What Is an Advanced Shipping Notice (ASN)?
by Jaidyn Farar
If you’re shipping large orders to another business, sending an advanced shipping notice (ASN) allows them to prepare to receive the incoming goods. Keep reading to learn what ASNs are, why they’re useful, and how to generate them.
What is an advanced shipping notice (ASN)?
First things first: What is an ASN in shipping? An advanced shipping notice (ASN) is an electronic document sent by a seller that provides detailed information about an upcoming shipment. It includes details about the items being shipped, their packaging, when they’re expected to arrive, and more.
Used in a business-to-business (B2B) context, ASNs help buyers coordinate the receiving process, manage bulk inventory shipments efficiently, and streamline their warehouse operations.
With an accurate record of incoming goods, they can reduce errors and speed up unloading and processing.
How ASNs work: Electronic data interchange (EDI)
ASNs are EDI documents. Electronic data interchange (EDI) is the digital exchange of business documents between companies in a standardized format. It helps shippers and their customers automate communication, reduce manual data entry, and improve supply chain efficiency.
Depending on the EDI standard used, an ASN can be known as the EDI 856 Advance Ship Notice (sometimes called a Ship Notice/Manifest) or the DESADV (despatch advice). If your customer requires EDI compliance, you’ll need to send the ASN in one of these formats.
This requires you to have technology that can generate and transmit industry-standard ASNs. With the right technology, you ensure your ASN includes all required data fields, follows the correct structure, and integrates smoothly with the recipient’s supply chain systems.
Key components of an ASN
Advanced shipping notices include the following information:
- Order and shipment numbers. These unique identifiers allow your customer to match the ASN with their purchase order.
- Product and packaging descriptions. An ASN needs to specify what items are being shipped—including quantities and weights—and how they are packaged (e.g., palletized, boxed).
- Shipper and recipient information. This includes names, addresses, and contact details for both you (the shipper) and your customer (the recipient).
- Shipping date. This is the date the shipment leaves your facility.
- Estimated delivery date and time. Providing an expected arrival time allows your customer to plan for unloading and inventory management.
- Tracking details. A tracking number or link lets your customer monitor the shipment’s progress in real time.
- Carrier details. Identifying the shipping company and service type ensures your customer knows who is handling the delivery.
- GS1 numbers. These are globally standardized identifiers used in supply chains to track and identify products, shipments, and locations. They include SSCC (identifies pallets or logistics units), GTIN (identifies individual products or SKUs), and GLN (identifies locations, such as warehouses or stores).
- Special handling instructions. Recommend any necessary precautions, such as temperature control or fragile item handling, to make sure the shipment is received in good condition.
The ASN process in shipping
When (and how) do you send an advanced shipment notification? In this section, we’ll walk through what you need to do, as well as what the buyer will do once they receive the ASN.
1. The shipper generates and sends the ASN
When an order is ready to be shipped, your business generates an ASN electronically and sends it to the buyer. To do this, you’ll need to use EDI-compliant fulfillment software.
By transferring the document digitally, you streamline communication and reduce the chances of human error or miscommunication.
2. The buyer prepares to receive inventory
The buyer receives the ASN and prepares to receive their shipment. They decide where the new inventory will be stored in the warehouse and make sure they’ll have enough workers to unload and inspect everything when the order arrives.
Along with the estimated delivery date, the ASN will provide a tracking number that the buyer can use to monitor their shipment’s progress, allowing for precise planning.
3. The buyer compares the shipment with the ASN
Once the shipment has arrived, the buyer compares its contents against the ASN, checking for discrepancies. This step is often streamlined with the help of barcode scanners, which make it easy to discover if items are missing or incorrect.
Benefits of sending an ASN
As a shipper, the primary benefit of sending an ASN is improved customer satisfaction. For your customers, the benefits of an ASN include the following:
- Better supply chain visibility. An ASN allows businesses to plan their receiving process, making sure they have the labor necessary to unload and sort new shipments. If the ASN shows that an order won’t be delivered on time, they can make a backup plan and avoid disruptions.
- Higher inventory accuracy. ASNs tell businesses when they’ll receive inventory shipments and exactly what will be included in each one. This visibility helps promote better inventory management, helping your customers make smarter choices about restocking.
- Fewer errors and discrepancies. Your customers can compare the ASN against what they actually received, quickly checking whether anything is missing or incorrect. And because ASNs are digital records, both sellers and buyers can refer back to them if disputes or miscommunications arise.
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