ASN Statuses

ASN Statuses

Quick Summary: Understand the lifecycle of an ASN from Draft through warehouse approval.

Quick Start

  1. Open the ASN you want to check
  2. Look at the Status field in the header
  3. Refer to the table below for what actions are available
  4. Take the appropriate action or wait for the warehouse to update

Overview

An ASN moves through several statuses as it progresses from creation to warehouse approval. Some status changes are triggered by you, others by the warehouse.

Status Lifecycle

Draft ──→ Pending Arrival ──→ In Review ──→ Approved
  │              │                │
  │              │                └──→ On Hold ──→ Approved
  │              │                              └──→ Canceled
  │              └──→ Canceled
  └──→ Canceled

Status Definitions

Draft

What it means: The ASN has been created but not yet submitted to the warehouse.

What you can do: - Edit all ASN details and items - Delete the ASN - Submit to warehouse (Send to 3PL) once all required fields are filled

What's needed to move forward: Fill in Reference, Tracking Number, ETA, and upload a Packaging Slip, then click Send to 3PL.

Pending Arrival

What it means: The ASN has been submitted to the warehouse. The warehouse is waiting for the shipment to arrive.

What you can do: - View ASN details (no editing) - Cancel the ASN (if your account has the approval permission) - Copy the ASN

What happens next: When the warehouse receives the shipment, they move it to In Review.

In Review

What it means: The warehouse has received the shipment and is verifying the contents against the ASN.

What you can do: - View ASN details (no editing) - Copy the ASN

What happens next: If everything matches, the warehouse approves the ASN. If there are discrepancies, they may place it On Hold.

Approved

What it means: The warehouse has verified and accepted the shipment. Stock has been added to your inventory.

What you can do: - View ASN details - Copy the ASN

This is a final status. The ASN lifecycle is complete.

On Hold

What it means: The warehouse has flagged an issue with the shipment. This could be a quantity mismatch, damaged items, or items not matching the ASN.

What you can do: - View ASN details - Edit the ASN (update details or items) - Delete the ASN - Copy the ASN

What happens next: Contact your Account Manager to resolve the issue. Once resolved, the warehouse will move the ASN forward to Approved or it may be Canceled.

Canceled

What it means: The ASN has been canceled. No stock will be received for this ASN.

What you can do: - View ASN details - Copy the ASN (to create a replacement)

This is a final status.

Send failed

What it means: The system encountered an error when sending the ASN to the warehouse. This is typically a temporary issue.

What you can do: - View ASN details - The system will automatically retry sending

What happens next: The system retries automatically. If the issue persists, contact your Account Manager.

Retrying

What it means: The system is retrying to send the ASN to the warehouse after a previous failure.

What you can do: - View ASN details - Wait for the retry to complete

What happens next: The ASN will move to Pending Arrival once successfully sent, or back to Send Failed if the retry fails.

Status Summary Table

Status Editable Deletable Your Actions Next Status
Draft Yes Yes Send to 3PL, Edit, Delete Pending Arrival
Pending Arrival No No Cancel (if permitted), Copy In Review, Canceled
In Review No No Copy Approved, On Hold
On Hold Yes Yes Edit, Delete, Copy Approved, Canceled
Approved No No Copy — (final)
Canceled No No Copy — (final)
Send failed No No — Retrying, Pending Arrival
Retrying No No — Pending Arrival, Send Failed

Workflows

Workflow: Filter ASNs by Status

When: You want to see all ASNs in a specific status.

Steps:

  1. Navigate to Inventory → ASN
  2. Click a status tile at the top of the page (e.g., In Review, On Hold, Pending Arrival)
  3. The list filters to show only ASNs in that status

Result: Only ASNs matching the selected status are displayed.

Workflow: Resolve an On Hold ASN

When: Your ASN is placed On Hold by the warehouse.

Steps:

  1. Navigate to Inventory → ASN
  2. Click the On Hold status tile to filter
  3. Open the ASN to review warehouse notes
  4. Contact your Account Manager to discuss and resolve the discrepancy
  5. Once resolved, the warehouse moves the ASN to Approved

Result: The ASN is approved and items are added to your inventory.

Workflow: Cancel a Draft ASN

When: You created an ASN but no longer need to send the shipment.

Steps:

  1. Navigate to Inventory → ASN
  2. Click the Draft status tile
  3. Open the ASN you want to cancel
  4. Click Cancel

Result: The ASN status changes to Canceled.

Troubleshooting

Issue Cause Solution
ASN stuck in Draft Required submission fields missing Add Reference, Tracking Number, ETA, and Packaging Slip
ASN in On Hold Warehouse found discrepancy Contact your Account Manager to resolve
ASN in Send Failed Temporary communication issue System retries automatically; contact support if it persists
Cannot cancel ASN in In Review Only the warehouse can change status at this stage Contact your Account Manager
Cannot edit ASN in Pending Arrival Submitted ASNs are locked for editing Cancel and create a new ASN, or wait for On Hold

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