# Receiving an ASN Once the ASN is created, the receiving process begins. This process involves placing the received inventory in its designated location. Once you've received the item(s), you can close the ASN, which will trigger the generation of an Item Receipt. After the ASN is created, you will be prompted to navigate to the Receive ASN screen. From there, you can initiate the receiving process immediately or choose to receive the ASN at a later time. ### Receiving the ASN To receive an ASN, access the Receive ASN module, which lists ASNs that have yet to be received. You can opt to receive selected item lines or batch receive all the item lines. {% hint style="info" %} To receive an ASN, go to **Menu > Warehouse > Receive ASN** {% endhint %} Begin by using the fields in the "Select ASN" header to search for the specific ASN.

**ASN Header Fields**

Field	Description
Select Store	Select the store for the ASN you’re searching for.
Status	This field allows you to search for the ASN by status.
Search ASN	Enter the ASN number you’re searching for.

Upon selecting the ASN, the item lines associated with it will be displayed in the ASN Lines section below.

**ASN Lines Fields**

Field	Description
Status	This field displays the status of the ASN.
Store	This field displays the store at which the quantity on the ASN will be received.
Item Number	This field displays the unique identifier for the item.
Status	This field displays the status of the ASN line.
ASN Qty	This is the item quantity requested on the ASN.
Received Qty	This field shows the quantity of the ASN line that has been put away.
Remaining Qty	This is the quantity of the item line that is yet to be received.
Labels	This field displays the number of labels to print per ASN line. The value is calculated based on ASN Qty and the item’s Master Case Qty, or can be managed manually.
Receipt Date	This field displays the date of receipt of the ASN.
UPC	This field displays the Universal Product Code (UPC) for the item.
Action	Click on the cart icon under this field to put away the line quantity.
RMA#	In case of RMA ASN, this field captures the RMA number.
Auto Close PO Line?	If you have selected the option to close the PO line on receiving when creating the ASN, this field will be checked.
PO#	This field specifies the purchase order associated with the ASN.
Description	This field shows the description of the item.

{% hint style="info" %} Automatic calculation of label quantity is controlled by the app configuration **“**[**Auto Calculate ASN Label Qty While Receiving**](/xoroerp-1/configuration/application/app-config/purchase.md#auto-calculate-asn-label-qty-while-receiving)**”** (Menu → App Config → **Purchase**). When enabled, labels are auto-calculated; otherwise, they must be entered manually. {% endhint %} For receiving the ASN, you have two options: **Batch Receive** or **Receive Selected Lines**. Use the **"Batch Receive Option"** to receive all the ASN lines at once. If you need to receive specific lines, select them and click on the **"Receive ASN Selected Lines"** dropdown option.

On selecting this option, you will be directed to the **"Batch Receive ASN"** screen. Select the **“Auto-select default location by item”** checkbox if you want to receive the inventory in the item’s default location, or choose a location from the **"Batch Receive Location"** dropdown option and click **"Confirm".**

{% hint style="info" %} If the app configuration **“Auto-Select Default Item Location for Item Receiving and MO Production/Disassembly”** is enabled with the **Receive PO** option selected, the system automatically assigns the item’s default location during Quick Receive and ASN receiving (regular and RMA). In this scenario, the **“Auto-select default location by item”** checkbox is automatically selected in the Batch Receive ASN modal. {% endhint %} #### Batch Receive Window – Field Descriptions | **Field** | **Description** | | -------------------------- | --------------------------------------------------------------------------------------------------- | | **Batch Receive Location** | The warehouse/location where the batch of items is being received. Ensures correct stock placement. | | **Location** | Specific storage location within the warehouse where the items will be kept. | | **Manufacture Date** | The production date of the item, used for quality control and shelf-life tracking. | | **Batch Number** | Unique identifier assigned to a group of items produced or received together. | | **Lot Number** | Another tracking identifier (often vendor-provided) for tracing item batches. | | **Pick Priority** | Determines the picking order for inventory; higher priority batches will be picked first. | | **Expiry Date** | The date after which the item should not be used or sold. Helps in FIFO/FEFO management. | | **Quality** | Field to record quality status/remarks of the received batch (e.g., Passed, Hold). | Once the ASN has been received, click "Close ASN" to finalize the process and generate the Item Receipt.

#### Receiving Partial Quantities XoroERP allows users to receive items partially against an ASN. This is useful when only a portion of the shipment has arrived, while the remaining items are expected later. **Workflow:** **Step 1:** Choose the ASN you want to process from the ASN Centre.

