Advance Ship Notices Training Presentation for Supply Chain Platform: BAE Systems July 2012.

Advance Ship Notices

Training Presentation for

Supply Chain Platform: BAE Systems

July 2012

Course Objectives

• After completing this course, you should be able to:

> Create an advance shipment notice (ASN)

> Print shipping labels

> Create draft ASNs

> Add attachments to a shipment

> Check status of a shipment

SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential 325-2

ASN Business Process

• ASN stands for Advance Shipment Notice and is a document you would send to the buyer via SCP

• Used to communicate when goods are ready for shipment

• Provides a shipping label that can be applied to your packages

• Some business rules for ASNs:

> ASNs can be created for discrete orders, but not for blanket orders or schedule agreements

> There is a ‘Shipment Allowed’ flag on discrete orders that will indicate which items can be applied to an ASN

> ASNs can be created from multiple discrete orders, but the ‘Ship To Address’ must be exactly the same for all lines

> ASNs can have up to 500 lines

> There can be attachments for ASNs

325-3SCP-BAES: Copyright 2012 Exostar LLC. All Rights Reserved. Proprietary and Confidential

‘Shipment Allowed’ Flag on Orders

• Only discrete order schedule lines with the ‘Shipment Allowed’ flag set to “Yes” can be applied to an ASN.


States for ASNs

• Shipped – supplier creates a shipment line with reference to an order in SCP.

• Shipped Unreferenced – supplier creates a shipment line (via upload or integrated connection) that does not reference an order in SCP.

• Delivered – thirty days after the ‘Estimated Arrive Date’, SCP automatically transitions the shipment to the ‘Delivered’ state (Supplier can also manually move it to this state).

• Received – if a buyer sends in a receipt to SCP that is linked to a shipment/order, and the ‘Received Qty’ becomes greater or equal to the ‘Shipped Qty’, then the shipment line automatically transitions to a ‘Received’ state.

• Archived – SCP automatically transitions an ASN to this state after a specified period of inactivity.

• Cancelled – supplier cancels a shipment line.


Create Advance Shipment Notices (ASNs)


Create from My Workspace


Select Schedule Lines to Be Shipped


Create from Shipment Section


Find Orders to Ship Against


Select Schedule Lines


‘Create Shipment’ Form


• Estimated Depart Date – defaults to today’s date, but can be edited

• Estimated Arrive Date – must be manually entered and must be the same or later than depart date

Select a Carrier


Creating a Shipment – Line Item Detail


Creating a Shipment – Other ‘Line Level’ Fields


Create the ASN Record in SCP


ASN Confirmation


‘Delivered’ Status


• Thirty days after the ‘Estimated Arrive Date’, the shipment automatically moves from ‘Shipped’ to ‘Delivered’ state.

• A supplier user can also manually move a shipment to the ‘Delivered’ state.

Cancelling Lines


• A supplier can cancel lines on a draft ASN or an ASN that was already sent to the buyer. An updated version of the ASN will be sent to the buyer.

• On the ASN list page or an ASN details page, select the line(s) to be cancelled and then click the Cancel button.

‘Received’ Status


• If there is a receipt tied to the order/shipment and the Received Qty is equal or more than the Shipped Qty, then the shipment will automatically move to the ‘Received’ state.

Print Shipping Labels


Print Labels for One ASN


Print Labels for Multiple ASNs


Example of a Shipping Label


Draft Shipments


Save a ‘Draft Shipment’ Version

• If you need extra time to enter more data on the ASN before it goes to the buyer, use the ‘Save Draft’ button to create a draft version of the ASN


Locate and Publish Draft ASNs


Locate and Publish Draft ASNs


• Once the ASN is ready to send to the buyer, click on the ‘Send Shipment’ button from the list or details page.

• You can also delete a draft version of a shipment.

Attachments to Shipments


Attachments to Shipments – Business Rules


• A supplier user can add attachments to an ASN at the header or line level

• The file can be any format type but the combined total size of the ASN file plus all attachment files should not exceed 10MB.

• Any user with access to an ASN attachment in SCP will be able to open or save the file. However, attachments are not included in upload/download processes or integrated connections for ASNs.

• To replace an existing file, use the ‘Update’ action button and the file must have the same ‘file name’. The only way to remove an attachment is to delete the shipment that has the file attached to it.

Attach a File to a Shipment


• Click on the ‘Attach’ paperclip icon at the header or line level of an ASN• In the pop-up window, you can choose to ‘Add’ a file or ‘Update’ an existing file• When the ASN transitions to a ‘Shipped’ state, the file(s) will be sent to the buyer

Check ASN Status


ASNs by Status on My Workspace


Search by ASN or PO Number


Status on Order


Section Summary

We have learned…

• How to create an ASN in SCP

• How to print shipping labels

• How to create a draft shipment

• How to add attachments to a shipment

• How to check the status of a shipment


Advance Ship Notices Training Presentation for Supply Chain Platform: BAE Systems July 2012.

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Transcript of Advance Ship Notices Training Presentation for Supply Chain Platform: BAE Systems July 2012.