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Guide to Creating Advance Shipment Notifications (ASN) for Serialized Products

Learn how to generate Advance Shipment Notifications (ASNs) for serialized products by following the detailed steps provided in this guide. ASNs are essential for items requiring asset tracking, and this guide outlines the process of creating ship notices, updating shipping details, handling line item information, and submitting ASNs correctly. Additionally, instructions for canceling ASNs in various scenarios are included. Make use of this comprehensive guide to streamline your ASN creation process and ensure smooth collaboration with buyers.

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Guide to Creating Advance Shipment Notifications (ASN) for Serialized Products

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  1. Supplier Information on Advance Shipment Notification (ASN)

  2. Purpose of this help guide: 1)Create a Ship Notice once the items have shipped. 2)Multiple Ship Notices per PO can be sent 3)ASNs are mandatory for All serialized products that require Asset tracking Steps: 1. Click Create Ship Notice on the PO document 2. Check the Ship From and Deliver To information. 3. Update if required by clicking on Update Address. 4. Any field with an asterisk is required to be completed. 5. Click OK.

  3. Ship Notice Header Fill out the requested information on the form. The Packing Slip ID is any number you use to identify the Ship Notice. (Fields marked (*) are mandatory fields) • Packing Slip ID (tracking number) • Shipping Date • Delivery Date • Choose Carrier Name and then Tracking and Shipping Method will appear. • Delivery Terms and other transportation details can be included on all Ship Notices to support a broader range of shipping information collaboration. • Add attachments if Any

  4. Line Item Details 1. Scroll down to view Order item information and update the quantity shipped for each line item. Update Ship Qty to reflect quantity being shipped. For Serialized Commodity codes, Click on Add details (far right on screen) and Fill the Serial numbers for all the items ( Note: If Q=5, then there should be 5 Serial Nos) Click Next to proceed to review your Ship Notice. After reviewing your Ship Notice, click Submit to send Ship Notice to your buyer. After submitting your Ship Notice, the Order Status will be updated to Shipped. Submitted Ship Notices can be viewed from the Fulfilment tab or by clicking the link under the Related Documents from the PO View. Click Done 2. 3. 4. 5. 6. 7. 8.

  5. Invoice Submission • The Invoice create button will become highlighted AFTER the Shipment Notice has been successfully sent to Kyndryl • The Invoice creation instruction is standard SAP function and can be found on the Supplier Information Portal. The link to the SIP is located at the end of this guide.

  6. ASN Cancellation Scenario The Supplier needs to cancel the ASN and resubmit it for the following scenario 1. When Supplier omits to enter Serial Number for Serialized Commodity codes 2. When ASN got stuck due to connectivity issue in S4 3. When the Supplier submits Invoice first instead of the ASN (ASN should be submitted first prior to sending Invoice for Asset POs) 4. For Any miscellaneous errors made during submission.

  7. Steps to Cancel ASN 1. Click on Ship Notice on the PO

  8. 2. Click on Cancel

  9. • Check the PO Status defaulted to “New” from “Shipped” and the cancelled ASN document available

  10. SAP Ariba Education material location https://support.ariba.com/item/view/204041

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