ASN (Advance Ship Notice)

ASN (Advance Ship Notice) Basics For Belk Vendors

ASN (Advance Ship Notice) and Invoice must be sent to Belk at the same level that the PO was sent to a supplier. If the PO contained Prepacks then the ASN and Invoice must contain prepacks otherwise they will both reject from our system and this will cause Compliance Charges and Delayed payment of the Invoice. The receiver is unable to remove or delete data that was sent in an Advance Ship Notice. If a vendor makes a mistake on an Advance Ship Notice, they must resend the corrected one using the same ASN# that was sent originally. The new Advance Ship Notice data would then replace the original if the product has not yet been received by the Belk Distribution Center.

Because of its hierarchal nature, 856 Advance Ship Notice is one of most difficult to implement transactions in the EDI industry. The 856 can be compared to an electronic packing list but with a lot more information. The ASN document must arrive at its final destination before the actual shipped goods arrive. Even if the transit time takes less than one hour, the 856 must still arrive before the shipped goods. The ASN is usually accompanied with a barcode label and the most common type of barcode label is the GS1-128 label. In some industries the ASN eliminates the need for an Invoice.

ASN’s sent via EDI must follow the requirements below:

  • ASNs must be consolidated by the ship to DC location, and the Bill of Lading#
  • Consolidated ASNs may contain multiple PO#s
  • Each ship to DC’s ASN should have a unique BOL# that matches the corresponding invoice BOL#
  • All cartons and weights shipped on one day from one location to one of Belk’s “ship to” DC locations must be combined on one master BOL#
  • Use unique interchange numbers for each transmission as our system rejects duplicate numbers from the same sender/receiver ID.

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