Book in an inbound shipment and upload its ASN

In short

Select New Inbound Shipment on Inbound › Inbound Shipments, choose the client and its Purchase Orders, then select Create. If the supplier sent an ASN, select Upload ASN in the shipment's row.

Before you start

You need to be an Admin, a Warehouse Manager, a Floor Supervisor or a Warehouse Operative. If you don't see New Inbound Shipment, ask a Warehouse Manager.

The client's Purchase Order must be open. For a delivery with no paperwork, follow blind receiving instead. Have the carrier's details to hand, and the supplier's ASN as a CSV file if it sent one.

Steps

Book in the delivery

1. Go to Inbound › Inbound Shipments and select New Inbound Shipment.
2. Choose the Client. Only clients whose deliveries can be booked in are offered.
3. Check the Warehouse the delivery is coming to. Its code goes into the shipment's number.
4. Choose the client's open Purchase Orders on this delivery. Their outstanding lines become the expected lines.
5. Enter the Expected Arrival and any Notes for the dock.
6. Under Carrier, enter the Carrier and its Shipment Reference, and any tracking, Bill of Lading, vehicle or trailer details.
7. Select Create. The Inbound Shipment is Expected, with a number such as INB-COL-000024.

Inbound shipment registered as expected

Upload the ASN

1. In the shipment's row, select Actions, then Upload ASN.
2. Choose the ASN file (CSV) and enter the supplier's own reference for the ASN, if it has one.
3. Select Record ASN. The shipment now holds its Pre-Advised Manifest.

ASN recorded on INB-COL-000024: 216 units, 0 serials

If any row is wrong, nothing is recorded and the message lists each rejected row. Fix them and upload the file again. A new upload replaces the ASN recorded before, until receiving starts.

What the ASN file holds

The first row names the columns. Only sku is needed.

Column	What it takes
sku	The client's SKU
quantity	Units on the row. A serial-tracked product has one unit per row.
serial_number	The unit's serial number, for a serial-tracked product
sscc	The pallet's SSCC: 18 digits ending in their check digit
carton_barcode	The carton's barcode
lot_number and expiry_date	The lot, and its expiry written YYYY-MM-DD
purchase_order_number	Which of the shipment's Purchase Orders the row belongs to

Cancel a shipment that won't come

1. In the shipment's row, select Actions, then Cancel Shipment.
2. Enter a Cancellation Reason if you have one, and select Confirm. Its Purchase Orders stay open for another delivery.

Only an Expected or Arrived shipment can be cancelled.

What happens next

The shipment shows on Inbound › Inbound Shipments as Expected. When the lorry backs onto a door, mark it arrived so the dock can receive it.