Upload ASN

An Advanced Shipping Notice (ASN) is a document that shows the details of pending delivery. Once you close an ASN, it will automatically generate an Item Receipt from the Purchase Order(s).

You have the option to generate a single ASN by inputting one or more PO lines or to upload multiple ASNs simultaneously into the system.

The “Batch Upload ASN Create” module helps you manually upload the ASNs in the system by following the steps below:

• Download the latest CSV template from the “Upload ASN’s” module.

• Copy ASN’s information into the CSV template.

• Upload the CSV template to Xoro.

Downloading the CSV template

• Go to the "Upload ASN Create" module using the search menu.

• Click on the “Download Template“.

  

Copying the information into the template

Once you’ve downloaded the template file, you can copy your data using any spreadsheet software. There are columns that you must complete and others that are optional. Mandatory fields are marked with a double asterisk (**) prefix.

• The file must be a CSV (Comma-separated values) file. The name of your file must end with CSV.

• Make sure you don’t change any column headings from row 1 in the template as these are needed for the file to import correctly.

• All date fields will accept the MM-DD-YYYY format.

• Be mindful of any leading zeros in your data, some spreadsheet software will trim them automatically without notifying you. This can be resolved by ensuring your columns have correct formatting.

• Sometimes long numbers (UPC, etc.) are formatted as scientific notation. Be sure to change the formatting on this data to display these long numbers correctly.

If you’re importing more than 5,000 records, we recommend you split the file.

Upload ASN Template Fields

Column Name	Data Type	Description
**ThirdPartyRefNo	Text	Enter the Third Party Reference Number of the Order.
ThirdPartySource	Text	Enter the third party source of the purchase order.
ThirdPartyIconUrl	Text	Enter the third party URL here.
ThirdPartyDisplayName	Text	Enter the name to be displayed for the third party.
**PONumber	Text	Enter the purchase order linked with the ASN.
**ItemNumber	Text	Enter the Item SKU line for the purchase order of this ASN. This must match exactly with the item number in Xoro.
**QtyTo Receive	Numeric	Enter the quantity of the item line.
RefNumber	Numeric	Enter the reference number associated with the item.
ItemIdentifierCode	Text	Enter the item identifier code here. Item identifier code column specifies, how item number field value of the file will be used to match the item in the system. Below are the valid identifier codes to be used in upload asn. 0 will represent Not Applicable 1 will represent Item Number 2 will represent Item UPC. 3 will represent Item Barcode. 4 will represent Alternate item number 1. 5 will represent Alternate item number 2. 6 will represent Alternate item number 3. 8 will represent Item Vendor Mapping.
ItemReceiptDate	Date	Enter the item receipt date for the purchase order.
AutoClosePOFlag	Text	Enter "Y" to enable this flag. If this is enabled, the purchase order will be automatically closed when the order is received.
AutoClosePOLine	Text	Enter "Y" here if you want the item line to be closed once the order is received.
ImportError	Text	If there are any errors from an upload, they will be listed in this column.
CustomFields	Text	The custom fields allow you to enter data in the custom fields defined for the ASN, allowing you to capture and store additional information relevant to the ASN.

Uploading the template

Once you have filled out the CSV file with your data, you can follow the steps below to upload it into Xoro:

• Click Browse to select the saved CSV template file.

  
• After the file has been selected, click Upload to start importing.

  
• While the import is in progress, the summary of the progress will be displayed at the bottom of the screen with the progress bar.

• After the import has been completed, the result will be displayed with a message for success or error (if any).

• ASNs will only get uploaded into the system if there are no errors in the file.

• If there are errors in the file, you can download the error file, fix the errors in the original file, and upload it back into Xoro.