Advance shipment notices
Record an expected supplier dispatch against one exact approved receipt-authority line before material reaches the receiving gate.
Screen orientation
ASN creation and cancellation require the inbound writing authority. Register and source options remain limited by tenant, assigned receiving sites, classification and the approved authority’s remaining quantity.
Use the search/sort register to review retained notices. New ASN opens a controlled authority-backed form; an open row can lead to receipt creation or cancellation while history remains immutable.
Field reference
The entries below describe the current screen controls and read-only values. They do not relax server-side validation, site scope, classification handling or required independence in a governed decision.
| Field or value | Control | Required or shown when | How to use or read it | Result |
|---|---|---|---|---|
| Approved receipt-authority line | Select | Required. | Select the exact approved line with sufficient remaining quantity and the intended receiving site. | Pins supplier, site, item revision, ownership and ceiling context. |
| Approved supplier / Official authority | Read-only | Derived from the selected authority. | Verify both values before entering dispatch facts; correct the authority upstream if they are wrong. | Confirms the source identity without creating a new supplier or authority. |
| Dispatch reference | Text | Required. | Enter the supplier’s shipment or dispatch reference exactly once. | Provides the external pre-arrival identity. |
| Dispatch date / Expected arrival | Dates | Required. | Record the actual dispatch date and realistic expected arrival. Expected arrival must not precede dispatch. | Creates the controlled arrival expectation. |
| Authorised item | Read-only | Derived and required. | Confirm the part and immutable revision match the shipment documents. | Carries the exact authority-line material identity. |
| Expected quantity | Decimal | Required; positive and inside remaining authority. | Enter the quantity expected on this dispatch, not cumulative PO quantity. | Allocates authority capacity but creates no stock. |
| Declared unit | Select | Required. | Use the base unit or an approved exact conversion offered by the selected item revision. | Freezes the entered and normalized expected quantity. |
| Batch / lot / Serial numbers | Text | Conditional on tracking evidence and what the supplier declared. | Record only identities actually known before arrival. Do not redistribute an ASN-pinned lot or serial across later multi-lot receipt lines. | Pins declared pre-arrival identity evidence. |
| Search ASNs / Sort by | Search and select | Optional. | Search by ASN, supplier, authority, dispatch or item and sort without changing the notice. | Filters the authorised register. |
Actions and effects
When to use: When a supplier dispatch exists against an approved authority line.
What it does: Creates an open expected-shipment record and consumes only the bounded allocation, not physical stock.
When to use: When the physical consignment arrives.
What it does: Opens the separate receipt form with the exact ASN context; it does not post receipt automatically.
When to use: Only while the ASN is open and eligible for cancellation.
What it does: Retains the cancelled notice and releases only unused authorised allocation.
Lists and states
- ASN register: number, state, supplier, authority, dispatch/arrival dates and line identities explain expected—not received—material.
Authority boundary
An ASN is pre-arrival evidence. It cannot prove physical receipt, create quarantine stock, register final identities, disposition Quality, update the ledger or pay a supplier.