Advance Shipping Notice (ASN)
This document is mainly for supplier companies. Jakamo customer companies utilize ASN by setting it up and integrating it with ERP, WMS, TMS or other similar internal system.
Find the ASN API description from here.
1. Short introduction to Jakamo ASN
In the logistics context, ASN (Advance Shipping Notice) refers to an electronic document that provides detailed information about an incoming shipment. It serves as a notification sent by the supplier or the carrier to the recipient, typically the customer warehouse, to inform them about the upcoming delivery.
Jakamo ASN contains critical details such as the content of the shipment based on the purchase order, item quantity, packaging information, expected delivery date and time, and any special instructions or requirements. By receiving an ASN, the recipient customer can prepare for the arrival of the shipment.
The benefits of Jakamo ASN for both customers and supplier are improved visibility, streamlined operations, reduced errors, increased efficiency, and stronger relationships.
Watch a short tutorial video about the ASN, where our developer Tuomo explains briefly what ASN is about and how to create an ASN message easily in Jakamo.
2. Jakamo ASN - how to access it?
ASN functionality is available in the Orders application. To have ASN functionality in use, the customer company needs to have the ASN enabled in their Jakamo company account and configured the supplier in their ASN integration settings. After customer have ASN integration in use and have configured supplier in the settings, also supplier will have the ASN in use and Shipments tab available in their Orders application.
You can easily check if ASN is enabled for your company by going to the Jakamo Orders app list view. There should be a tab called SHIPMENTS available if ASN is available for you with your customer.
Example: ASN is activated and shipment tab is available on the top of the list view page
3. Shipments tab
Access the Shipments tab by clicking Shipments on the top of the Orders app list view. Shipments tab consist of three different sections:
- List view
- Templates
- Create shipment
Shipping notice list view will show all the sent and received shipments. If you are operating as a supplier, you will most propably have ASNs in the "Sent shipments" tab. If you are a customer, most propably you have ASNs listed on "Received shipments" tab. Use Shipment No. search to find spesific ASN from the list view.
Templates can be used to standardize the shipment units and the their measurements. Templates are dedicated for customer company to pre-define shipping units, for example pallets or boxes with spesific sizes. Suppliers can then build shipments faster and easier by using these pre-made shipping units. See all the templates in use by selecting TEMPLATES on the top of the list view page.
4. Creating new shipment
Start creating a new shipment by selecting CREATE SHIPMENT. Start the shipment creation by filling the basic information such as Shipment No. and selecting your customer from your partner list to whom you are about the deliver the shipment. Depending on who is booking the transportation, customer or supplier, fill in necessary dispatch contact and dispatch location details.
All the fields explained shortly which can be filled in Insert shipment number and select buyer phase:
- Shipment No.: Fill here the shipment number. It can be waybill number, bill of lading number, tracking number or other number that identifies the shipment.
- Company: Who are you sending the goods to? This is the same company that you have received the order or orders you are about to deliver now.
- Draft: If needed, shipment can be left as a draft and continue later.
- Dispact contact: Fill here the dispatch contact details. Fill this information for example if you are not booking the transportation.
- Dispatch location: From where the goods will be dispatched from? Fill this information for example if you are not booking the transporation.
- Save as default: If you are always sending goods from the same location, it might be a good idea to save these dispatch info fields as a default values for future use.
4.1 Search and select deliveries
Select deliveries (delivery batches) you are about to deliver with this shipment. Find desired deliveries by searching with PO number, delivery batch number, item name or item number. User may also filter the search by order status (confirmed or not confirmed) or by the shipment status (all, sent, unsent, received).
In this example, we are searching for POs, delivery batches, item names or item numbers with number 93 in it. Please note that you may have items from multiple POs in a single shipment.
Select desired delivery batches by selecting the tickbox of the delivery. You may search multiple different deliveries from different orders, and your selections will remain.
4.2 Build shipment
Build your shipment by selecting which kind of shipping units your shipment is consisting. Select which items is located in which shipping units. There can be one or multiple shipping units, and shipping units can be similar with each other or different from each other. Shipping units may placed inside each other (parent-child structure).
Add all the shipping units you need by selecting Shipping units +. If there is shipping unit template available, you may select from pre-made units or create totally new unit. Identifier of the shipping unit is dedicated to identify the unit. You may use your own identifiers or your customer may provided the identifiers (e.g. barcodes) for you. Add necessary measurements of the unit, afterwards it is possible to add and edit the measurements of the unit by using the pen icon.
If serial numbers or manufacturing batch numbers is needed for the item, they can be added before packing the goods by selecting the ^ from the unpacked items list.
Place items to the shipping units. You may add certain amount of items to the shipping unit by using packing functionality. Clicking PACK to move goods to selected shipping unit. You may pack the entire quantity of ordered items, or define to deliver only partially.
In this example, there is one shipping unit GMA-Pallet (50) and all the shipped items are about to be placed inside that one shipping unit. Lenght, width and height is set to the unit already. User has selected to deliver total quantity 70/70 pcs. User has not packed the items to the shipping unit yet.
4.3 Delivery information
As a default, delivery information for the shipment is retrieved from the order or orders.
If delivery information has been changed, it is possible to add different delivery information by unselecting the tickbox. After that, user may fill in the new delivery address, delivery method and delivery terms.
4.4 Review shipment and save
Review your shipment before saving it. Use BACK functionality if there is something to be correct. Save the shipment by hitting SAVE. By saving the shipment, you are publishing the ASN and it will have the status Open.
Please note that by hitting SAVE you are publishing the ASN information with your customer via Jakamo. This means that all the saved ASNs will be available for the company you are delivering the shipment eventhough you have not yet dispatched the shipment. These ASNs are available in the shipping notice list view. To actually inform when the shipment is dispathed, user has to use DISPATCHED button.
4.5 Dispatching the shipment
Inform your customer when the shipment is dispatched by selecting DISPATCH on the saved shipment. This will update the ASN status to Dispatced and customer will receive the electronical ASN message to their integrated system. Supplier may also edit saved shipment, or request transportation if transportation booking integration is available.
- Edit: You may edit shipment after saved it and before it is dispatched.
- Dispatch: This will mark the shipment as dispatched. This also blocks the possibility to edit the shipment.
- Request Transportation: If customer has integrated ASN with their transport booking system, this will automatically send information to book the transportation for that shipment.
Didn't you find what you were looking for? Send an email to Jakamo support (support@thejakamo.com) and we will help you.