Creating and Updating an ASN

An ASN is raised and updated from Live ASN, where you enter shipment details like Gross Weight and Tare Weight, upload COC, TC, and TDS attachments, and confirm the product line items being shipped before the vehicle heads to gate entry.

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Complete step-by-step process:

1. Go to ASN & Reports → Live ASN and open the relevant ASN record (e.g., ASN 1014, status "Created," "Gate Entry Pending").
2. Fill in Gross Weight(kg) — the total shipment weight including packaging/vehicle load — and Tare Weight(kg) — the weight of the empty vehicle or packaging alone.
3. Upload Bundles Details if the shipment is organized into bundles.
4. Upload the three key compliance attachments:
   • COC Attachment — Certificate of Conformance
   • TC Attachment — Test Certificate
   • TDS Attachment — Technical Data Sheet
5. Review the auto-generated QR Code field — this encodes both the ASN Number and PO Number together, ready for scanning at the gate.
6. Scroll to the Products table and verify each line item's Line Item Number, Material Details, Quantity, Plant, and UOM match what's physically being shipped.
7. Use the Search line items... and Sort by Qty tools if the ASN contains many products.
8. Submit the ASN once complete — its status progresses from Created toward Gate Entry Pending, meaning it's now ready for the vehicle to arrive and go through Gate Entry.

Why the QR code matters operationally: Gate security scans this QR code the moment a vehicle arrives, instantly pulling up the correct ASN and its linked PO — eliminating manual data entry errors, reducing gate wait times, and ensuring the vehicle at your gate genuinely matches an expected, approved shipment.

A real example of an ASN's Products table: ASN 1014 lists three items — Line 10 (Material 100000120, Qty 1, Plant GCO1), Line 20 (Material 300000064, Qty 1, Plant GCO1), and Line 30 (Material 300000082, Qty 1, Plant GCO1) — each showing UOM as "NO_DATA" until finalized, illustrating that some fields may remain incomplete until the vendor confirms final shipment specifics.

Common issues to avoid:

• Mismatched Gross Weight vs. Tare Weight entries that don't logically make sense (Gross should always exceed Tare).
• Missing COC/TC/TDS attachments for materials that require compliance documentation — this can cause rejection later at Gate Entry or Store Certification.
• Quantity entered in the ASN not matching the original PO quantity without a documented reason — this creates reconciliation problems downstream.

Frequently Asked Questions

What's the difference between Gross Weight and Tare Weight? 

Gross Weight is the total weight of the loaded vehicle/shipment, while Tare Weight is the weight of the empty vehicle or packaging alone — the difference gives you the actual net material weight.

Is the QR Code generated automatically, or do I need to create it manually? 

It's auto-generated by the system based on the ASN Number and PO Number once those are populated — no manual creation needed.

Can an ASN be created without all three attachments (COC, TC, TDS)? 

This depends on whether the specific material category requires those certifications — check with your quality/compliance team, as skipping required documents can cause downstream rejection.

What happens after I submit the ASN? 

Its status moves toward "Gate Entry Pending," meaning the shipment is now expected and will be checked against this ASN record when the vehicle arrives at the gate.

Can I edit an ASN after the vehicle has already left the vendor's location? 

Minor corrections may be possible before gate entry begins, but major changes (like quantity) after dispatch should be handled carefully and documented, since they can cause mismatches at the gate.

What does "Rejected ASN" mean, and how is it different from a normal ASN? 

Rejected ASN is a separate list showing ASNs that were declined — typically due to incorrect details, missing documentation, or mismatches — allowing the team to review and correct before resubmission.

Why might a Products table field show "NO_DATA" instead of a value like UOM? 

This typically indicates the field hasn't been finalized yet by the vendor or system at the time of viewing — it should be completed before the ASN can properly proceed to Gate Entry.