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 — new stock being shipped to the warehouse |
| RASN (Restock) | Returning previously sold items back to warehouse inventory |
| QASN (Quarantine) | Items being sent to quarantine for inspection or quality issues |
How It Works
- You create an ASN in Draft status with product details and origin address
- You add shipping information (tracking number, ETA, packing slip) and submit
- The warehouse receives the shipment and verifies the contents
- Once verified, the ASN is Approved and stock is added to your inventory
Quick Start
- Navigate to Inventory → ASN
- Click the + button to create a new ASN
- Select the destination Warehouse
- Fill in the Origin Address (where the shipment is coming from)
- Add products using + Add New SKU
- Click Save to create the ASN in Draft status
- Add tracking number, ETA, and packaging slip, then click Send to 3PL to submit
Tip: Save addresses to your address book for quick reuse on future ASNs.
What You Need to Know
Products Must Exist First
Every item in an ASN must reference an existing product by SKU. Create your products in Products before creating an ASN.
Required Before Submission
An ASN can be saved as Draft with minimal information, but to submit it to the warehouse you need: - Tracking Number — the carrier tracking for the inbound shipment - ETA — estimated time of arrival at the warehouse - Packaging Slip — a document listing what's in the shipment - Reference — your reference number for this shipment
Document Attachments
The ASN detail page supports uploading and viewing several document types. Each uploaded document shows a Download Document link and a Preview icon. Clicking the preview icon opens the document for viewing without downloading — see Creating an ASN for preview details.
Warehouse Verification
After the warehouse receives your shipment, they verify the contents against your ASN. If quantities or items don't match, the ASN may be placed On Hold for resolution.
Preparing Your Physical Shipment
Correct physical preparation of your shipment helps the warehouse receive and process your inbound stock quickly and accurately.
Barcoding
- Use standard barcode Type 39 or Type 128 (UPC, EAN, MPN also accepted)
- One unique barcode per SKU — different product variants (size, color) must have different barcodes
- Affix the barcode label to the outer packaging of each individual product, so the warehouse can scan without unpacking
- Barcode label on each carton should include the quantity of items inside
- Do not mix multiple SKUs in the same carton or on the same pallet
Labelling (Carton Level)
- Mark each carton with the ASN number so the warehouse can cross-reference against the system
- Include: description, SKU, barcode, and quantity on the carton label
- Print carton labels clearly — damaged or unreadable labels delay receiving
Packing List
The packing list is a document that accompanies your shipment. It lists the number of boxes, SKUs, quantities per box, and box dimensions/weights. The packing list helps the warehouse verify what's arriving and reserve space.
Upload the packing list when completing your ASN (see Creating an ASN). You can download the packing list template from the ASN creation form.
Quick Pre-Shipment Checklist
- All products exist in Products with correct SKUs and dimensions
- Every product has a barcode label on the outer packaging
- Cartons are labelled with ASN number, SKU, description, and quantity
- Different SKUs are not mixed in the same carton or pallet
- Quantities on the packing list match the quantities in the ASN and the physical shipment
- The ASN is submitted (Send to 3PL), not left in Draft
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 Warehouse
When: Shipping new inventory to the warehouse
Steps: 1. Navigate to Inventory → ASN 2. Click + to create a new ASN 3. Select the destination Warehouse 4. Enter the Origin Address (sender details) 5. Add each product SKU and quantity 6. Click Save — ASN is now in Draft 7. Upload the Packaging Slip and enter Tracking Number, ETA, Reference 8. Click Send to 3PL to submit the ASN to the warehouse
Result: 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. Click the ASN to view its detail page 4. Check the Status — see ASN Statuses for what each means
Result: You can see whether the warehouse has received, is reviewing, or has approved your shipment.
Troubleshooting
| Issue | Cause | Solution |
|---|---|---|
| Cannot submit ASN — fields missing | Tracking number, ETA, packaging slip, or reference not filled in | Add all required fields before clicking Send to 3PL |
| ASN stuck in In Review | Warehouse is verifying contents — may need to resolve discrepancies | Wait for warehouse to complete review; contact your Account Manager if delayed |
| ASN placed On Hold | Quantity or item mismatch between ASN and actual shipment | Review the ASN detail for notes; contact your Account Manager to resolve |
| Product SKU not found when adding items | Product doesn't exist in your catalog | Create the product in Products first |
| Stock not showing after ASN approved | Stock update may take a few minutes to reflect | Wait a few minutes and refresh the product stock page |
Related Documentation
FAQ's
What is an ASN? An Advanced Shipping Notice (ASN) is a notification you send to the warehouse before shipping stock. It tells them what products are coming, how many, and when to expect delivery.
Can I edit an ASN after submitting? No. Once you submit an ASN (move it from Draft to Pending Arrival), it can no longer be edited. If the warehouse places it On Hold, you can edit it again. Otherwise, cancel and create a new one.
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? The warehouse will note the discrepancy during review. The ASN may be placed On Hold until the difference is resolved with your Account Manager.