Supplier Portal - Create Advanced Shipping Notification · Additional Information Regarding Serial Numbers ... An ASN is required when shipping production material that is setup in

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UTC Aerospace Systems Proprietary – ECCN: EAR99

Title

Supplier Portal Create Advanced Shipping Notification

Document Number SP-ASN-CRT Create ASN

Author Lee Setter Version 8

Publish Date July 6, 2015

Last Revised Date October 24, 2017

Standard

Work Instruction

Supplier Portal - Create

Advanced Shipping Notification

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THIS DOCUMENT OR ANY INFORMATION IN IT, FOR ANY PURPOSE, INCLUDING WITHOUT LIMITATION, TO DESIGN,

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SYSTEMS’S EXPRESS WRITTEN PERMISSION. NEITHER RECEIPT NOR POSSESSION OF THIS

DOCUMENT ALONE, FROM ANY SOURCE, CONSTITUTES SUCH PERMISSION.

POSSESSION, USE, COPYING OR DISCLOSURE BY ANYONE WITHOUT UTC AEROSPACE SYSTEMS’S EXPRESS WRITTEN

PERMISSION IS NOT AUTHORIZED AND MAY RESULT IN CRIMINAL AND/OR CIVIL LIABILITY.



Table of Contents

1. PURPOSE .............................................................................................................. 3

1.1. Description of Standard Work ................................................................................................. 3 1.2. Prerequisites ............................................................................................................................ 3

2. DOCUMENT CONTROL ........................................................................................ 3

2.1. Version Change Log ................................................................................................................ 3

3. DESCRIPTIONS ..................................................................................................... 4

4. PROCESS .............................................................................................................. 4

4.1. Flow Diagram .......................................................................................................................... 4 4.2. Step by Step Instructions ........................................................................................................ 5 4.3. Begin ASN Creation from the Due List .................................................................................... 5

4.3.1 ASN Create Screen ................................................................................................................................ 7 4.3.2 Packing the ASN .................................................................................................................................. 11 4.3.3 Saving, Publishing, and Printing the ASN ........................................................................................... 18 4.3.4 Review Messages in the Message Center. ........................................................................................... 21

4.4. Additional Information Regarding Serial Numbers ................................................................ 23

5. EXCEPTIONS TO THE STANDARD WORK ....................................................... 25



1. PURPOSE

1.1. Description of Standard Work

The purpose of this Standard Work Instruction is to describe the steps required to create an Advanced Shipping Notification (ASN). An ASN is required when shipping production material that is setup in UTAS’ SAP system to require an ASN. If UTAS Quality also sets the part up in UTAS’s SAP system to require Supplier Source Inspection (SSI), then SSI electronic inspection is required required at the supplier’s facility prior to shipment. There are two types of orders that require an ASN to be created for shipment: Customer Direct Ship (CDS) ASNs and non-CDS ASNs.

Shipments directly to a UTAS customer are known as a Customer Direct Ship (CDS) ASN. CDS ASNs require additional input when creating the ASN. To create a CDS ASN, reference the standard work document titled: ‘SP-ASN-CDS Customer Direct Ship’ to understand the additional input that is required.

Shipments directly to a UTAS facility are known as a non-CDS ASN. The process described in this document is for non-CDS ASN.

The purpose of an ASN is to: 1) Communicate from UTAS’ SAP System orders that are due for shipment, and the requirements

of the shipment (Serial number, Unique Identification (UID or UII), SSI, Etc.) 2) Require the supplier to input of data that is needed for receipt in UTAS’ SAP 3) Communicate to UTAS’ SAP that an ASN has been created and a shipment is ready. 4) Communicate to UTAS’ SAP the shipment information that was input by the supplier. 5) Result in the printing of a shipping label for receipt of the material. There is a separate training

document for the printing of the ASN label: SP–ASN-PRT-ASN Print

1.2. Prerequisites

The user must have security permission to the Shipping / ASN functionality in the supplier portal in order to be able to create an ASN. Security permission is also granted to the user based on the vendor codes that they have permission to view. If the part number that is selected to create an ASN is set up in UTAS’ SAP to require electronic Supplier Source Inspection prior to shipment, the supplier needs to conduct Supplier Source Inspection (SSI) prior to creating an ASN. The order selected to create an ASN must be in the ship horizon (Ship Hor. Val. = ‘Y’ on the due list) in order to proceed to the ASN functionality.

2. DOCUMENT CONTROL

This section outlines document revision history.

