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create advance shipment notices (asn)

 
  • to create advance shipment notices:
    • Click the Shipments tab, and then click Shipment Notices in the task bar directly below the tabs.
    • On the Shipment Notices page, click Create Advance Shipment Notices.
    • Click on "Create Advance Shipment Notices".
    • On the Create Advance Shipment Notice page, enter the appropriate shipment line defaults.
      You can enter the line details once for all shipment lines if the details are common to all lines.
      To copy all default shipment lines, click Default to All Lines.
      To split a shipment line, click the split icon in the Shipments in Advance Shipment Notice section, and enter Shipping Quantity for the original and new lines.
      To remove a shipment, click the remove icon in the Shipments in Advance Shipment Notice section.page. Refer Setting up Preferences section below
    • If you would like to enter Licence Plate Number (LPN), Lot , or Serial Information, click the LPN/LOT/serial icon.

      Note: You will be able to enter lot and serial information for shipment lines only when the item has been defined as a lot or serial controlled item. You will only be able to enter lot information if the item is lot controlled, serial information if the item is serial controlled, and both lot and serial information if your item is lot and serial controlled.

    • Click Shipment Headers. Enter the required ASN or ASBN information. You can also enter other information. The information you enter at the header level is transferred to the line level. (However, changes you make at the line level override information at the header level).
    • To preview the ASN, click Preview.
    • Review the ASN and click Submit.
    • The processing status of the ASN will be shown as "Pending" since it is waiting for action from buyer end.

      This status will automatically change to Processed or Partially Processed, depending upon whether IL information has been updated. Processed when ASN with IL information is submitted, Partially process when ASN is submitted and IL information is still not updated. This kind of ASN is not visible in system till you update the IL information.

      Please note that ASN cannot be edited hence be very careful while entering the Qty & other details.


  • to update IL information:
    • Go to View/ Cancel Advance Shipment Notices.
    • On this screen you will be able to view all the ASNs. Select the ASN for which you want to update IL information.
    • Update the Excise Invoice Number and Excise Invoice Date.
    • Click on Apply Changes and Complete.
    • After you enter the IL details the status of your ASN will change to Processed.  

    uploading advance shipment notices (asn)

    If you have a large volume of ASNs, you may create an excel spreadsheet containing shipment details and upload it into your buying company's system. Using the spreadsheet template in Supplier Portal, you can create shipment notices offline, and then upload the file. 

    To upload multiple ASNs:

    • Click the Shipments tab, and then click Shipment Notices in the task bar directly below the tabs.
    • On the Select a Task page, click Upload Advance Shipment and Billing Notices.
    • On the Upload Advance Shipment and Billing Notices page, click Download Template for instructions on uploading an ASN or ASBN.
    • On the Download Templates page, choose the file you want to download and click Download.
      You must choose from the following files to download:
        ASN Template and Instructions - Contains instructions for uploading ASNs, a sample ASN spreadsheet file, and the template to use when entering ASN information offline.
        Valid List of UOM, freight terms, etc.- A list of values including country of origin, UOM, freight, carriers, payments terms, etc. is provided. You should use these values when creating your ASN file.
        Zip, All Files - Contains instructions for uploading ASNs, ASBNs, samples of ASN and ASBN spreadsheet files, templates to use while entering ASN and ASBN information offline, and lists of values.
    • Click "Save" to save the templates on your computer.
    • Open the saved zip file with the option "Open with WinZip" and extract to the same folder.
    • The file "Asn_template" is the template formatted to upload the multiple ASNs to the system. Open the file with Microsoft Excel.
    • Delete the rows "Lot Section, Serial Section and LPN section".
    • The columns which have been started with asterisk symbol are the mandatory fields to be filled. The rest are non-mandatory fields. Insert the rows and enter the details. Follow the same format if you want to enter more than one ASN.
    • The format of date should be dd-mmm-yyyy hh:mm:ss. To format the cells right click on the cell and choose format cells. Click on custom option and type the format dd-mmm-yyyy hh:mm:ss. The system will not accept any other format while uploading the file "asn_template".
    • While closing the file "asn_template", click "Yes" to save your changes.
    • In iSupplier portal , go to Upload Shipment Notices and click on Browse.
    • Choose the file "asn_template" where the zip files have been extracted. Then click Open.
    • Click the option "Start Load Now". The message will display on the screen like "Your upload request has been accepted Request number is ...."
    • The uploaded ASNs can be found in the "View/Cancel Shipment Notices". Update the IL information.
    • Enter Excise Invoice no. and date. Click the option "Apply Changes" & "Complete".

