Advance Shipping Notices (ASN)

UNITED DRUG support a function known as Advance Shipping Notices (ASN) where they will provide an electronic listing of all items that will be provided nightly for orders sent to them via PIMS (broadband). The ASN file will allow for a user to automatically check in all of the products and quantities that arrive in the order without the need to count or scan the items. UNITED DRUG guarantee a 99% accuracy on these files.

If your UNITED DRUG supplier has ASN functionality enabled, then instead of booking in your stock through Waiting to Check-In, you will need to go to the ASN page in the Orders module. To enable this function, you will need to go to Config -> Suppliers select UD and select the option “This supplier sends Advanced Shipping Notices”.

Note: In a group situation this setting needs to be turned on for each store

N.B. If the supplier is set up to receive ASNs then you will no longer be able to check in these orders from Orders > Waiting To Check In. Instead you need to go to Orders > ASNs instead. All outstanding ASNs are displayed on screen:

An ASN can contain responses for multiple orders and similarly an order can be split across multiple ASNs - it all depends on how UD creates their invoices. As you can see above the ASN 12599 contains responses for two orders. If we view this ASN we can see the line level detail:

On this screen we show the order number and each product that is covered by this ASN. You do not have the option to change the delivered quantities and it is assumed the ASN is correct - if you find that this is not the case you must contact United Drug. Pressing “Confirm Delivery” will check in each item and update the stock quantities.