Fixing Errors in ASN error notification (RVCF Guidelines For Supply Chain)

ASN error notification and the expected response will vary by retailer. Technical errors communicated in a Functional Acknowledgement may call out the first error encountered in the ASN and not subsequent errors. If this is the case, the entire ASN should be reviewed to see if there are multiple errors to fix. If the retailer sends an FA with the status “Accepted with Errors”, understand their expectations which may be to fix and resend the ASN or it may be to not resend the transaction, but fix the error in future ASN’s.

If the retailer sends a status of “Rejected”, in most cases they want the entire ASN fixed and retransmitted. When resending ASN’s use different control numbers than those sent in the original transaction. Some retailers may ask that the ASN be designated as a Replacement ASN in the beginning segment of the ship notice. Some retailers want the Shipment ID number from the failed ASN to be used in the replacement ASN (so they know it is the replacement), but others might reject the ASN as a duplicate if the same Shipment ID number is used. Understand the requirements for each retail trading partner.

If the error is a business error, the above concepts apply. Understand if a retailer communicates the first error or all errors in an ASN.

When bad data is the source of the error, the data should be changed in the supplier’s source system and the ASN reprocessed from their business application (including pre-processing, if used), and then through their EDI translator (in house or third party).

Normal security protocols are followed when changing data:

  • Provisioning access
    • Determine who can make changes. This should be reviewed, minimally, annually and when an associate’s job responsibilities change.
  • Separation of duties must be maintained (SOX Compliance)
    • No one individual should have the ability to create or change each step in the lifecycle of a transaction, for instance, set up a vendor, issue a PO and approve an invoice.
  • Data Change Logs
    • Change logs indicating who, what, and when, should be maintained for all changes.

Because ASN’s are time-sensitive, although not the best business practice, there may be provisions for directly changing the data that streams into the EDI translator. Make sure the same security measures are in place, including for those changes made by third party providers.

Supplier Check List:

  • Understand each retailer’s error notification process. Do they send a notification for the first error found in an ASN or for all errors in the ASN?
  • Understand each retailer’s requirements for fixing an ASN.
  • If a “Functional Acknowledgement – Accepted with Errors” is received, does the retailer expect a corrected ASN or just asking to prevent future errors?
  • If error notifications are sent via email, create a process to synchronize the email address used by the retailers.
  • Review the master data change process and verify those provisioned to make changes.

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