2.1. Version Change Log

Version Number

Date Author Reviewed By Change Description

New 6/18/2015 Brenda Roberts Lee Setter Initial release

1 1/4/2016 Lee Setter Brenda Roberts Revised process and screenshots.

2 3/4/2016 Lee Setter Nick Wynne / Brenda Roberts

Added Enhanced Instructions

3 4/11/2016 Lee Setter Nick Wynne Updated

4 5/23/2016 Lee Setter Nick Wynne Updated

5 5/24/2016 Lee Setter David Ruiz

Added Best Before date, S/N functionality and other upgrades

6 07/15/2016 Cam Demmerle Nick Wynne Add troubleshooting tip



7 1/31/2017 DeHanza Kwong Added Error Troubleshooting Guide

7.1 06/02/2017 DeHanza Kwong Image / Format Corrections

7.2 9/20/2017 DeHanza Kwong Updated For application upgrade

8 10/24/2017 Lee Setter Add information on ASNs for rework orders

3. DESCRIPTIONS

This standard work document describes the process for creating an Advanced Shipping Notification in the UTAS supplier portal. In order to create an ASN from the Due List:

1. The order date must be in UTAS’ ship window 2. If inspection is required, an valid inspection lot (iLot) must exist 3. Serial numbers must be input (if required in SAP) 4. The country of origin must be input 5. The delivery and ship date must be input 6. The shipment must be ‘packed’ in SNC 7. The ‘Best Before’ or ‘Manufacture Date’ must be input if the material is coded as Age

Sensitive in SAP

4. PROCESS

4.1. Flow Diagram

SP-POPurchase Order (including Sub

Contract)

SP-SAScheduling

Agreement / Forecast

Supplier Source Inspection needed?

SP-ASNAdvance Shipping Notification (ASN)

SP-SSIQuality SSI

SP-QNQuality Notification

SP-RPRRepair

SP-NPNon Product

Invoicing

SP-PSADVPurchase Order /

Scheduling Agreement -

Advanced

Repair PO?

Non Product PO?

No

No

SP-OVOverview

FULL CURRICULUM



4.2. Step by Step Instructions

The following step by step instructions are an abbreviated list of the steps required to create a CDS ASN. Detailed information can be found on each of these steps in this document. 1.0 Click on “Pick List / Delivery Due List” on landing page, or Click on “Delivery → Receipts and

Requirements Due List for Purchasing Documents”. 2.0 Enter the Customer Location and the click “Apply” (TIP: You can input more search information in

other fields to narrow your search) 3.0 Select the line item and Click “Create ASN” 4.0 Enter the following information:

4.1 Delivery Date(ETA) 4.2 Shipping Date 4.3 ASN Qty 4.4 Country of Origin 4.5 Inspection Lot Number (iLot) – only if required 4.6 Best Before Date or Manufacturing Date – only if required. 4.7 Serial Numbers – if required. (Show Details -> Serial Numbers tab) 4.8 Any non-mandatory fields: tracking number, packing list number (recommended), supplier

batch 5.0 Click “Check” 6.0 If no errors are found (other than Pack related errors), Click “Pack” 7.0 Options to pack shipments:

7.1 Option 1 – Automatic Packing 7.1.1 Click on “Automatic Packing” – Automatic Packing process will pack the order.

The ‘Packed Quantity and Packed Percentage fields will be highlighted in green. 7.2 Option 2 – Manual Packaging ( Serial numbers not required)

7.2.1 Click “Create HU” 7.2.2 Click dropdown next to “PACKAGING MATERIAL” and select “SNC_CUSTOM” 7.2.3 Click “OK” 7.2.4 Click “OK” at bottom of screen 7.2.5 Select the row associated with the ‘ITM NO.’ (the line to be shipped) and ‘Pack

Level01’ (package used for shipping) 7.2.6 Input the quantity that will be packaged into the “Packed Quantity” field, then

click “OK”. 7.3 Option 3 – Manual Packaging (Serial numbers required)

7.3.1 Click “Create HU” 7.3.2 Click the dropdown next to ‘PACKAGING MATERIAL’ and select

‘SNC_CUSTOM’ 7.3.3 Click “OK” 7.3.4 Click “OK” at bottom of screen 7.3.5 Select the row associated with the ‘ITM NO.’ (the line to be shipped) and ‘Pack

Level01’ (package used for shipping) 7.3.6 Click ‘Pack’. 7.3.7 Click the OK button at the bottom left of the screen. (Note: This step must be

repeated for all the serial numbers on the ASN) 7.4 Click “Check ASN” 7.5 If no errors, click “Save ASN/ Publish” 7.6 Select “Print All Labels’

*The ASN number will be displayed in the message center.

