ASN: Overview

ASN (inbound shipments)

Quick Summary: Send stock to the warehouse by creating an ASN (Advanced Shipping Notice) with product details, tracking, and shipping documents.

Overview

An ASN (Advanced Shipping Notice) tells the warehouse what stock is coming, when it will arrive, and what's inside. Creating an ASN before shipping ensures the warehouse can receive, inspect, and put away your inventory efficiently.

ASN types

Type Description
ASN Standard inbound shipment of new stock to the warehouse
RASN (Restock ASN) Return items prepared to re-enter sellable stock
QASN (Quarantine ASN) Return items prepared for quarantine and inspection

The New ASN form creates a standard ASN. RASN and QASN shipments can be created while processing return items.

How it works

  1. Create an ASN in Draft status with a warehouse, origin address, and items.
  2. Add the Reference, Tracking number, ETA, and Packaging Slip, then select Send to 3PL.
  3. The warehouse receives the shipment, verifies the contents, and may place it On Hold.
  4. When the ASN is Approved, a standard ASN adds its stock to inventory.

Quick start

  1. Navigate to Inventory → ASN
  2. Click the + button to create a new ASN
  3. Select a Warehouse
  4. Complete the required fields in Origin Address for the sender.
  5. Add at least one product using + Add New SKU, then set its Qty.
  6. Click Save to create the ASN in Draft status.
  7. Add Reference, Tracking number, ETA, and Packaging Slip, then click Send to 3PL.

Tip: Save addresses to your address book for quick reuse on future ASNs.

Note: If Inventory → ASN, the + button, or an action is missing, ask your company administrator to review your ASN access.

What you need to know

Required to save a draft

The form requires:

  • A Warehouse
  • At least one item from your product catalog
  • Contact name, Full Name, Address Line 1, City, Postal Code, and Country in Origin Address

Every item must reference an existing product by SKU. Create products in Products before starting an ASN.

Required before submission

To select Send to 3PL, complete these fields:

  • Reference for the shipment.
  • Tracking number for the transport. Use the truck number or booking reference for inland transport, the tracking number for air freight, or the container or master bill of lading number for ocean freight.
  • ETA, the expected arrival date at the warehouse.
  • Packaging Slip, uploaded from the form. The upload accepts PDF, DOC, DOCX, or XLSX files.

Document attachments

The ASN detail page shows each available document with a Download Document link and a preview control. The preview opens the file without starting a download. See Creating an ASN for preview details.

Warehouse verification

After the warehouse receives your shipment, it verifies the contents against the ASN. If quantities or items do not match, the ASN may be placed On Hold for resolution.

Requested and received quantities

The ASN detail page lists the quantities you requested. For a warehouse that supports receiving confirmation, it also shows the quantities the warehouse counted as received. Compare the two when they are available.

The warehouse or operations team may complete approval. If your account allows self-approval, the Approve action may also be available. For a standard ASN, stock is added when the ASN is Approved, not when the shipment is received.

The Public API response and ASN notifications include the requested items only. They do not include the warehouse's received quantities.

Preparing your physical shipment

Good preparation helps the warehouse match the physical shipment to the ASN and record receiving accurately.

Barcoding

The ASN form does not define a universal barcode format. Confirm the required barcode format and label placement with your warehouse contact before dispatch.

Keep the product identifiers on the physical shipment consistent with the SKUs in the ASN. Warehouses that scan on receipt need readable, unique identifiers on the units they must scan.

Carton labels

Follow the labelling instructions for your destination warehouse. If your instructions require carton labels, make the ASN number, SKU, description, and quantity readable so staff can match each carton to the record.

Packing list

Upload the packing list as the Packaging Slip before submitting the ASN. The ASN form provides Download Packaging List Template and accepts PDF, DOC, DOCX, or XLSX uploads.

The physical packing list and ASN should show the same products and quantities. See Creating an ASN for the complete upload flow.

Quick pre-shipment checklist

  1. Every product exists in Products with the correct SKU.
  2. Quantities in the ASN match the packing list and physical shipment.
  3. Product and carton labels follow your warehouse's instructions.
  4. Reference, Tracking number, and ETA are complete.
  5. Packaging Slip is uploaded and matches the shipment.
  6. The ASN has moved from Draft to Pending Arrival after Send to 3PL.

Detailed guide

ASN list

View and manage all your ASNs from the list page. See ASN List for columns, filters, and search.

Creating an ASN

Step-by-step guide to creating and submitting an ASN. See Creating an ASN for the complete flow.

ASN statuses

Understand what each status means and what actions are available. See ASN Statuses for the full lifecycle.

Workflows

Workflow: Send new stock to the warehouse

When: Shipping new inventory to the warehouse

Steps: 1. Navigate to Inventory → ASN 2. Click + to create a new ASN 3. Select a Warehouse. 4. Complete the required Origin Address fields. 5. Add each product SKU and set its Qty. 6. Click Save. The ASN is now in Draft. 7. Upload the Packaging Slip and enter Reference, Tracking number, and ETA. 8. Click Send to 3PL to submit the ASN to the warehouse.

Result: The ASN moves to Pending Arrival. The warehouse receives notification of the incoming shipment and can process it on arrival.

Workflow: Track an inbound shipment

When: Checking the status of stock you've sent to the warehouse

Steps: 1. Navigate to Inventory → ASN 2. Find the ASN by reference number or tracking number using search. 3. Open the ASN to view its detail page. 4. Check Status, requested items, and received quantities when available. See ASN Statuses for the lifecycle.

Result: You can see whether the warehouse has received, is reviewing, or has approved the shipment.

Troubleshooting

Issue Cause Solution
Cannot save a Draft A required warehouse, origin address field, or item is missing Complete the required fields and add at least one SKU.
Cannot submit with Send to 3PL Reference, Tracking number, ETA, or Packaging Slip is missing Complete every submission field, then try again.
Product SKU not found when adding items The product is not in your catalog Create the product in Products first.
ASN stuck in In Review The warehouse is still verifying the shipment Wait for review to finish. Contact your Account Manager if it remains unchanged.
ASN placed On Hold The shipment or ASN needs correction Review the ASN and warehouse notes, then contact your Account Manager to resolve the issue.
Cannot edit after submission Editing is limited to Draft and On Hold Make corrections while the ASN is On Hold. If Cancel ASN is available, cancel it and create a replacement.
Stock not showing after receipt Approval or background inventory processing has not finished Confirm Approved, allow processing to finish, then refresh Inventory → Products. Contact your Account Manager if stock remains missing.

FAQs

What is an ASN? An Advanced Shipping Notice (ASN) is a notification you send to the warehouse before shipping stock. It tells staff what products are coming, how many, and when to expect delivery.

Can I edit an ASN after submitting? No. Once you submit an ASN and it moves from Draft to Pending Arrival, it can no longer be edited. If the warehouse places it On Hold, you can edit it again. If Cancel ASN is available, cancel it and create a new one.

Who approves the ASN? The warehouse or operations team may complete approval after receiving. Some accounts can also self-approve. If Approve is not available, your warehouse or operations contact will complete the approval.

Why is stock missing after the warehouse received the shipment? Receiving and approval are separate steps. For a standard ASN, inventory changes when the ASN is Approved.

How long does warehouse review take? Review times vary by warehouse and shipment size. Contact your Account Manager for typical processing times at your warehouse.

What happens if the warehouse receives different quantities than I declared? When the warehouse records received quantities, compare them with the requested lines on the ASN. If you need to resolve a discrepancy, contact your Account Manager.

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