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Information About Advance Shipment Notices (ASN) Functionality (Doc ID 601787.1)

Modified: Jul 1, 2013 Type: HOWTO Status: PUBLISHED Priority: 3

In this Document Goal Solution INTRODUCTION PROCESSING OVERVIEW

SETUP TECHNICAL OVERVIEW MAINTAIN ASNs - Manage Shipments Form RECEIVING ASNs References

APPLIES TO:
Oracle Inventory Management - Version 11.5.10 to 12.1.3 [Release 11.5 to 12.1] Information in this document applies to any platform. EXECUTABLE:RVCTP - Receiving Transaction Processor

GOAL
Provide information about Advance Shipment Notices (ASNs), including how to create ASNs, receive against ASNs and cancel ASNs.

SOLUTION
INTRODUCTION
An Advance Shipment Notice (ASN) is sent from an external supplier to let the receiving organization know that a shipment is coming. The ASN contains details including shipment date, time, and identification number; packing slip data; freight information; item detail including cumulative received quantities; country of origin; purchase order number; and returnable container information. Once an ASN is successfully validated, it can be used in the Enter Receipts window to create receipts, reducing data entry time. (A validated ASN is one that contains no errors during data validation in the Receiving Open Interface.) Suppliers can also send ASNs with billing information. These contain the same information as ASNs plus invoice and tax information. Once an ASN with billing information (also known as an ASBN) is validated in the receiving open interface and imported into Purchasing, an invoice for the shipment is created automatically. NOTE: ASNs come from external suppliers only. They cannot be used for internal sales orders sourced from other inventory organizations and generated by internal requisitions.

PROCESSING OVERVIEW
The ASN process, shown in the next figure, includes the following: A shipment authorization is made to the supplier in the form of a Purchase Order, Planning Schedule, or Shipping Schedule. The supplier sends the ASN to the receiving organization at the time of shipment. Applications like iSupplier portal provide an interface to suppliers to enter the ASN/ASBN details and populate the Receiving Open Interface tables directly. A supplier can also

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interface to suppliers to enter the ASN/ASBN details and populate the Receiving Open Interface tables directly. A supplier can also transmit the ASN/ASBN via EDI or XML to be imported into the applications via Receiving Open Interface. The ASN is verified in the Receiving Open Interface. Intransit and purchasing supplies are updated for ASN lines that are successfully validated. For each accepted line on the ASN, intransit supply is increased and purchasing supply is reduced (See Supply Information section for more detailed explanation). If the data isnt accepted or if there is an error or discrepancy in the data, the supplier is informed about it depending on the method that the supplier chose to communicate. The supplier can then send a corrected (New) ASN. The goods arrive. ASN is used in the Receipts window to create receipts.

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Fig: ASN Process Overview NOTE: Shipment number must be unique for the Supplier for a period of one year. There are three types of ASNs: 1. A New ASN is the initial ASN sent by the supplier. 2. A Cancellation ASN, once validated, cancels the original (New) ASN if the original (New) ASN has not yet had a receipt created against it. The shipment number on the Cancellation ASN is matched to the shipment number on the validated, original (New) ASN. 3. A Test ASN is sent by the supplier usually to make sure the ASN transmission works. A Test ASN is verified as if it were a New ASN and generates an ASN failure notice, if necessary. A Test ASN is not available for creating a receipt against it and is not visible as inbound supply.

SETUP
Receiving Option - ASN Control Action This option can have any of the following three values. Reject : Users receive an error message if an attempt is made to receive a Purchase Order (PO) for which an ASN already exists and is prevented from completing the receipt. Warning: Users receive a warning message if an attempt is made to receive a PO for which an ASN already exists, but the user can continue to save the receipt, if they choose to. None: No error or warning is shown to the user if an attempt is made to receive a PO for which an ASN already exists.
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Nav: PO Resp (N) > Setup > Organizations > Receiving Options PROFILES a) RCV: Fail All ASN Lines if One Line Fails When this value is set to Yes, Receiving Open Interface (ROI) rejects an entire ASN if any ASN line fails validation or processing. When this option is set to No, ROI will accept an ASN, if at least one ASN is processed successfully. Note: 11.5.9 and prior releases also used this profile to fail Receive transactions as referenced in Note 413288.1 (11.5.10/R12 Profile "Fail All ASN Lines If One Fails" Is Not Used To Fail Non-ASN Transactions). b) PO: Automatically Deliver Drop Ship ASNs When this profile value is set to Yes, ASN for drop shipment POs are automatically received and delivered. In the case of drop shipment POs, since there is no physical receipt of goods, this profile adds automation into the drop shipment process. This profile was introduced in 11.5.10 and is not available in prior releases. Please review Note 286996.1 (How to Automatically Generate Receipts for Drop Shipments with Advanced Shipment Notices (ASN's)) for additional details about how this functionality.

