What Is an Advance Shipment Notice and What Does It Contain

Definition and purpose

An Advance Shipment Notice, or ASN, is an electronic message sent by a shipper to receiving parties that provides advance details about goods en route. Its purpose is to give recipients the information they need to plan receiving activities, streamline docking and put away, improve inventory accuracy, and reduce manual processing when the shipment physically arrives.

Typical formats and standards

ASNs can be transmitted in several electronic formats depending on the trading partner ecosystem. Common standards include:

• EDI 856: Part of the ANSI X12 family, the 856 transaction set is a widely used standard in North America for ASN transmission between trading partners.

• GS1 XML: Used globally, GS1 messages support modern supply chain data needs with structured product and logistic unit identifiers.

• Proprietary APIs or Portal Uploads: Some retailers and platforms provide web portals or REST APIs for ASN submission, often using JSON or XML payloads.

Core data elements

An effective ASN contains clear, accurate, and comprehensive information. Important fields include:

• Shipment-level information: Shipment ID, carrier, expected departure and arrival dates, shipment type, and total number of packages or pallets.

• Packing hierarchy: Relationship between cartons, pallets, cases, and each SKU so the receiver knows how items are grouped.

• Item details: SKU or GTIN, item description, quantity shipped, unit of measure, and lot or serial numbers if applicable.

• Logistic identifiers: Pallet IDs, carton serial shipping container codes, and barcode references for scanning on receipt.

• Transportation data: Carrier SCAC or booking number, bill of lading references, and trailer or container IDs.

• Compliance and regulatory data: Country of origin, HS codes, hazardous materials indicators, and required certificates for international shipments.

• Purchase order references: PO numbers and line item references to allow automatic matching and reconciliation on arrival.

How ASNs differ from related documents

• Packing list: A packing list is often a physical paper or PDF included with the shipment. It details what is in each carton but may not be sent electronically in advance. The ASN is the electronic pre-notification of similar information.

• Bill of lading: The BOL is a transport document proving the contract of carriage. An ASN complements the BOL by providing item level and packaging structure details before the carrier hands over documentation.

• Commercial invoice: Primarily used for customs and accounting, the commercial invoice focuses on value and duty. An ASN focuses on physical attributes and operational readiness.

Practical example of ASN content

Imagine a supplier ships 10 pallets of a single SKU to a retailer. An ASN for that shipment would include the shipment ID, carrier name and tracking number, pickup and expected delivery windows, each pallet ID, the number of cartons per pallet, SKU and GTIN numbers, quantities per carton, and the purchase order reference. If a carton contains multiple SKUs, the ASN lists the contents for that carton.

Benefits tied to ASN content

Complete and accurate ASN data enables:

• Pre-staging of materials at the receiving dock.

• Automated creation of expected receipts in WMS and ERP systems.

• Faster inspection, scanning, and put away operations.

• Improved matching of receipts to purchase orders and invoices.

• Better inbound visibility for planning and customer notifications.

Common problems with ASN content and mitigation

Poorly formed ASNs can cause delayed receiving, fines from trading partners, and reconciliation headaches. Typical issues include mismatched SKUs, incorrect quantities, missing PO references, and inconsistent identifiers. Best practices include validating ASN data against purchase orders before transmission, using standardized identifiers like GTIN and SSCC, and including the full packing hierarchy.

Implementation tips

Start by mapping ASN requirements for major trading partners. Use integration tools or EDI gateways to automate message generation at the time of shipment creation. Test ASNs in partner test environments and ensure acknowledgements are handled. Where possible, include barcode IDs and SSCCs so receiving systems can scan and match quickly.

Final thought

At its core, the ASN is a promise in data form. It tells the receiving side what to expect so they can act more efficiently. When you send a clear ASN, you reduce uncertainty, speed up operations, and build trust with trading partners.