4.3. Begin ASN Creation from the Due List

The creation of the ASN begins on the Due List. Reference standard work training document titled: ‘SP ASN-Due Delivery Due List’ for information regarding the Due List.



To begin creating the ASN, select the line on the Due List and click ‘create ASN’. The order must have ‘’Y’ in the Ship Hor. Val. field to begin the ASN creation process. There are two steps to the process that need to be completed without any hard errors in order to successfully create an ASN. The two steps are; ASN Create and ASN Pack. These two steps are described below. TIP: clicking on any of header fields (highlighted in yellow below) will display a dropdown that allows the user to sort or filter the contents of the field.

To begin the ASN creation process, select the line(s) on the due list and Click ‘Create ASN’.

There are two steps to the process that need to be completed without any hard errors in order to successfully create an ASN. The two steps are: ASN Create and ASN Pack. These two steps are described below.



4.3.1 ASN Create Screen

The ASN Create is the first screen that must be completed in the ASN process. The ASN Create screen requires input such as the Quantity shipping, the Country of Origin, the date the shipment will be made and the anticipated date the shipment will arrive at UTAS. This section describes the inputs required to complete the creation of the ASN. There are two types of field inputs that are required to be completed in the ASN Create step of the process; Mandatory Fields and non-Mandatory fields.

4.3.1.1 ASN Create Screen Mandatory Fields

A hard stop may occur if mandatory information is missing. Mandatory Fields include:

1) In the header section, General tab a. Delivery Date (ETA) – This is the date that the supplier estimates that the

material will be delivered to the UTAS site, or the customer. The date field is also time sensitive; the date and time must be past the current date and time and must be later than the shipping date and time.

b. Shipping Date - This is the date that the shipment will leave the supplier’s facility. The date field is also time sensitive; the shipping date and time must be past the current date and time and must be earlier than the delivery date and time.

2) In the ASN Items section,

a. ASN Qty – The quantity to be shipped on the ASN line. Partial deliveries can be shipped (except for some CDS Orders - when the customer does not allow partial shipments). To make a partial shipment, change the quantity to a quantity less than the initial ASN quantity.

b. Country of Origin – The Country of Origin of the material that is shipped. Valid Country of Origin values that can be input in the Country of Origin field can be found in the field dropdown.

c. Insp. Lot No – If the part is set up in UTAS’ SAP system to require Supplier Source Inspection (SSI), the iLot (inspection lot) number is a mandatory input. The quantity on the ilot must be greater than or equal to the quantity on the ASN line. If an iLot is not required, the SSI exempt field on the due list will display a ‘Y’, and the input of an ilot is not allowed.

3) Serial Numbers - If serial numbers or UID/UII numbers are required to be input (based on UTAS’ SAP field setup), the numbers can be input by accessing the ‘Show Details’



button on the ASN Items section. This button will open a section at the bottom of the screen. Click the ‘Serial Numbers’ tab in this section to open the grid to allow the input of the serial number (see screen shots below). The UII field is located two fields to the right of the serial number field. TIP: If serial numbers are required, reference the section in this document titled: ‘Additional Information Regarding Serial Numbers’ for more information on the serial number functionality.

4) Best Before Date: If the part is loaded as an age sensitive part in SAP, the ‘Best Before Date’ field must be populated. The best before date is found two fields to the right of the Insp. Lot No.’ field. The date that the age sensitive material expires is entered in this field. There are three scenarios related to Best Before Dates:

a. If UTAS’ SAP is set up to capture a minimum shelf life, the supplier must enter

the Best Before Date, indicating the date that the age sensitive material expires – the manufacturing date cannot be entered.



b. If UTAS’ SAP is set up to capture a minimum shelf life and total shelf life, the supplier must enter the Manufacturing Date of the age sensitive material – SAP will calculate the best before date and input the date in the best before date field, the supplier cannot input it manually.

c. If UTAS’ SAP is set up to not capture a minimum or total shelf life, both the Best Before Date and Manufacturing date files will not allow input.

