTINs to the Item Staging Area. (For apparel Pre-pack PO, pre-pack items will directly move to the Carton Level as those are “already packed”)
4. Once you decide how to pack GTINs in the Staging Area, right-click and click Add Carton.
5. Simultaneously select the GTIN in the Item Staging Area and the carton in Carton Level. This selects the item to be packed and the carton to which it is added.
6. Then click the >> icon on the right bar of the Item Staging Area to move those selected items to the carton.
7. Repeat the steps above for Updating Shipment Details, Adding Multiple POs to Shipment, Viewing Pick List, and Packing Shipment until desired items are packed. (Alternatively, you can also right-click a carton select Clone Carton to quickly pack all items per the existing carton configuration).
8. You can right-click the carton, select View/Edit Carton Details, and provide carton details, for example, weight and volume.
9. Update the weight and the volume. Once you are satisfied with the packing, click the Save button to create the Package.

Print Shipping Labels

1. On the packing screen, click PRINT SHIPPING LABELS to generate shipping labels. You can only generate packing labels after creating a package.

Sample label

Dispatch Shipment (Send ASN)

1. Click COMPLETE SHIPMENT on the Shipment Screen to display the Complete Shipment dialog box. Once the labels are generated, click the shipment screen to complete the shipment.
2. To complete dispatch shipment, provide Actual Ship Date, Expected Delivery Date, and Shipment Status, and then click COMPLETE SHIPMENT. (Keep Transmit ASN checked to generate the Advance Shipment Notice).
3. You can see the status of various backend activities in the Complete Shipment dialog box.
4. Confirm the generated ASN in the Message Hub.
5. The Shipment Status is Completed and ASN status is Sent. If we are enrolled in Invoice transmission, the status is Pending along with Order Status as Open. Otherwise, the Order Status is Completed.

Cancel Shipment

Only Shipments with Shipment status of Open can be cancelled.

1. Click the CANCEL SHIPMENT button on Shipment screen. This will cancel the shipment and remove it from the Sales Order. To delete an ASN that has already been sent, please contact support.