An Advanced Shipping Notice (ASN) tells you what's coming before it arrives. Instead of opening boxes to identify contents, your team validates against a pre-populated receipt—dramatically reducing processing time and errors.
This guide covers ASN implementation, from supplier onboarding to exception handling.
What Is an ASN?
An ASN is an electronic document sent by a shipper before goods arrive. It typically includes:
- Shipment details – Carrier, tracking, expected arrival
- Contents – SKUs, quantities, lot numbers, expiry dates
- Packaging – Pallet count, case count, weights
- PO reference – Link to original purchase order
When the truck arrives, you already know what to expect. Receiving becomes verification, not discovery.
Benefits of ASN-Based Receiving
Speed ASN receiving is 40-60% faster than blind receiving. No deciphering packing lists or counting from scratch.
Accuracy Pre-populated data means fewer transcription errors. Lot numbers and expiry dates are captured correctly.
Planning Know what's arriving tomorrow. Schedule dock doors, labor, and storage space accordingly.
Discrepancy identification Immediate visibility when shipments don't match expectations. Resolve before product enters inventory.
Supplier accountability Track which suppliers send accurate ASNs and which cause receiving delays.
ASN Formats and Transmission
CSV upload Manual but functional. Suppliers email or upload CSV files matching your template.
Portal submission Suppliers log into your portal and enter ASN data. Good for smaller suppliers without technical capability.
Scoped data exchange Large suppliers may justify a custom ASN handoff. Scope format, validation, ownership, and retry behavior before calling it automated.
Start simple: Don't require custom feeds from small suppliers. Offer portal entry or CSV upload first. Get ASN data flowing, then optimize format.
Implementation Steps
1. Define ASN requirements Document required fields: SKU, quantity, lot, expiry, packaging, carrier, expected date.
2. Configure WMS for ASN receipt
- Accept ASN data from multiple sources
- Create expected receipts from ASNs
- Support variance capture during check-in
3. Onboard suppliers Start with your top 5 suppliers by volume. Provide clear specifications and test data.
4. Establish SLAs Set expectations: "ASN must be received 24 hours before shipment arrives."
5. Track compliance Measure ASN timeliness and accuracy by supplier. Share scorecards monthly.
For 3PL operations, client-submitted ASNs are essential. Build ASN submission into your client portal.
Handling Exceptions
Even with ASNs, reality diverges from expectation:
Quantity variance
- Over-shipment: Receive actual, flag overage for authorization
- Under-shipment: Receive actual, notify procurement
SKU variance
- Wrong item: Don't receive. Photograph and notify shipper.
Missing ASN
- Define policy: Hold at dock until ASN arrives? Blind receive with penalty?
Timing issues
- ASN arrives after shipment: Process as blind receipt, coach supplier
- Shipment arrives late: Update expected arrival, maintain ASN linkage
Exception metrics: Track exceptions by type and supplier. Chronic issues indicate process breakdowns requiring escalation.
Supplier Scorecard
Measure and share supplier performance:
| Metric | Target | Your Supplier |
|---|---|---|
| ASN submission rate | 100% | ? |
| ASN timeliness (24+ hrs before) | 95% | ? |
| ASN accuracy (qty/SKU correct) | 98% | ? |
| Receiving exceptions | <2% | ? |
Incentives and penalties: Some companies tie receiving speed guarantees to ASN compliance. "ASN shipments processed within 2 hours; non-ASN within 24 hours."
Others charge back receiving labor for non-ASN shipments. Find what motivates your suppliers to comply.