# Creating ASNs An ASN serves as an early notification to the recipient about an incoming shipment. You can create an ASN by adding single or multiple PO line(s) and use it to put away the inventory in your warehouse. Once the ASN is received and closed, it will automatically generate an Item Receipt from the Purchase Order(s). Creating an ASN involves various statuses that let you know the status of the shipment. Each status indicates a specific stage in the ASN's progress and helps users track the shipment and prepare for receiving the shipment. ### Creating an ASN To create an ASN, you'll begin by selecting the item lines that are to be received. Once the items are selected, you can proceed to create the ASN and receive the inventory. {% hint style="info" %} To create an ASN, go to **Purchase Order > Options > Create ASN** {% endhint %}

On selecting this option, you will be redirected to the Create ASN module. In the Purchase Order Criteria section, you will find the details of the purchase order.

**Purchase Order Criteria Fields**

Field	Description
Auto Close PO(s)	If this option is enabled, the purchase order will be automatically closed when the shipment is received.
Select Store	This is the store from which the purchase is being recorded.
Select Vendor	This field displays the vendor from whom the purchase is being made.
Order Number	This field captures the purchase order number.
Delivery Date	This field allows you to select the range of the ship date to search for the purchase order to create the ASN.
Order Date	This field displays the date of a purchase order in order to create the wave.
Order Status	This option allows you to filter the purchase order by status using this dropdown option.

#### **Selecting the purchase order** The purchase order will be listed in the details section below. Select the purchase order to fetch the item details. **Purchase Order List Fields**

Field	Description
Store#	This field displays the store at which the shipment will be received.
PO#	This field displays the purchase order number associated with the ASN.
Vendor	This field displays the sender or supplier of the goods being shipped.
PO Status	The status of the purchase order is captured in this field.
Order Date	This field displays the date on which the purchase order was captured.
Release Date	This field displays the date on which the purchase order was released.
Memo	This field displays the notes or any additional information added to the purchase order.
Ref Number	This field displays the reference number registered on the purchase order.

#### Selecting and moving items On selecting the purchase order, the items added to the order will be populated in the Purchase Order Lines section below.

From here, you can select the items for which you want to create the ASN.

**Purchase Order Lines Fields**

Field	Description
Alt#	The Vendor Part number is captured in this field.
Alternative Item Number1	This field displays an alternative item number 1 for the item, providing additional identification.
Alternative Item Number2	This field displays an alternative item number 2 for the item, providing additional identification.
Alternative Item Number3	This field displays an alternative item number 3 for the item, providing additional identification.
Description	This field displays the description of the item.
In Rec	This field displays the item quantities that are currently in receiving.
Item#	This is the unique identifier of the item.
Ord	This field displays the item quantity ordered on the purchase order.
Purchase Notes	This field displays any purchase order notes added to the order.
Status	This field displays the status of the item line.
To ASN	This is the item quantity that is being pushed to the ASN.
UOM	This field specifies the unit of measure for the item (litre, unit, kilogram, etc.).
Total Price	Displays the total value of the selected item line, calculated as Effective Unit Price (EUP) × To ASN Quantity. This value updates dynamically when the To ASN Quantity is modified.

Move the selected item(s) into the ASN Lines section using the right arrow.

**ASN Lines Fields**

Field	Description
ASN Qty	This field displays the quantity in the ASN.
Alternative Item Number1	This field displays an alternative item number 1 for the item, providing additional identification.
Alternative Item Number2	This field displays an alternative item number 2 for the item, providing additional identification.
Alternative Item Number3	This field displays an alternative item number 3 for the item, providing additional identification.
Item Number	This is the unique identifier of the item.
PO#	The purchase order number is captured in this field.
Purchase Notes	This field displays any purchase order notes added to the order.
Store	Displays the store at which the shipment will be received.
UOM	Specifies the unit of measure for the item (liter, unit, kilogram, etc.).
Total Price	Displays the total value of the item line included in the ASN, calculated as Effective Unit Price (EUP) × To ASN Quantity.

Once the item lines have been moved, click on 'Create ASN' option.

A Reference Numbers window was populated. Here, you can enter the reference number or packing number for the PO before creating the ASN. These will be attached to the item receipts generated for the order for reference. Click on "Save & Create ASN" to create the ASN.

Once the ASN is created, you will asked to navigate to the Receive ASN screen.

Click on "OK" to begin the receiving process. When the ASN is created, the system automatically assigns a unique number to the ASN in the format of AN-A000001, where "AN" denotes the store code and 1 denotes a sequential series. Once this number is generated, it becomes a permanent identifier and cannot be altered. The wave will be created in the **Open** status. For more details on the ASN statuses, read the [ASN Statuses](#asn-statuses). ### Creating ASN via Upload You can also manually upload the ASNs in your system using the "[Batch Upload ASN Create](/xoroerp-1/utilities/data-imports/upload-asn.md)" module. ### ASNs Generated from Credit Memos or RMAs In XoroERP, **Advance Shipping Notices (ASNs)** can be generated directly from **Credit Memos** or **Return Merchandise Authorizations (RMAs)** when the **App Config: General > Use RMA ASN Process** is enabled. * **From RMA**: In the **Create RMA** module, under [*Header Options*](/xoroerp-1/sales/credit-and-deposit/what-is-return-merchandise-authorisation-rma/creating-rma.md#header-options), users can select **Create ASN** from the dropdown. This allows the system to generate an ASN linked to the return process. * **From Credit Memo**: When a Credit Memo is created and processed, users can leverage the same RMA ASN process (if enabled via App Config) to initiate an ASN tied to the items and quantities being returned. This ensures tighter integration between returns, credits, and logistics, streamlining the reverse supply chain and maintaining accurate inventory visibility. ### ASN Statuses * **Open:** When an ASN is created, it is initially in the "Open" status, indicating that the ASN has been created and submitted. * **In Receiving:** This status indicates that at least one ASN line has more than 0 quantity put away into the location(s), but there is at least some quantity that has not been put away on a line. * **Received:** This status indicates that all of the ASN lines have been received and have all of their quantities put away into the location(s). * **Closed:** The **"Closed"** status indicates that the ASN has been fully processed and closed. Once an ASN is closed, it cannot be reopened. * **Void:** This status indicates that the ASN has been voided and is no longer valid for receiving. An [ASN can be voided](/xoroerp-1/warehouse/receiving/receive-asn/voiding-an-asn.md) in any status except **Closed** (including **Open**, **In Receiving**, and **Received**). ### How to Avoid ASN Creation You can avoid creating an ASN depending on the item type and system configuration: * **For Service / Non-Inventory items:**\ ASN is **not required**, regardless of whether **Warehousing is enabled** or **disabled**. You can directly convert the **Released PO** to an **Item Receipt/Bill**. * **For Inventory items:**\ ASN is **mandatory when Warehousing is enabled**. In this case, ASN creation cannot be avoided. To avoid ASN for inventory items, you must disable the **Warehousing** setting. Once disabled, the system allows direct conversion from a **Released PO** to an **Item Receipt**. #### Workflow (When Warehousing is Disabled) **Step 1:** Open the Purchase Order in **Released** status from the **Purchase Order Centre**.

**Step 2:** Go to the **Options** menu and select **Convert to Item Receipt**.

**Step 3:** A confirmation pop-up appears stating that you will be redirected to the **Item Receipt/Bill** page. Click **OK** to proceed.

You can also enable the **"Convert to Bill?"** toggle to **directly create a Bill**, bypassing Item Receipt creation. **Step 4:** On the Item Receipt screen, click **Save** to create the **Item Receipt**.

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