Creating Advanced Shipping Notices

This chapter provides an overview of supplier advanced shipping notices (ASNs) and discusses how to:

• Create supplier ASNs.

• Review ASN history by suppliers.

• Review ASN history by employees.

Understanding Supplier ASNs

In most PeopleSoft documentation, ASN refers to internal PeopleSoft system users sending notification of shipment to an external party, and advance shipping receipt (ASR) refers to internal PeopleSoft users receiving or entering information that is derived from an external source.

In PeopleSoft eSupplier Connection, ASN refers to the shipment notification that helps your internal users in the receiving process, and that the supplier enters directly into the PeopleSoft system. Suppliers can use the Recent ASNs (recent advanced shipment notifications) pagelet to enables suppliers to navigate to shipment and receipt line information as well as create ASNs from your extranet homepage.

Supplier ASNs Are Created Against Your Purchase Orders

Suppliers view the lines and schedules for one or more purchase orders (POs), select specific records, and create ASNs that communicates shipment number, bill of lading, Pro number, Invoice number, carrier ID, expected arrival date, and carrier information. For evaluated receipt settlement related invoices (ERS) the Invoice information entered by the supplier is required and utilized for payment processing. Online ASNs also include line information such as item, revision, lot, serial, quantity shipped, and related supplier (sales) order numbers.

When suppliers perform searches for available PO schedules, the system returns all dispatched PO lines with an Active status that are not included in:

• Direct (drop) shipment POs.

• Flow-based kanban POs.

Once Supplier ASNs Are Submitted

When suppliers submits their ASNs, they are treated internally (and referred to in the PeopleSoft Purchasing documentation) as ASRs. Upon submission, the system:

• Assigns an enterprise integration point (EIP) control ID.

• Populates the EC staging tables:

  • RECV_ASHD_EC (ASN header table).

  • RECV_AOHD_EC (ASN Inventory header table).

  • RECV_AOLN_EC (ASN Inventory order line table).

  • RECV_AOLS_EC (ASN Inventory order lot serial table).

• Treats the advance shipment information, during Receive Load processing, as if it were an ASR that the system received electronically by EDX using the ASR EIP.

Note. Your suppliers cannot change or cancel ASNs once they submit the ASNs. However, your employees can maintain them using the ASR Review component in PeopleSoft Purchasing. Your employees can also use the ASN History component to search for supplier ASNs using a variety of search criteria.

See Also

Using PeopleSoft eSupplier Connection Pagelets

Using ASRs

Loading Receipts Received Using EIPs and EDC

Creating Supplier ASNs

This section discusses how to create supplier ASNs.

Pages Used to Create Supplier ASNs

Creating Supplier ASNs

Access the Advance Shipment Creation page.

To create an online ASN:

1. Enter the ASN header information including any defaults (such as order number) which will be applied to all ASN lines as they are added.

   The shipment number is required.

2. Click Add Lines to access the Purchase Order Schedule Selection page and search for the appropriate (dispatched) PO lines to include in the ASN.

   1. Enter a vendor location if the vendor is associated to more than one (if not, the location appears by default), a purchase order number, and an item ID or vendor item ID; and optionally change the default date range to further control the search.

      Select the Exclude Received Schedules check box to prevent previously received schedules from being included in the search.

      To ease data entry on the supplier side, you can enter a date range and item number to identify which POs are awaiting shipment for the item.

   2. Click Search.

      The system returns all PO lines and schedules that meet the search criteria and are available to be shipped. If the page was already populated with data from a different PO, the system doesn't refresh the page until you click this button.

3. Select one ore more resulting PO Schedule lines to indicate the line is to included with the ASN.

   Note. You can select a PO schedule for inclusion more than once, but the system adds it only once to the ASN. Also, the from and to dates narrow down the expected shipment based on scheduled due date on the purchase order schedule lines.

4. Add the selected PO schedule to the ASN:

   1. Click Include in ASN (include in advance shipment notice) to clear the search results, transfer the selected PO lines to the Advance Shipment Creation page, and remain on the Purchase Order Schedule Selection page to perform another search and add more lines to the ASN.

   2. Click Include/View ASN (include and return to advance shipment notice) to access and transfer the selected PO lines to the Advance Shipment Creation page (or return to the page without selecting more lines).

5. Now that the Advance Shipment Creation page is now populated with current information for the selected schedules:

   1. You can modify the shipment line number, revision, shipped quantity, ship unit of measure (UOM), invoice ID, bill of lading, pro number, and vendor sales order number.

      Note. The Shipped quantity field displays outstanding quantities: the quantity ordered minus any previous receipts for the purchase order schedule in the vendor UOM.
      
      If the ERS Action on the PO Matching page is set to Yes, the system requires an invoice ID form the supplier.

   2. The supplier can associate lot or serial numbers to lot- or serial-controlled items by selecting the radio button on the appropriate line and clicking the Lot/Serial link to access the Lot/Serial Information page.

      Enter the lot or serial ID for the selected item and click Return to return to the Advance Shipment Creation page.

6. Click Submit ASN (submit advanced shipping notice) to create the ASN.

   The system saves the ASN data to the EC staging tables and, from this point on, processes the data as if it were an ASR that was entered using the ASR EIP.

   See Understanding Supplier ASNs.

7. To send an email containing a URL to the ASN, click ASN History to access the ASN History component.

   Note. The Send Email link is located on the ASN History - Summary and Line Details pages; the ad hoc email function automatically generates a URL to the page from which it is generated.

Reviewing ASN History by Suppliers

This section lists the pages used to review ASN history by suppliers.

See Also

Using ASRs

Pages Used to Review ASN History by Suppliers

Reviewing ASN History by Employees

This section lists pages used to review ASN history by employees.

See Also

Using ASRs

Pages Used to Review ASN History by Employees