**Step 2:** The ASN subform opens. Click on the **Receive ASN** option to be directed to the Receive ASN page.

**Step 3:** Select the ASN, and the associated item lines will be displayed in the ASN Lines section.

**Step 4:** To receive a partial quantity for a specific item, click on the **Cart icon** under the Action column for the desired line.

**Step 5:** You will be redirected to the Receive Item to Location screen. Select the receiving location and enter the quantity to be received (less than or equal to the ASN quantity). Click **Add** to complete the receiving process.

**Step 6:** The system updates the received quantity for the item line. The remaining quantity will stay open for future receiving.

**Step 7:** Once partial quantities are received, you may choose to keep the ASN open for future receipts or click **Close ASN** (or **Close Selected Lines**) to close the ASN or specific lines. **Step 8:** Closing the ASN will generate the corresponding Item Receipt (IR) for the received quantities. {% hint style="info" %} If the App Configuration **“**[**Auto-Create ASN for Unreceived Quantity on Close ASN**](/xoroerp-1/configuration/application/app-config/warehouse.md#auto-create-asn-for-unreceived-quantity-on-close-asn)**”** is enabled, when an ASN is partially received and then closed via a **third-party application**, the system will automatically close the existing ASN and create a new ASN for the remaining (unreceived) quantities. This ensures that pending quantities continue to be tracked and processed without requiring manual ASN creation. {% endhint %} #### Receiving a Single Item If you want to receive a single item, click the "**Cart**" icon under the "**Action**" column.

You will be navigated to the **"Receive Item to Location"** screen. On this screen, select the location where you want to receive and the quantity you want to receive and click **"Add"**.

If the LPNs are enabled, you will be asked to fill in the LPN Info in the next step. This includes manufacture date, batch number, lot number, pick priority, expiry date, and quality. Fill in the desired details and click "Confirm" to receive the item.

The details will be displayed in the section below.

**Receive Item to Location Fields**

Field	Description
Location	This field displays the location on which the item will be received.
Qty On ASN	This field displays the total quantity specified on the ASN.
*LPN#	This field displays the LPN number associated with the receiving.
*Batch#	This field displays the batch number associated with the receiving.
*Priority#	This field displays the item priority.
*Manufacture Date	This field displays the manufacturing date of the item.
*Quality	This field displays the quality of the item.
*Pallet	This field displays the pallet on which the item is placed.
*Lot#	This field displays the lot number associated with the item.
*Exp Date	This field displays the expiry date of the item.
Qty Received	This field displays the quantity of the item received.
Status	This field displays the status of the item line.
Action	Click on the "x" icon under this field to remove the record and un-receive the item.

{% hint style="info" %} Please note that the fields marked with asterisk (\*) will only be displayed if the LPNs are enabled. {% endhint %} After entering the details, close the screen to complete the receiving process.

### Partial ASN Line Close The **Partial ASN Line Close** functionality in **XoroERP** allows users to close individual ASN lines and generate corresponding Item Receipts (IRs). This is useful when part of the ASN has been received, but other lines are still pending. *** #### **Step 1 – Open the Receive ASN Module** * Navigate to **Receive ASN Module**. * Search and select the ASN you want to process. * Example: ASN Number `Adidas-A003852`. *** #### **Step 2 – Select ASN Line(s) to Close** * In the **ASN Lines section**, tick the checkbox for the line(s) you want to close. * Example: One line for Adidas Mohali has been selected. *** #### **Step 3 – Use Close ASN Dropdown** * Click the **Close ASN** button on the top right. * From the dropdown, choose **Close Selected Lines**.

*** #### **Step 4 – System Confirmation** * The system will confirm the closure. * Closed lines will change to **Closed** status. * ASN status updates to **Partially Closed**. *(Refer to screenshot: Success popup – “ASN closed successfully.”)* *** #### **Step 5 – Review Status** * **Closed Lines** are locked from further closure. * The ASN remains **Partially Closed** until all lines are either received or closed. * Once all lines are closed, the ASN moves to **Closed** status. *** ### Additional Notes * Closing ASN lines generates **Item Receipts (IRs)** for the closed lines. * The linked **Purchase Order (PO)** is updated as **Partially Received**. * Users can still perform **Batch Receive ASN** for remaining open lines. * Multiple IRs can be created against the same ASN number. * Works with ASNs generated from **Credit Memos** or **RMAs**. * Supports **over-receiving** and **partial quantities**. ### Splitting ASN Lines to a New ASN XoroERP provides you the ability to split the ASN and move the selected item lines in the ASN to a new ASN within the Receive ASN Module**.** This gives users enhanced flexibility in managing received shipments, improving overall workflow efficiency. #### How it works 1. **Select an ASN:** Navigate to the Receive ASN module and choose the ASN you want to split.

