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Key takeaways
- An advance shipping notice, or ASN, is an electronic or written message from a supplier telling the buyer what has been shipped, when and how.
- It is sent when the goods leave, before they arrive, and is often exchanged as an EDI 856 message.
- Receiving teams use it to plan the dock and to match the delivery to the purchase order.
- It must agree with the packing slip and the physical load, or receiving errors follow.
Free PDF and Excel: ASN data checklist and error log. Get it below
What an ASN is
An advance shipping notice is a message from a supplier to a buyer, sent when a shipment leaves, that lists the order, the contents, the packaging and the expected arrival.
It is not an invoice and it is not a transport document. It is a heads-up in a structured form. Large retailers and manufacturers often require it, and they may fine suppliers whose ASNs are missing or wrong. The common electronic format in North America is the EDI 856. In other markets the same data may travel as a PDF, an XML message or a portal upload.
A supplier ships 12 pallets against two purchase orders. It sends an ASN with the carrier, tracking number, the pallet identifiers and the items on each pallet.
The buyer's receiving system reads the ASN, books a dock door, and when the truck arrives scans the pallet labels. Anything that is not on the ASN is flagged at once.
| Field | What goes in it | Why it matters |
|---|---|---|
| Shipment identifier | The supplier's shipment number. | Ties the ASN to the load. |
| Purchase order reference | The buyer's PO number and line. | Matches to the order. |
| Ship date and expected arrival | When it left and when it should arrive. | Dock planning. |
| Carrier and tracking | Name, mode and tracking number. | Visibility. |
| Ship from and ship to | Addresses. | Routing. |
| Packaging structure | Pallets, cartons and their identifiers. | Scanning on receipt. |
| Item details | Item number, quantity and unit of measure. | Quantity checks. |
| Lot or serial numbers | Where traceability is required. | Recalls and quality. |
ASN, packing slip and bill of lading
| Document | Sent | Purpose |
|---|---|---|
| ASN | Before arrival | Tells the receiver what is coming |
| Packing slip | With the goods | Lists what is in the box |
| Bill of lading | With the carrier | Carrier receipt and contract of carriage |
| Delivery note | On delivery | Signed proof of handover |
Free PDF and Excel
ASN data checklist and error log
A list of fields to include in an advance shipping notice and a log of ASN errors by supplier.
- Field checklist
- Document comparison
- Error log
- Excel ASN tracker
Where ASNs go wrong
- Sent late, after the truck arrives.
- Pallet identifiers on the ASN do not match the labels.
- Quantities differ from what was loaded.
- PO line numbers are missing.
- Items substituted without telling the buyer.
- Data comes from the same system that prints the labels.
- ASN is sent when the truck leaves.
- PO and line references are included.
- Pallet and carton identifiers match the labels.
- Errors from the buyer are reviewed weekly.
Last checked: 19 October 2026. General practice. Each buyer publishes its own ASN specification. Follow it.
Frequently asked questions
What is an advance shipping notice?
A message from a supplier to a buyer, sent when a shipment leaves, listing the order, contents and expected arrival.
What is an EDI 856?
The standard electronic format for an ASN in the ANSI X12 system used mainly in North America.
Is an ASN the same as a packing slip?
No. The ASN is sent ahead. The packing slip travels with the goods.
Who needs an ASN?
Buyers with receiving systems that plan docks and match deliveries to orders, often large retailers and manufacturers.
What happens if an ASN is wrong?
The buyer may delay receiving, charge a fee or reject the shipment, depending on its supplier rules.