TECHNICAL OVERVIEW
There are two Receiving Open Interface tables: RCV_HEADERS_INTERFACE (RHI) and RCV_TRANSACTIONS_INTERFACE (RTI). These tables are populated with ASN data, either by iSupplier, EDI / XML gateways or manually using a custom program. After the tables are populated, Receiving Transaction Processor (RTP) concurrent request is submitted (either manually or through a scheduled run). Receiving Transaction Processor first validates the data populated in RHI & RTI using a program called the pre-processor. The pre-processor not only validates the data, but also derives and defaults the data that is not populated in the interface table. After performing header- and line-level validation, the pre-processor checks the profile option RCV: Fail All ASN Lines if One Line Fails. If the profile option is set to Yes and if any line failed validation, the pre-processor fails the entire ASN. If the profile option is set to No, the Receiving Transaction Processor takes over and processes the ASN. For a successfully processed ASN, RTP populates the RCV_SHIPMENT_HEADERS (RSH) table with the ASN header information and the RCV_SHIPMENT_LINES(RSL) table for each shipment line in the ASN. the following fields are populated to indicate that the shipment is an ASN. RSH.ASN_TYPE = ASN (or ASBN) RSL.ASN_LINE_FLAG = Y Descriptive Flexfields Suppliers can send extra information, for which there are no fields in standard tables, using the Descriptive Flexfields. In table RTI, fields SHIP_LINE_ATTRIBUTE1...SHIP_LINE_ATTRIBUTE15 are provided so that suppliers can provide additional information, if needed. Values from these fields go into the ATTRIBUTE1...ATTRIBUTE15 fields of RSL. Lot / Serial Information Starting in 11.5.10, suppliers can include lot/serial and LPN information in an Advance Shipment Notice (ASN). However, if an ASN was created with lot/serial and/or LPN information, then it must be received via Receiving Open Interface and cannot be received via the core application forms. This feature is useful when WMS is installed and mobile application is used to receive and put-away items, since mobile application uses ROI for all inbound transactions.

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items, since mobile application uses ROI for all inbound transactions.

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Supply Information When a Purchase Order is approved, a record is inserted into MTL_SUPPLY(MS) for each of the Shipment Lines (MS.QUANTITY = PO_LINE_LOCATIONS_ALL.QUANTITY_ORDERED). When ASNs are created or Receiving activties are performed, the records in MS are adjusted accordingly. The MS record is deleted when one of the following occurs: a. entire Quantity has been Received/Delivered -ORb. PO Shipment Line has been Final Closed -ORc. ASN Line is Canceled The total Quantity of the MS records (with PO or SHIPMENT supply type) for each PO Shipment Line will be the total unreceived Quantity for the PO Shipment Line. Example: 1. Create Purchase Order with 3 Shipment Lines: Line 1 Quantity=50 (po_line_locations_all.line_location_id=168544) Line 2 Quantity=75 (po_line_locations_all.line_location_id=168545) Line 3 Quantity=100 (po_line_locations_all.line_location_id=168546) **there are no records in mtl_supply at this time 2. Approve Purchase Order there will be three records in mtl_supply with supply_type_code=PO: mtl_supply.po_line_location_id=168544, Quantity=50, supply_type_code=PO mtl_supply.po_line_location_id=168545, Quantity=75, supply_type_code=PO mtl_supply.po_line_location_id=168546, Quantity=100, supply_type_code=PO 3. Perform Receive/Deliver of Quantity=7 for PO Shipment Line 1 (po_line_locations_all.line_location_id=168544) there will still be 3 records in mtl_supply with supply_type_code=PO, but the supply Quantity for PO Shipment Line 1 will change from 50 to 43 (50-7): mtl_supply.po_line_location_id=168544, Quantity=43, supply_type_code=PO mtl_supply.po_line_location_id=168545, Quantity=75, supply_type_code=PO mtl_supply.po_line_location_id=168546, Quantity=100, supply_type_code=PO 4. Create ASN with Quantity=12 for PO Shipment 2 (po_line_locations_all.line_location_id=168545) there will still be 3 records in mtl_supply with supply_type_code=PO, but the Quantity for PO Shipment Line 2 will change from 75 to 63 (75-12) and a new Shipment supply record will be inserted into mtl_supply with Quantity=12: mtl_supply.po_line_location_id=168544, Quantity=43, supply_type_code=PO mtl_supply.po_line_location_id=168545, Quantity=63, supply_type_code=PO mtl_supply.po_line_location_id=168545, Quantity=12, supply_type_code=SHIPMENT mtl_supply.po_line_location_id=168546, Quantity=100, supply_type_code=PO Receiving Diagnostic for data scenario above

