Despatch advice

Owned by Vesa Koskinen
Last updated: Apr 28, 2023 by ext-Andrea.Jelek (Unlicensed)
3 min read

Despatch advice (DESADV) or also known as advance shipping note (ASN) enables the supplier to send information about the content of a shipment and enables a buyer to reconcile, or confirm, the physical shipment against the order. 

Despatch advices can be only created from Standard orders that are in confirmed, partially confirmed or invoiced status.

 

Accessing despatch advices 

  1. Click Orders and select Despatch advices

  2. Overview page opens, containing all past despatch advices and draft documents

  3. You can search by several values, such as order number or despatch advice number (Reference number field)

  4. For the document you want to edit or view, click Open.

  5. You can edit the despatch advice values. This allows you to send a new despatch advice document to your customer.

  6. Click Save and then Save & send. The despatch advise is sent to the customer. You can also save the document as a draft before sending.

 

Creating despatch advices

Despatch advices can be only created from one order message. It is not possible to create despatch advices without having the order data in BNP.

  1. Click Orders, and select Overview. The Order Overview page opens.   

  2. For the order you want to create a despatch advice click Open. The Order page opens. Before you can create a despatch advice, make sure that the order is in confirmed, partially confirmed or invoiced status. 

  3. Scroll end of the screen, and click Create despatch advice. Despatch advice page opens.  

  4. Despatch advice has its own document number called Reference number. This is automatically created and can not be edited. 

  5. Order number, supplier and customer details and addresses are automatically copied from the order header. Order line items are also copied and the confirmed quantities. The remaining non-confirmed quantity is shown in the outstanding quantity field. 

  6. Add following values:

    1. Shipping date: the date of shipping the goods. (mandatory field)

    2. Carrier name: the name of the logistics provider delivering the goods.

    3. Tracking number: logistic provider’s shipping identifier to track the delivery online.

    4. Consignment note number: transport document number.

    5. Outstanding reason: in case you are shipping a partial order, you can add a line item specific reason for the outstanding quantity.

  7. Click Save and then Save & send. The despatch advise is sent to the customer. You can also save the document as a draft before sending.