The ASN functionality may not be available in some systems,
Create ASN (Legacy Dialog)
ASNs can be blocked at the PO line level. If a PO line is blocked for ASNs, ASNs cannot be created for that PO line, even if the shippable date for any releases on that PO line has been reached. PO lines blocked for ASNs will be denoted in the PO tray.
You must have a Quality Release Authorization (QRA) number in order to create an ASN. QRAs are created by a designated quality representative (at your company or at your customer).
To create an ASN:
1. Access the desired Part view screen.
2. From the Advanced Shipment Notifications (ASNs) section, click Add to create a new ASN.
3. Fill in all necessary data, click Create ASN.
NOTE: When the Shipments feature is enabled, this section is labeled Shipments, lists shipments read-only, and does not offer Add, as shipments are created from the Shipments screen instead. See the Shipments article for more information.
Data Entry Information
The QRA option requires you to select a Quality Release Authorization if the selected PO line requires a QRA to be created. The list will only show approved QRAs that have not previously been used on an ASN. QRAs in Pending Review status and fully rejected QRAs are not listed. The quantity being shipped on the ASN must match the quantity authorized to ship on the QRA. If you need a QRA, talk to the designated PRV person for your company.
If the item is serial-controlled and the QRA has serial numbers already entered, the serial numbers are automatically populated in the Serial number table. If the item is serial-controlled and the QRA does not have serial numbers entered (or the QRA is not required), the Serial number table is available for you to enter serial numbers. Entry is required only when the item’s Value Class is configured to require serial numbers; otherwise it is optional.
Depending on your system, Shipping groups might be displayed for you to choose from. The shipping group codes are three-character alphanumeric strings (e.g. AB1, Z8T, etc.). A shipping group is defined by attributes on a release that govern how releases are grouped and shipped together. Your customer decides which attributes on a release define the shipping groups. Your buyer might request that you prioritize shipping releases with specific shipping group codes. If not, SupplyLine will default to selecting the shipping group with the earliest release.
The Item unit weight is required to create an ASN because it is used to generate commercial invoices and create carrier shipments. A release cannot be shipped beyond the quantity ordered on it plus any allowed overage. SupplyLine counts the quantity on every ASN allocated to the release, including ASNs that have already been received, so a release that has been fully shipped and received can no longer be shipped against. Reducing the quantity on an existing ASN is always allowed.
For an international shipment, the release must carry a customs value. If the release has no customs value at all, the ASN cannot be created, and a customs value must be entered before the shipment can be created or shipped. Domestic shipments are unaffected. When creating an ASN, you must assign the parts being shipped to one or more packages, on the right side of the Create ASN window. The total quantity assigned within these boxes needs to match the Quantity you’re shipping on the left side, and each package needs to be given dimensions (length, width, height, and weight).
Some purchase order lines may not allow partial shipments. If the purchase order line does not allow partial shipments, an red icon displays when you enter a quantity that does not fulfill a purchase order release. Some purchase order lines may have releases that tolerate an overage. If the purchase order line has releases that tolerate overages, an information icon displays next to the shippable quantity value and the ASN quantity values in the table become editable.
Depending on the settings for a given part, serial numbers may be required for each quantity on the ASN. Enter each serial number in the serial number area, located on the right side of the Create ASN window. If the shipment contains hazardous materials, the supplier must check the Contains hazardous materials checkbox. Doing so will require them to enter the following additional information:
- UN Number: The United Nations number for the hazardous material
- Proper Shipping Name: The proper shipping name for the hazardous material
- Proper Shipping Country: The country code for the hazardous material
- Temperature: The unit of measure and temperature for the hazardous material
- Min Temperature: The minimum temperature for the hazardous material
- Max Temperature: The maximum temperature for the hazardous material
The Ship From Address section at the bottom left of the screen displays the supplier’s address. This address is pulled from the supplier’s details in SupplyLine. If the address is incorrect, please contact your SupplyLine administrator. The Ship From Address fields are disabled unless your SupplyLine instance is configured to allow suppliers to edit their Ship From Address when creating an ASN. If your SupplyLine instance is configured to allow suppliers to edit their Ship From Address, the fields will be enabled.
Upon creating an ASN, the From Address will be validated against existing records and prompt the user to use existing addresses or create a new address record if no match is found.
The carrier shipment section at the bottom of the screen allows you to select the way a carrier shipment is created. There can be up to three options for creating a carrier shipment depending on how your customer’s SupplyLine instance is configured.
Carrier Shipment:
- Allow SupplyLine to create: Creates an ASN and creates a carrier shipment for it. Carrier shipment labels will be generated if your customer’s SupplyLine instance has been configured to do so. You are responsible for scheduling the pickup time with the carrier.
- I have already created: Creates an ASN and requires the supplier to enter the carrier shipment information. This is the default option if your customer’s SupplyLine instance is not configured to create carrier shipments.
- Do not create yet; ASN will go on unit load: Creates an ASN, which can later be assigned to a unit load and shipped via the Unit Load Manager.
When the shipment is supplier managed, a tracking number is required if your customer has enabled Register Carrier Shipments; otherwise it is optional. If Allow SupplyLine to create is selected and carrier shipment creation is handled asynchronously (carrier details are not immediately returned), the ASN will show a status of Waiting for Carrier Shipment upon save. The status will update once the carrier shipment is created. SupplyLine will check for the carrier shipment every 30 minutes until it is created. Once created, an email will be sent to all users associated with the supplier on the ASN. The ASN displays in the Advanced Shipment Notifications (ASNs) section of the Part view screen until your customer receives it. You can print the ASN label by selecting and double-clicking the row. When the Shipments feature is enabled, this section is labeled Shipments, and double-clicking a row opens that shipment instead of printing the ASN label.
Once the ASN is received, the ASN is viewable in the ASN History screen for up to one year. The ASN label is generated as a PDF document, which you may print and include with the goods that you ship.
Label Settings
To select the printing format for your ASN labels:
1. Click Settings in the SupplyLine menu.
NOTE: If your user account is linked to more than one supplier, select a single supplier in the Current Supplier dropdown menu.
2. Choose to print labels individually on their own 4×6-inch page (if you are using a label printer) or to print two ASN labels on a single 8.5×11-inch page (if you are using a standard laser jet or inkjet printer).
3. You have the option to enable commercial invoice generation for international shipments by selecting the checkbox for Generate Commercial Invoice.
NOTE: Your customer may have commercial invoice generation disabled in SupplyLine globally. In that case the option is shown as Generate Commercial Invoice (Disabled by Organization Name) and cannot be changed.
4. Click Save.
Print Labels
Once you make all desired print settings:
1. Click Unprinted ASNs/Shipments in the SupplyLine menu to display a list of all shipment notifications that have not been printed.
NOTE: When Create Shipment is enabled, this page lists shipments that have at least one unprinted ASN label; otherwise it lists the unprinted ASNs.
2. Place a checkmark next to each item you wish to print.
3. Click Print All to generate a PDF containing the ASN labels.