# Upload ASN Receipt

Once the goods are received, they need to check and verify against the purchase order. This is the process of closing an ASN (Advanced Shipping Notice).

Also, when an ASN is received in the system, with the help of the Upload ASN Receipts module, we can batch upload and specify the store or location for the received quantity. 

### Uploading ASN Receipts

You can upload the ASN Receipts by following the steps mentioned below:

* Download the latest CSV template from the “**Batch Upload ASN Receipts**” module.
* Copy ASN information into the CSV template.
* Upload the CSV template into Xoro.

### Downloading the template

* Go to **Batch Upload ASN Receipts** using the Search Menu.
* Click on the “**Download Template**“.

  <figure><img src="/files/KKbyvHOLT35wvBkdlQ8Q" alt=""><figcaption></figcaption></figure>

### Copying the information into the template

Once you’ve downloaded the template file, you can copy in 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 of the 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.

{% hint style="info" %}
*If you’re importing more than 5,000 records, we recommend you split up the file.*
{% endhint %}

#### Upload ASN Receipt File Fields

<table><thead><tr><th width="212">Column Name</th><th width="112.33333333333331">Data Type</th><th>Description</th></tr></thead><tbody><tr><td>StoreName</td><td>Text</td><td>Enter your store name here exactly as it is in Xoro. The goods will eventually be received into this inventory set.</td></tr><tr><td>AsnNumber</td><td>Text</td><td>Enter the ASN’s number.</td></tr><tr><td>PONumber</td><td>Text</td><td>Enter the PO number.</td></tr><tr><td>Credit Memo Number</td><td>Text</td><td>Enter the Credit Memo Numbers. This is required in case to receive ASN generated from an RMA, or Credit Memo, or an Invoice Credit Memo.</td></tr><tr><td>ItemNumber</td><td>Text</td><td>The Item SKU line for this PO. This SKU must match exactly to the item number in Xoro.</td></tr><tr><td>Item Identifier Code</td><td>Numeric</td><td>Enter the item identifier code here<strong>.</strong> 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.<br>- 0 will represent Not Applicable<br>- 1 will represent Item Number<br>- 2 will represent Item UPC<br>- 3 will represent Item Barcode.<br>- 4 will represent Alternate item number 1<br>- 5 will represent Alternate item number 2<br>- 6 will represent Alternate item number 3<br>- 8 will represent Item Vendor Mapping</td></tr><tr><td>Qty</td><td>Numeric</td><td>Enter the quantity of the item line.</td></tr><tr><td>LocationName</td><td>Text</td><td>Enter the location name.</td></tr><tr><td>LotNumber</td><td>Text</td><td>Enter the lot number of the item.</td></tr><tr><td>BatchNumber</td><td>Text</td><td>Enter the batch number of the item.</td></tr><tr><td>MfgDate</td><td>Date</td><td>Enter the manufacturing date of the item.</td></tr><tr><td>ExpDate</td><td>Date</td><td>Enter the expiration date of the item.</td></tr><tr><td>AutoConvertToBill</td><td>Text</td><td>Enter "Y" to enable this flag. If this flag is enabled, the system will directly create a bill instead of an item receipt.</td></tr><tr><td>VendorBillNumber</td><td>Text</td><td>Enter the vendor bill number linked to the vendor.</td></tr><tr><td>AllowPartialCloseAsn</td><td>Text</td><td>Set the value to "Y" for specific lines to allow partial closure of the ASN for those lines. When the user select the "Receive and Close ASN" option, the ASN will be partially closed for the lines with "Y" in this column. The status of the ASN will be updated to "Partially Closed".<br>Please note that this column is visible only when the app configuration "<strong>Close Selected ASN line(s)"</strong> is enabled.</td></tr><tr><td>ImportError</td><td>Text</td><td>If there are any errors from an upload, they will be listed in this column.</td></tr></tbody></table>

### 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:

* The **Default values** for required columns can be configured before the upload.

  <figure><img src="/files/75kiIQexuHl3lVj5z6vy" alt=""><figcaption></figcaption></figure>
* Please check the defaults from the Upload Items module before uploading items
* If the data in the template is blank or incorrect, then the uploader will fall back and use these specified default values.
* Click **Browse** to select the saved CSV template file.

  <figure><img src="/files/gPDGRWh6OAOdAJ5JYpcN" alt=""><figcaption></figcaption></figure>
* After the file has been selected, click **Upload** to start importing and then select one option from the pop-up
  * **Receive ASN:** Select this option if you want to only bulk receive ASNs and then click OK.
  * **Receive and close ASN:**  Select this option if you want to bulk receive and close ASN and then click on OK.

    <figure><img src="/files/N5omR496mDVxfl00fA2G" alt=""><figcaption></figcaption></figure>
* 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 the 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.


---

# Agent Instructions: Querying This Documentation

If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question.

Perform an HTTP GET request on the current page URL with the `ask` query parameter:

```
GET https://docs.xorosoft.com/xoroerp-1/utilities/data-imports/upload-asn-receipt.md?ask=<question>
```

The question should be specific, self-contained, and written in natural language.
The response will contain a direct answer to the question and relevant excerpts and sources from the documentation.

Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.