  • viewing delivery schedules
  • You can use the Delivery Schedules Results page to quickly determine deliveries that need to be scheduled and deliveries that are past due. Click the purchase order number, receipt quantity, and ship-to location links to view further detail.

  • viewing overdue receipts
  • The Overdue Receipts Results page enables you to view the details of past due purchase order shipments. Click the PO number, Ship-To Location, and Buyer to view further detail.

  • receiving information
  • The Overdue Receipts Results page enables you to view the details of past due purchase order shipments. Click the PO number, Ship-To Location, and Buyer to view further detail.

  • viewing overdue receipts
  • The Overdue Receipts Results page enables you to view the details of past due purchase order shipments. Click the PO number, Ship-To Location, and Buyer to view further detail.

  • receiving information
  • Receiving information enables you to view your receipts, returns, and delivery performance. The receiving information section includes:
    Viewing Receipts
    The Receipts Transactions page enables you to explore a historical view of all receipts that have been recorded for your shipped goods. Click Receipt Number and PO Number to view further detail.

    Viewing Returns
    The Returns Summary page enables you to view the return history, the causes for goods returned by the buying company, and inspection results of a shipment. The search summary results include basic information along with details about the return, such as quantities and a reason for return. Click Receipt Number and PO Number to view further detail.

    Viewing On-Time Delivery Performance
    The On-Time Performance page provides the delivery status of shipments you made against purchase orders. You can view your performance for timeliness of deliveries. Click the PO Number and Receipt Number to view further details.

    frequently asked questions (faqs) related to asn:

    1. What are the various status messages possible for an ASN and what do they indicate?
    • If ASN status is showing "Error"- This will appear when you have entered a value in "Quantity Shipped" which is more than the quantity that you can actually ship. Such ASNs will not appear while creating GRN. It is advisable to track internally how many ASNs have been created against a particular PO. Cancel the respective ASN and reenter the same with correct quantity through iSupplier Portal
    • If ASN status is showing " Partially Processed "- This message appears when you have not updated IL information. Click View/Update IL Tax and update the required data
    • If ASN status is showing " Cancelled "- This means that the ASN has been cancelled by the supplier due to an error in the ASN.
    • If ASN status is showing " Processed "- This message indicates that the ASN has been properly processed and no further action is required.
    2.   While creating ASN if the quantity shown is less than the quantity available against the
          PO then what could be the problem?

    The system will show the balance quantity available, against the PO , while generating ASN. If the quantity shown is less while creation of ASN then there could be two possibilities:

    • GRN has already been made by warehouse without creation of ASN
    • You have already created ASN through iSupplier Portal. To avoid such cases it is advisable that you track this internally.
    3.   Under what circumstances can the ASN be cancelled?
    • If GRN has not been made for the respective ASN, then you can cancel the ASN through iSupplier Portal.
    • In case the quantity entered in the ASN was wrong and GRN has been made by warehouse then we need to follow the process of "Return to Supplier". The ASN will have to be edited/ cancelled by bharti airtel. In such cases please contact us.
    4.   If particular line item is not showing while creating ASN?
    • ASN has already been made for all the quantities for that respective line item.
    • GRN has been made already for some quantities without creating the ASN. In this case please discuss with concerned person from the respective circle.
    5. If the quantity shipped physically is not matching with ASN created through iSupplier portal?
      Cancel that ASN and re-enter the same ASN again with a dot "." symbol at the end of the ASN. Please note that the ASN can be cancelled only if GRN has not been created against it. Once the GRN has been created, you will need to contact us for making the changes. Eg. ASN001 can be re-entered as ASN001.

      Click here to View the Demo tour.