Reviewing XML Advanced Ship Notices From Your Vendors

When an XML trading partner ships an order to you, they might send an advance ship notice (ASN) using XML. This document lists the items from your original submitted purchase order that the vendor is shipping to you.

Note: The current release supports only XML advance ship notices in the Remote Advanced Ship Notice Review Queue.

When the system receives an ASN from a vendor using XML, it does the following:

Translates the XML document according to the settings in the inbound order submit transaction map for the trading partner.
Adds the ASN to the Remote Advanced Ship Notice Review Queue.
Locates the purchase order number referenced in the ASN, and matches the items to an open generation on the purchase order. The system looks at the total number or line items and quantities to match line items.

Sets the match level depending on the matching results.

If the system finds an exact match, it changes the generation Prt status from Open to Vendor Shipment Notification.

If there is an entry in the Freight Days field on the Miscellaneous Vendor Information screen for the vendor who sent the ASN, the system adds that number of days to the ship date indicated on the ASN to determine the expected arrival date of the order.

If the system does not find an exact match, it transfers the matched items from the open generation to a new Vendor Shipment Notification generation.
Posts the "B2B Creating Vendor Ship Notification" message to the purchase order change log for ASNs that matched all or some items.

Use the ASN listed in the Remote Advanced Ship Notice Review Queue to review the items on the shipment before the shipment arrives.

To display the Remote Advanced Ship Notice Review Queue:

From the System > Custom menu, select Remote Review Queues and select Advanced Ship Notice Queue to display the Selection Criteria screen.
In the Start Date field and End Date field, enter the first and last dates in the range for which to display ASNs.

For example, to see all the ASNs that you received from April 1, 2004 to April 15, 2004, enter 04/01/04 in the Start Date field and 04/15/04 in the End Date field.

The fields default to the date one week before the current date and to the current date.

Enter additional selection criteria and press Esc to populate the Remote Advanced Ship Notice Review Queue.

The summary information for each remote ASN displays.

Note: To refine or change your search, use the Select hot key and enter new search criteria.

To research unsuccessful XML advance ship notice matches:

Display the Remote Advanced Ship Notice Review Queue.
Use any of the following hot keys to research unsuccessful matches:

To...	Use this hot key...
display messages associated with an ASN	Message
view the associated purchase order	View
display the archived ASN document as the system received it	Detail The Remote Archive Detail screen displays. Use the Edit hot key to edit the contents of the document and the Requeue hot key to reprocess the document.
display the detailed ASN to research discrepancies, such as total number of items ordered versus that shipped	Detail then Vendor Item Detail The system displays the ASN in the Hold Entry Pre-View screen.

More Options When Reviewing XML Advanced Ship Notices From Vendors

The following are additional options you might use when reviewing ASNs in the Remote Advanced Ship Notice Review Queue:

To...	Use this hot key...
delete an ASN that no longer requires your attention	Clear
delete all ASNs older than a designated date from the queue	Clear By Date Clearing ASNs removes them from the queue. You can still view the documents in Remote Archive Maintenance.
edit the associated order within Eclipse	Edit
clear ASNs that match perfectly from the queue	Clear Matches

Match Level	Description
N	No match was found. This level can occur for any of the following reasons: The ASN contains an invalid purchase order number. The referenced purchase order does not have an open generation. They purchase order has an open generation, but is locked by another user or process. The system cannot match any items on the ASN with items and quantities on any open generation of the referenced purchase order.
S	Some items and quantities match.
G	The items and quantities have an exact match, but the dollar amount is not within the acceptable over or short range.
P	All items and quantities are perfect matches.

Criteria	Description
Remote Type	The type of remote transaction you want to view, for example XML or EDI. Note: The current release supports only XML ASNs in the Remote Advanced Ship Notice Review Queue.
User ID	The user ID to display only ASN documents assigned to the user to review. To review ASNs assigned to all users, leave this field blank.
Ship Branch	The branch to which items on the ASN are being shipped. To review ASNs for all branches, leave this field blank.
Vendor	The vendor who shipped the items. To review ASNs from all your vendors, leave this field blank.
PO #	The order number associated with the ASN to search for a specific order.

Field	Description
PO#	The purchase order number that the ASN references.
Vendor	The vendor who sent the ASN.
M (Match Level)	The system-assigned match level. A dollar sign ($) in this field indicates there is a message attached. Use the Message hot key to view the message.
Ship Date	The date the vendor shipped or plans to ship the items.
RcvBr	The branch that is scheduled to receive the shipment.
Ship Via	The carrier handling the shipment, if noted in the ASN.
Type	The transmission type, such as XML or EDI. Note: The current release supports only XML ASNs in the Remote P/O Advanced Ship Notice Review Queue.