Applies to: RFMS E-Commerce (EC)
Use this article to review supplier ASNs, match them to the correct purchase order, and prepare them for ASN receiving in E-Commerce.
If an ASN cannot be matched in E-Commerce, stop the ASN workflow and continue receiving through Inventory using Receive from BOL. Contact Support if the mismatch is unclear or happens repeatedly.
Advance Shipping Notices (ASNs) provide shipment details from the supplier before material arrives. In RFMS, you can use the ASN workflow to complete part of the receiving process early by matching the shipment to the correct purchase order before the goods are physically received. Once matched, you continue with ASN receiving in E-Commerce so the receiving information can be sent into Inventory.
Important: ASNs are supplier-generated and supplier-timed. If a supplier does not send ASNs, they will not appear in the ASN list. If you are not receiving ASNs at all, Support may need to confirm supplier participation and account setup. If an ASN does arrive but cannot be matched, do not force it through the ASN workflow. Move to the standard Receive from BOL process instead.
Step 1: Open the ASN list
Go to E-Commerce > File > Advance Ship Notice. Review the ASN list and check the current status of each ASN before opening one for matching.
Step 2: Open the match screen
Select the ASN you want to work with, then click the Match, , icon in the toolbar. This opens the Advance Ship Notice Match screen.
Step 3: Review the ASN lines and PO lines
Use the top grid to review the ASN lines. Use the bottom grid to locate the matching purchase order lines.
If the purchase order you expect does not appear, select Show All Available Purchase Order near the bottom grid.
Step 4: Match each ASN line
Work through the ASN one line at a time. Mark each line as Match or No Match.
A line is considered a match when the ASN and purchase order have the same:
- PO number
- SKU number
- quantity
Step 5: Finalize the match
After every line has been marked, click Finalize Match to save the results.
You cannot finalize and exit until every line is marked as Match or No Match. If one or more lines cannot be matched, stop the ASN workflow and move to the BOL receiving process explained below.
| Status | Meaning | What to do |
|---|---|---|
| Matched | The ASN matches the purchase order based on PO number, SKU number, and quantity. | Continue to ASN receiving when ready. |
| Partially Matched | Some lines match, but others do not. | Review the remaining lines and complete the match, or stop and use the fallback receiving process if the ASN cannot be completed in EC. |
| New | The ASN has not been matched yet. | Open the ASN and complete the matching process. |
A line is only considered a match when the ASN and purchase order share the same PO number, SKU number, and quantity.
Print an ASN
Use this when you need a printed copy of the ASN.
- Tag the ASN record.
- Click the Print icon in the toolbar.
The printed ASN includes a purchase order barcode that can be scanned during receiving when needed.
Archive an ASN
Use Archive for ASNs you are not going to complete through the ASN matching workflow.
- Tag the ASN you want to archive.
- Click the Archive,
, icon in the toolbar.
If you cannot resolve the ASN match in E-Commerce:
- Archive the ASN.
- Print it if needed.
- Continue receiving through Inventory using Receive from BOL.
Contact Support if the ASN does not match and you are not sure why, if the same supplier repeatedly sends ASNs that cannot be matched, or if the ASN appears incomplete or inconsistent with the purchase order. This escalation guidance is an editorial hardening addition based on the article’s existing instruction to stop ASN matching and move to BOL receiving when the match cannot be resolved.
Next Steps
If the ASN was matched successfully, continue to Receive Inventory from an ASN. If it could not be matched, use Receive from BOL in Inventory instead.
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