As a buyer, to get your goods on time, you need to plan well. Once the plan is made, the purchasing department orders the goods, keeping an eye on the budget, delivery date, and destination. The shipment is tracked carefully to make sure everything goes smoothly. When the goods arrive, you check if they match the order. If everything is correct, the goods are recorded in the ERP system. The financial system then matches these recorded goods with the purchase order and marks any invoices as ready to be paid.
As a seller, when you make a sale and receive a purchase order from your customer, the goods need to be delivered, and you can track them to make sure they arrive safely.
A "shipping notice," also known as an "Advance Shipping Notice" (ASN), is an important message from the supplier to the buyer. It provides details about a shipment that is on its way, usually immediately when the goods are shipped, so the buyer can get ready.
Key parts of a shipping notice include:
Shipping Details: Information like the expected delivery date, the carrier, the shipping method, and the estimated time of arrival.
Product Information: A list of the products being shipped, including codes, descriptions, quantities, and sizes.
Packaging Details: Information on how the products are packed, like the number of boxes or pallets.
Unique Identifiers: Serial numbers or barcodes to ensure everything is tracked and received accurately.
Order References: The purchase order number or contract number are usually included to make matching the shipment easy.
Delivery and Handling Instructions: Specific instructions for delivery, such as storage conditions or handling of hazardous materials.
Transportation and Tracking Information: Details about the route, tracking numbers, and any relevant shipping documents to help monitor the shipment.
Using an ASN is helpful for both the supplier and the buyer because it reduces the chances of mistakes and helps manage inventory better.