Creating an ASN

Creating an ASN

Quick Summary: Step-by-step guide to creating and submitting an inbound shipment to the warehouse.

Overview

Creating an ASN is a two-step process: 1. Save as Draft — enter products, origin address, and warehouse 2. Submit to warehouse — add tracking, ETA, packing slip, and click Send to 3PL

Note: Creating or submitting an ASN requires the appropriate account permissions. If you do not see the ASN option or upload controls, contact your Account Manager.

Quick Start

  1. Navigate to Inventory → ASN
  2. Click the + button
  3. Select the destination Warehouse
  4. Fill in the Origin Address
  5. Add products with quantities
  6. Click Save
  7. Add tracking number, ETA, packaging slip, and reference — then click Send to 3PL

ASN Details

Required Fields to Save

To save an ASN as Draft, you need:

Field Description
Warehouse The destination warehouse for this shipment
Origin Address Contact name, full name, address line 1, city, postal code, and country
At least one item At least one product SKU with quantity

Origin Address (Required)

The origin address is where the shipment is coming from:

Field Required Description
Contact Name Yes Sender contact name
Full Name Yes Sender full name
Address Line 1 Yes Street address
Address Line 2 No Additional address line
City Yes City
State/Province No State or province
Postal Code Yes Postal/ZIP code
Country Yes Country

Tip: Check Save to address book to save this address for reuse. On future ASNs, click Saved addresses to load a previously saved address.

Optional Fields on Draft

Field Description
Reference Your internal reference number for this shipment
ETA Estimated arrival date at the warehouse
Tracking Number Carrier tracking number
Packaging Slip Upload the packing list document
AWB Air Waybill document
Add Piece Count Toggle (Yes/No) to include piece count tracking

Required Before Submission

To submit the ASN to the warehouse (click Send to 3PL), these fields must be filled:

Field Description
Reference Your reference number
Tracking Number Carrier tracking number for the inbound shipment
ETA Estimated arrival date
Packaging Slip Uploaded packing list document

Adding Items

Manual Entry

  1. In the Items section, click + Add New SKU
  2. Search for the product by SKU
  3. Select the product from the results
  4. Set the Qty (quantity being shipped)
  5. Repeat for each product in the shipment

Items table columns:

Column Description
SKU Product SKU
Unit Type Base Item, Inner Carton, Master Carton, or Packaging Item
Unit Qty Units per packaging level
Description Product description
Unit Value Customs value per unit
Qty Quantity being shipped
Total Qty Calculated total (Qty x Unit Qty)

Note: Products must exist in your product catalog before they can be added to an ASN.

Bulk Upload

Upload multiple items at once using an Excel template:

  1. On the ASN create or edit form, in the Items section, click the Bulk Upload button
  2. Click Download Template to get ASNTemplate.xlsx
  3. Fill in the required columns:
Column Required Description
SKU Yes Product SKU (must match existing product)
Quantity Yes Number of units
Unit Type Yes Base Item, Inner Carton, Master Carton, or Packaging Item
Customs Value No Override customs value per unit
  1. Upload the completed file
  2. Review validation results
  3. Click Add Items to add the validated items to the ASN

Pre-Submission Checklist

Before clicking Send to 3PL, verify:

  • [ ] All items in the ASN match the physical shipment quantities
  • [ ] Each product has a barcode label on the outer packaging (see ASN Overview)
  • [ ] Each carton is labelled with the ASN number, SKU, description, and quantity
  • [ ] No mixed SKUs in a single carton or pallet
  • [ ] Packing list is uploaded and matches the ASN
  • [ ] ASN number is communicated to your supplier/shipper

Submission Flow

Step 1: Save as Draft

After filling in the warehouse, origin address, and items, click Save. The ASN is created in Draft status. You can continue editing it.

Step 2: Complete Required Fields

Before submission, ensure you have: - Reference number entered - Tracking Number entered - ETA date selected - Packaging Slip uploaded

Step 3: Submit to Warehouse

Click Send to 3PL on the ASN detail page. The status changes to Pending Arrival and the warehouse is notified of the incoming shipment.

Warning: Once submitted, the ASN can no longer be edited. Double-check all details before submitting.

ASN Detail Page

After saving, you're taken to the ASN detail page where you can:

Actions

Action When Available Description
Edit Draft, On Hold Modify ASN details and items
Copy Any status Create a new ASN based on this one
Delete Draft, On Hold Permanently remove the ASN
Send to 3PL Draft (all required fields filled) Submit to the warehouse
Cancel ASN Draft, Pending Arrival, On Hold (if permitted) Cancel the shipment

Detail Sections

The detail page shows: - ASN Details — reference, tracking, ETA, dates, piece count, source - Origin Address — sender address details - Attachments — uploaded documents with download and preview options: - Packaging Slip — packing list document with Download Document link and Preview icon - Warehouse Doc — warehouse document with Download Document link and Preview icon (if provided) - AWB — air waybill with Download Document link and Preview icon (if provided) - Export ASN — ASN export file with Download Document link and Preview icon (if provided) - Items — list of products with SKU, quantities, and unit details

Document Preview

Each attachment on the ASN detail page has a Preview icon () next to the Download Document link. Clicking the preview icon opens the document for viewing without triggering a download:

  • PDF files open in a new browser tab
  • Images (PNG, JPG, GIF, etc.) display inline — download the original for full resolution
  • Spreadsheets (CSV, XLSX) display as a table limited to the first 100 rows and 100 columns — download the file for formulas, formatting, and full content
  • Text files (TXT, LOG) display inline as plain text limited to 800 lines
  • Other file types show a message that preview is not available — use Download Document to review

The Download Document link continues to work as before, downloading the file immediately.

Workflows

Workflow: Create and Submit a Standard ASN

When: Sending new stock to the warehouse

Steps: 1. Click + on the ASN list page 2. Select the destination Warehouse 3. Enter the Origin Address or select from Saved addresses 4. Add each product SKU and set quantities 5. Click Save — ASN is now Draft 6. Enter Reference, Tracking Number, and ETA 7. Upload the Packaging Slip 8. Click Send to 3PL

Result: ASN moves to Pending Arrival. Warehouse is notified.

Workflow: Copy an Existing ASN

When: Sending a similar shipment to one you've sent before

Steps: 1. Open the existing ASN detail page 2. Click Copy 3. A new ASN is created in Draft with the same items and address 4. Adjust quantities, add/remove items as needed 5. Update tracking number, ETA, and packing slip 6. Click Save, then Send to 3PL

Result: New ASN created and submitted with minimal re-entry.

Workflow: Cancel an ASN

When: Shipment is no longer being sent

Steps: 1. Open the ASN detail page 2. Click Cancel ASN 3. Confirm the cancellation

Result: ASN status changes to Canceled. If the shipment was already in transit, contact your Account Manager.

Troubleshooting

Issue Cause Solution
Send to 3PL button not available Missing required fields (reference, tracking, ETA, or packaging slip) Fill in all required submission fields
Cannot find product when adding items Product SKU doesn't exist in your catalog Create the product in Products first
Cannot edit ASN ASN is no longer in Draft or On Hold status Submitted ASNs cannot be edited — cancel and create a new one
Bulk upload fails Template format errors or SKUs not matching Download a fresh template, verify SKUs match existing products
Packaging slip upload fails File format not supported or file too large Use PDF, Excel, or image formats; reduce file size if needed

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