Often Struggle with Incoming Shipments? Get Advanced Shipping Notice (ASN)
- ASN gives a buyer visibility before goods even arrive.
- It connects suppliers, systems, and buyers so receiving runs without friction.
- Handled right, ASN turns inbound chaos into predictable, trackable control.
September 01, 2025 | Procurement Software 5 minutes read
Late deliveries. Wrong quantities. Missing items. These aren’t just warehouse hiccups. They cost real money. According to McKinsey, poor inbound visibility can drive up supply chain costs by 6 percent every year. That’s a steep price to pay for not knowing what’s coming.
This is where the Advanced Shipping Notice (ASN) changes the game. It’s more than a shipping update. It’s a digital message from your supplier that tells you exactly what’s on the way, how it’s packed, and when it will arrive — before the truck even leaves the dock.
If you work in procurement, logistics, or supply chain, this kind of visibility makes your life easier. In this blog, we’ll break down what ASN is, how it works, and why it should be part of every modern operation.
Ready to Bring ASN Visibility Into Every Shipment?
Streamline receiving and eliminate delivery surprises with automated shipping notices.
What is an Advanced Shipping Notice (ASN)?
An Advanced Shipping Notice is a digital message sent by a supplier to let the buyer know a shipment is on its way. It includes all the details — what’s being shipped, when it will arrive, how it’s packed, and what to expect during delivery.
It’s not just a courtesy update. Most of the time, it’s sent through a system called EDI 856, which lets the supplier feed shipping info directly into the buyer’s system.
This gives the buyer time to prepare. The buyer can clear storage space, plan staff schedules, or check that the delivery matches what was ordered.
Think of it as a delivery message that arrives before the truck does.
What Information is Included in the ASN?
A proper ASN should remove all guesswork. It gives your team everything they need to receive and verify the shipment without stress.
Here’s what it usually includes:
Information Type | What It Covers |
|---|---|
| Order Information | Purchase order numbers, buyer references, customer codes |
| Delivery Details | Estimated delivery time, location, and special instructions |
| Shipment Details | Shipment ID, carrier name, tracking numbers, freight terms |
| Item Details | Product codes, item descriptions, quantities, and units of measure |
| Packaging Information | Number of cartons or pallets, barcodes, packaging types |
| Product Information | Lot numbers, expiry dates, serial numbers if applicable |
With this kind of visibility, your team knows what’s coming, how it’s packed, and how to process it — even before the truck shows up.
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How Does ASN Help Businesses Manage Supply Chain?
Here’s where ASN proves its worth. It helps your team move from being reactive to staying prepared.
What exactly does it enable?
- Plan ahead. You already know what’s arriving and when. That means you can schedule space and people more efficiently.
- Spot problems early. If the ASN shows a partial shipment, you can respond before it causes bigger issues.
- Automate tasks. Your systems can match ASN data to purchase orders and invoices. That reduces manual work before the shipment even arrives.
- Keep things moving. There’s no delay at receiving. Teams don’t have to figure out things on the fly.
- Build better supplier relationships. When a supplier sends consistent, accurate ASNs, you know they’re dependable. That trust goes a long way.
Instead of reacting when something goes wrong, you’re ready from the start.
What Does the Advance Shipping Notice (ASN) Process Look Like?
Here’s how the typical ASN process plays out:
1. Order Initiation
It starts when the buyer places a purchase order. That kicks off everything else.
2. ASN Creation and Transmission
Once the supplier packs the shipment, they create the ASN. Most use EDI 856 to send it directly to the buyer’s system.
3. ASN Validation
The buyer’s system checks the ASN. Are the order numbers right? Are the item counts correct?
4. ASN Receipt Acknowledgement
After receiving the ASN, the buyer sends an acknowledgement. Most systems handle this automatically.
5. Receiving and Verification
When the goods arrive, the warehouse team matches the ASN to the physical delivery. Scanning barcodes makes this quick and accurate.
6. Shipment Arrival
Since the team already knows what’s coming, they can unload and store it much faster.
7. Receipt Confirmation
Once everything is verified, the system marks the delivery as complete and updates inventory levels.
How ASN Helps Buyers
From a buyer’s perspective, ASN takes the mystery out of delivery. Here’s what it offers:
• Clarity on shipped orders
You know exactly which orders are on the way.
• Detailed breakdowns
You can see item counts and SKUs before anything arrives.
• Early delivery insights
If something’s arriving tomorrow, you’re ready today.
• Full vs. partial visibility
You’ll know whether it’s the full order or just part of it.
• Smoother receiving.
Barcodes and packaging details simplify everything.
• Live tracking
You get the carrier’s name and tracking number. That helps especially with drop-shipped goods.
It reduces confusion, saves time, and keeps things moving without friction.
Benefits of an ASN
Here’s what makes ASNs such a smart addition to your supply chain toolkit:
Increased Visibility
You’re never in the dark. You know what’s coming, when it will arrive, and how to handle it.
Improved Efficiency
Receiving becomes a fast, reliable process. No more delays caused by surprises.
Improved Inventory Management
Your system can adjust stock levels in advance. That makes inventory planning much tighter and more accurate.
Reduced Errors
Manual entry is minimized. Scanning and automation take over, which means fewer mistakes and better reporting.
Supports Claims
If something’s wrong or missing, the ASN serves as proof. That makes resolving claims easier and faster.
ASN Use Cases in Different Industries
Retail
Retailers handle massive volumes of products. ASNs help them plan shelves, support cross-docking, and make seasonal launches less stressful.
Manufacturing
Production lines can’t afford delays. ASNs let manufacturers schedule production around incoming parts with confidence.
E-Commerce
Online retailers rely on speed and accuracy. ASNs support fast fulfilment, lower return rates, and better customer experiences.
Food & Beverage Logistics
In this space, timing is everything. ASNs help manage cold storage, avoid spoilage, and meet strict traceability requirements.
Streamline Operations With ASN
Running a supply chain without visibility is like flying blind. The Advanced Shipping Notice gives you a clear view of what’s coming — before it arrives.
With better planning, fewer surprises, and smoother handoffs, ASN turns a stressful part of logistics into a well-managed process. And when you layer it with automation or AI-powered supply chain operations software, it only gets better.
If you're looking to save time, reduce errors, and improve how your teams work together, ASN is the right place to start.
Frequently Asked Questions
An ASN gives buyers a heads-up before a shipment arrives. It lets them prepare in advance, match the delivery to the purchase order, and speed up the receiving process. No surprises, no scrambling.
Suppliers are the ones who create and send the ASN. It usually goes out once the goods are packed and ready to ship. Most buyers receive it through an EDI platform, but smaller suppliers might send it via email. Either way, most modern systems can handle it automatically.
AI can take over the repetitive stuff. It pulls data from fulfillment systems, creates the ASN automatically, checks it for errors, and matches it to the purchase order. It can even update inventory records. The result? Fewer mistakes, faster processing, and no time wasted on manual tasks.
EDI 856 is the standard format used to send ASNs electronically. It’s structured in a way that your system can read it instantly. That means less manual data entry and faster processing on both ends.
It’s simple, when suppliers consistently send accurate ASNs, buyers learn to count on them. That kind of reliability builds trust over time. Everyone knows what to expect, and that strengthens the relationship.