How to Create and Use an ASN: A Beginner's Guide

Creating and using an ASN (Advanced Shipping Notice) is a key operational step for suppliers, manufacturers and 3PLs that want to improve inbound logistics. This beginner-friendly guide walks you through what to include in an ASN, common transmission methods, how to integrate ASNs with receiving systems, and a simple step-by-step workflow you can adapt today.

Core data to include in an ASN

At a minimum, an ASN should contain shipment-level details and item-level breakdowns. Typical required fields are:

• Shipment identifier: A unique shipment ID or SSCC (serial shipping container code) for each pallet or logistic unit.
• Purchase order references: PO numbers and vendor references to let the receiver link the ASN to expected receipts.
• Item details: SKU, GTIN or UPC, item description and quantity shipped at each packaging level.
• Packaging hierarchy: Show how items are grouped – inner pack, carton, pallet – with counts at each level.
• Carrier and transport info: Carrier name, tracking number, BOL number and expected time of arrival (ETA).
• Weights and dimensions: Gross and net weight and carton/pallet dimensions for planning equipment and space.
• Lot/serial numbers and expiry dates: Important for regulated products, recalls or traceability.
• Temperature and handling instructions: For cold chain or fragile items.

Common ASN formats and transmission methods

• EDI 856: The traditional, standardized electronic format widely used by large retailers and manufacturers. It supports structured, automated exchanges but requires EDI capability and mapping.
• APIs: Modern partners may exchange ASNs via secure APIs, often using JSON or XML payloads. APIs allow real-time updates and are good for frequent, dynamic shipments.
• XML/CSV uploads or portals: Smaller suppliers often use web portals or CSV uploads where they paste the ASN data into a form. This is easier to start with but less automated.
• Email or PDF: Some partners accept packing lists or PDF ASNs as an interim measure, but these are harder to automate and prone to manual data entry errors.

Step-by-step workflow to create and send an ASN

1. Confirm shipment contents: After packing, verify item quantities, packaging levels (which cartons on which pallet), and record SSCCs for pallets.
2. Gather transport details: Note carrier, estimated pickup and delivery times, BOL number and any special handling needs.
3. Map data to recipient requirements: Check the receiver's ASN specification—fields they require, expected identifier formats and acceptable file types. Retailers often publish strict ASN rules.
4. Create the ASN file or message: Populate the ASN template or construct an EDI 856/XML/JSON message containing shipment and item data. Ensure item identifiers match what the receiver uses (SKU vs GTIN).
5. Validate and test: Run basic validation: totals match packing counts, dimensions and weights are realistic, PO numbers are correct. If you use EDI/API, perform a test exchange if this is a new trading relationship.
6. Transmit the ASN: Send via the agreed channel (EDI VAN/API/portal). Note the transmission timestamp and any acknowledgments from the receiver.
7. Label shipments to match the ASN: Print pallet/carton labels with SSCCs, barcodes and PO references so receiving can quickly scan and validate.
8. Monitor and update if needed: If the shipment changes after ASN transmission (quantities, missing cartons, carrier change), send an updated ASN promptly so the receiver has the correct info.

How receivers use the ASN

On the receiving side, the ASN is typically ingested into a WMS or receiving application. Common receiving workflows enabled by an ASN include:

• Appointment and dock planning: Reserve dock doors, forklifts and staff based on pallet counts and ETA.
• Pre-populated receipts: The WMS creates expected receipt records so receivers can scan pallets or cartons and instantly confirm or reject items.
• Auto-match to PO: ASNs are matched to purchase orders; discrepancies are flagged before the shipment is unloaded.
• Label printing and putaway: Scan-driven processes print putaway labels and assign storage locations automatically.

Practical example

Imagine you are shipping three pallets to a retailer for PO #1001. After loading, you assign SSCCs to each pallet and record carton counts and SKUs. You construct an EDI 856 that references PO #1001, lists the three SSCC pallet codes, item-level quantities per pallet, carrier XYZ’s tracking number and an ETA for Tuesday at 10:00. The retailer receives the ASN, schedules a dock appointment and pre-creates receiving records. When the truck arrives, each pallet is scanned by SSCC and matched to the ASN, cutting receiving time by half.

Tips for beginners

• Start simple: If you don’t have EDI yet, use a portal or CSV to begin; automate later.
• Standardize identifiers: Use GTIN/UPC/SKU and SSCC barcodes consistently so partners can match items quickly.
• Keep ASNs accurate and timely: Send them as soon as shipment details are finalized and update immediately with changes.
• Label to the ASN: Ensure pallet and carton labels reflect SSCCs and PO numbers in the ASN to make scanning straightforward.
• Test with partners: Validate mappings and do trial transmissions to prevent surprises when scaling up.

Creating and using ASNs effectively reduces dock time, minimizes errors and supports smoother collaboration between shippers and receivers. For beginners, focusing on accurate data, consistent labeling and agreed-upon transmission methods will deliver quick wins and pave the way for more automated, integrated supply chain operations.