MAINTAIN ASNs - Manage Shipments Form

Once an ASN is created, it can be viewed or cancelled using the Manage Shipments form. Shipment header and line details are available on this form. Some information can be changed in Manage Shipments form for ASNs. Fields that can be changed at header level: Expected Receipts Date Freight Carrier Ship-To-Location (Note that this is location, not inventory organization) Bill of Lading Packing Slip Number of Containers Comments Fields that can be changed at line level: Comments Packing Slip Reason Code Receipt Routing https://support.oracle.com/epmos/faces/ui/km/SearchDocDisplay.jspx?_adf.ctrl-state=iuuhcwe9v_169

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Receipt Routing Note that quantities (or any other fields other than those listed above) cannot be changed on this form. If the quantity on an ASN needs to be changed, then the supplier needs to cancel the original ASN and send another ASN with corrected quantities. An ASN can also be cancelled on this form by choosing Cancel from the Tools menu. Only Expected and Partially received shipments (ASNs) for Approved Purchase Order Shipment Lines (po_line_locations_all.approved_flag=Y) can be cancelled in Manage Shipments Form. Once an ASN is cancelled, it cannot be undone. So, this option should be used on rare occasions. Ideally, only the supplier who sent the ASN should cancel it.

Nav: Receivng > Manage Shipments

RECEIVING ASNs
ASNs can be received using the Enter Receipts form, just like any POs without ASNs. To find an ASN to receive, enter the shipment number on Find Expected Receipts form and select the source type as Supplier.

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When Only a PO# is used as a search criteria on the Find Expected Receipts form, all lines eligible for receipt for the PO (ASN and non-ASN) are shown on the form. On the Lines tab, the ASN Type and ASN No fields show if the line being received is for an ASN.

Nav: Receiving > Receipts

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ASNs can also be processed (Created, Received, Canceled) via Receiving Open Interface. Sample scripts: Create ASN Cancel ASN Receive against ASN Note 549609.1 (ROI - How To Create ASN / Perform Receipt For ASN Already Created Via ROI?) Note 605300.1 (How Are Failed Receiving Open Interface (ROI) Transactions Reset?)

REFERENCES
NOTE:549609.1 - ROI - How To Create ASN / Perform Receipt For ASN Already Created Via ROI? NOTE:605300.1 - How Are Failed Receiving Open Interface (ROI) Transactions Reset? NOTE:11.5 NOTE:286996.1 - How to Automatically Generate Receipts for DropShip Purchase Orders NOTE:413288.1 - Profile "Fail All ASN Lines If One Fails" Is Not Used To Fail Non-ASN Transactions NOTE:759171.1 - Quantity Received Is Not Getting Changed In RCV_SHIPMENT_LINES When Return To Vendor Is Performed Against ASN NOTE:465686.1 - What Is The Functionality Of Cancel/Change Quantity Of An Advanced Shipment Notice (ASN) That Has Been Received Or Returned?

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