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Advanced Shipping Notices (ASN’s)

Overview

An ASN is an electronic document that provides information about an incoming shipment, typically sent by the supplier or carrier, which usually includes details such as the contents of the shipment, the expected delivery date, and the carrier responsible for delivery. The ASN might also include information such as batch or serial numbers and also how the items will be packed (e.g. how many pallets and boxes).

ASNs can play an important role in the inbound logistics process. By providing early notification of an incoming shipment, ASNs enable the recipient to prepare for the arrival of the goods and ensure that the appropriate resources are in place to receive and process the shipment. The information provided in the ASN can also be used to verify that the shipment is complete and accurate once it arrives.

Dynamics 365 includes functionality for managing ASNs, including the ability to receive and process ASNs electronically, link them to purchase orders or transfer orders, and track the status of the shipment as it moves through the supply chain.

Examples

Manual ASN

Manual ASNs can be entered manually into the system using the inbound load planning functionality via Warehouse management > Loads > Inbound planning workbench. The inbound load planning workbench shows all purchase orders lines due to be delivered, filterable by date and/or warehouse, which can then be added to an existing load or a new load created:

Alternatively, the system can be configured to automatically create loads for purchase orders via Warehouse management > Setup > Warehouse management parameters in the Loads tab.

The load allows users to enter the details of the shipment and link it to purchase orders or transfer orders. The load is expected to arrive at the warehouse as one physical transportation unit i.e. a lorry load.

The inbound process would typically follow:

  1. The supplier confirms the purchase order and the load is created.
  2. The supplier confirms the load has been despatched. The load is manually updated in Dynamics 365 by clicking the Inbound shipment button. This will update the Load status to Shipped.
  3. The load arrives at the warehouse. This would typically be registered as arrived by the warehouse workers using the mobile devices (using a mobile device menu item configured for ‘Load item receiving’) or the item arrival screen.
  4. Putaway load. The registering of the load would typically be configured to create warehouse work to put away the load items.

Load screen:

Optionally, the actual make-up of the load in terms of the number of pallets, cases and which items are packed into them, can be defined via the Packing structure button. In this example, the load is made up of a single pallet and two cases each of which contains the items detailed.

Electronic ASN

The benefit of an electronic ASN being received from the supplier is that the above load, shipment, packing structure and all the applicable data does not need to be created manually. Before you can receive an ASN, a purchase order must be entered in Dynamics 365 against the supplier who is sending the ASN.

The ASN is imported using the Inbound ASN V3 data entity which is standard with Dynamics 365. Using this composite data entity (contains multiple data entities into a single data entity), allows data to be imported into the following entities:

  • Inbound load header
  • Inbound shipment header
  • Inbound load packing structures
  • Inbound load packing structure cases
  • Inbound load packing structure case lines
  • Inbound load packing structure lines

A basic ASN file with no packing structure case detail would look something like this:

And a more complex one with multiple purchase orders and case details:

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