ASN (Advance Shipment Notice)
An Advance Shipment Notice is a document or communication from the supplier confirming what's been shipped, how it's being shipped, and when you should expect it. It's the supplier telling you "it's on the way."
Part of the Procurement Glossary
How it works in practice
After manufacturing is complete, the supplier ships the goods and sends you an ASN — usually by email, sometimes through EDI or a supplier portal. The ASN typically includes the PO number, quantities shipped, carrier, tracking number, and expected arrival date.
For production buyers, the ASN is a key signal: the loop transitions from "fulfillment" to "shipped." You now have a tracking number and a window for when to expect receipt. If the ASN doesn't arrive, you're left guessing whether the supplier actually shipped.
Not all suppliers send formal ASNs. Some just email "shipped today, tracking # XYZ." Others send a detailed packing list. Either way, the information you need is the same: what shipped, when, and how to track it.
Why it matters
The ASN is how you know to expect a delivery. Without it, parts show up unannounced — or don't show up at all and you don't know why. With it, you can prepare receiving, update production planning, and start a receipt window.
ASNs also catch discrepancies early. If the supplier shipped 80 units against a PO for 100, the ASN tells you before the delivery arrives — giving you time to follow up on the remaining 20.
Tips
Set a receipt window
When you get an ASN, estimate when the delivery should arrive based on the shipping method. If it doesn't arrive within that window, follow up immediately.
Check quantities against the PO
Compare the shipped quantities in the ASN against what you ordered. Partial shipments need to be tracked separately.
How PO-Relay helps
PO-Relay's email intelligence detects shipment notifications from suppliers automatically — whether it's a formal ASN document or just an email saying "shipped today." The loop advances to "shipped," tracking information is captured, and a 7-day receipt window begins.
If the parts aren't received in your ERP within 7 days of the shipment notice, PO-Relay flags the loop and drafts a follow-up. You don't need to remember to check.