2. **Access the "Move Selected Lines to a New ASN" option:** Select the ASN lines you want to move and go to the Options menu and select "Move Selected Lines to a New ASN".

3. **Review the "Move ASN Lines" window:** A new window will appear, displaying the details of the selected ASN, including the store and items.

4. **Specify the quantity to move:** In the "Qty to Move" column, enter the desired quantity of each item you want to transfer to the new ASN.

5. **Confirm and create the new ASN:** Once you've defined the quantities, click "Move ASN" to confirm the changes, and the system will generate a new ASN with the specified items and quantities.

{% hint style="info" %} Please note: * Only ASN lines in OPEN status are eligible for this action. Attempting to select lines with any other status will result in an error. * Selecting all the lines from an existing ASN (in OPEN status) for this operation will void the old ASN. * This option will not be available for ASNs associated with credit memos. {% endhint %} ### Quick Receive Quick Receive is a streamlined feature that directly receives the purchase orders by automating the entire ASN process, which includes ASN creation and the ASN receiving process. It's important to note that the Quick Receive feature only works when the purchase order is in the 'Released' status. {% hint style="info" %} To quick receive, go to **Purchase Order > Options > Quick Receive** {% endhint %} After clicking the Quick Receive option, the Quick Receive Orders screen will populate which includes details such as the order number, vendor name, store, and item details. #### Quick Receive Orders Fields

Field	Description
Receipt Date	This field allows you to select a receiving date for the order.
Check All	This option allows you to select all the orders on the screen.
Uncheck All	This option allows you to deselect all the orders on the screen.
Auto Convert To Bill	Enable this option to directly create a bill after the order has been received, instead of an item receipt.
Order Number	This field shows the purchase order number.
Vendor	This field shows the vendor associated with the order.
Store	This field displays the store associated with the order.
Packing Slip#	This field allows you to enter the packing slip associated with the receiving.
Item#	This field shows the item number being received.
Description	This field shows the description of the item.
Qty Ordered	This field displays the item quantity ordered in the purchase order.
Qty Remaining	This field shows the quantity of the item remaining to be received.
Quick Receive Qty	This field displays the item quantity for quick receiving.

Once all the necessary details are in place, click 'Quick Receive' to receive the order and generate the item receipt. To quick receive selected lines, select the Items that you want to Quick Receive and then select the “Quick Receive Selected Item Lines” from the “Quick Receive” dropdown.

If the **Receive PO** option is not selected in the app configuration **“Auto-Select Default Item Location for Item Receiving and MO Production/Disassembly,”** the **“Auto-select default location by item”** toggle is available in the **Quick Receive** PO modal. When this toggle is enabled, the system assigns the receiving location based on the item’s configured default location, and a corresponding Item Receipt is created for the received item(s). {% hint style="info" %} If the app configuration **“Auto-Select Default Item Location for Item Receiving and MO Production/Disassembly”** is enabled with the **Receive PO** option selected, the system automatically assigns the item’s default location during Quick Receive and ASN receiving (regular and RMA). In this case, users will not be prompted to manually select a location, and and the received items will be placed directly into their configured default location. {% endhint %} ### Receiving additional units during the ASN process When handling an Advanced Shipping Notice (ASN), there may be instances where you need to receive more units than specified in the ASN. XoroERP provides you the option to over receive units when receiving the ASN. #### Enabling Over Receiving To begin, you'll need to enable the "[**Allow ASN Over-Receiving**](/xoroerp-1/configuration/application/app-config/warehouse.md#allow-asn-over-receiving)**"** app config. This setting can be found under the Warehouse tab. By toggling this setting on, you'll be able to receive additional units during the ASN process. **Receiving Additional Units** Once the "Allow ASN Over-Receiving" setting is enabled, you can proceed to receive additional units in the Receive ASN module. To do so, follow these steps: 1. Navigate to the Receive ASN module and select the item line for which you need to receive additional units. 2. Click on the "Cart" icon under the "Action" column in the right corner of the item line.

3. In the "Receive Item to Location" screen, select the location and enter the new quantity, which includes the additional units, and click "Add".

4. The system will notify you regarding the over receive, ensuring that your records are accurate and up-to-date. Click "OK" to receive the units.

5. You will see an exclamation sign against the "Received Qty" when over-receiving.

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