5) Manufacturing Date: If the part is loaded as an age sensitive part in UTAS’ SAP, with a requirement to capture the minimum and total shelf life, the ‘Manufacturing Date’ field must be populated. The ‘Manufacturing Date’ is found three fields to the right of the ‘Insp. Lot No.’ field. The manufacturing date of the age sensitive material expires is entered in this field.

a. If UTAS’ SAP is set up to capture a minimum shelf life and total shelf life, the supplier must enter the Manufacturing Date of the age sensitive material – SAP will calculate the best before date and input the date in the best before date field, the supplier cannot input it manually.

NOTE: Additional steps may be required for creating an ASN for a Rework Order; defined as Purchase Orders that:

The order number begins with the numbers 99……

Contain the text: ‘Rework Purch Order’ in the Purchase Order Detail field, and

Include a note: *** NOTE: This item is a Return Item’ *** on the PDF copy of the PO. The additional ASN steps for a rework order are only required if the following conditions exist on the PO:

A serial number to be recorded, and the serial number was received previously in SAP

A Supplier Source Inspection (SSI) completed prior to creation of an Advanced Shipping Notification (ASN)

A batch number to be associated with the serial number in SAP The ilot dropdown field will display ilots that were created for rework orders if the ASN is being created for a rework order. If the ASN is being created for a non-rework order, the ilot dropdown field will filter out ilots that were created for rework orders and these ilots will not be displayed. If the conditions listed above exist for the rework order that the supplier is creating an ASN for, reference the standard work document titled: ‘SP-ASN-RWK Crete ASN REWORK ORDERS’ (locate in the help section of the supplier portal) for more information on inputs required for creating an ASN for a Rework Order..

4.3.1.1 ASN Create Screen Non-Mandatory Fields

1) Tracking Number - The input of a tracking number is not a mandatory input to create an ASN. A tracking number can be input by clicking the ‘Shipping Details’ tab in the header section, and inputting the number in the ‘Bill of Lading’ field (not in the tracking no. field). The tracking number can be added after the ASN has been published. To add the tracking number, go to the Detail menu / Advanced Shipping Notification / ASN Detail. Input the ASN number, then click Go. Click the ‘Change’ button to allow changes. Click the Shipping Details tab to access the Bill of Lading field, where the tracking number is input and stored.

2) Packing List – The input of a packing list number is not a mandatory input to create an ASN. The Packing List field is located two fields to the left of the Inspection Lot No. field. The Packing List field is located two fields to the left of the Inspection Lot No. field. TIP: This field can be populated and used to reference invoice status. It is recommended that the supplier populates this field. Any input into the field will be carried forward into other applications. For example, if a supplier inputs an internal invoice number in the field, it will be visible in the ASN Overview screen and the Invoice Overview screen. This visibility will allow the supplier to tie their internal invoice number back to the ASN and shipment that the payment corresponds to.



3) Customer Batch – The customer batch field will be populated automatically by the ASN

creation program. The field should never be entered manually by the supplier

4) Supplier Batch – The supplier batch field is a non-mandatory field that can be used by the supplier to input a batch number that is assigned to the shipment by the supplier.

Tracking Number field location:

4.3.1.2 Transaction Buttons on the ASN Create Screen.

There are five buttons located in the ASN Items section of the ASN Create Screen. The buttons are described below:

1) Add item – This button is used by the more experienced user to add a shipment line to the ASN. In order to add a line, the Product Number, PO number, etc. Due to the increased risk associated with manually inputting the data, we recommend that if the supplier needs additional lines on the ASN that the more automated process of selecting multiple lines on the Due List or using the copy button.

2) Delete Item – This button allows the deletion of a line on the ASN create screen that was added by selecting multiple lines on the due list or Adding or Copying a line that is no longer needed.

3) Copy Item – This button allows the user to add a copy of a line to the ASN. An example of the use of this line is if a supplier is creating an ASN but the ASN needs multiple Country of Origin or ilots to be assigned, the copy function allows the supplier to add a line and adjust the quantities that are associated with each Country of Origin or ilots. The copy process described in this example is discussed in the SP-ASN-MHU Multiple Handling Units standard work document. TIP: If ilots are required to be input for the ASN, after copying the line, click the ‘Enter’ button to refresh the screen and allow entering of an ilot number.



4) Packing – This button navigates to the second part of the ASN creation, the ASN Pack screen. The packing process is described in the next section of this document.

5) Show Details – This button opens a screen at the bottom of the screen. The Details screen contains two tabs, ASN Detail and Serial Numbers. The serial number tab is used to input serial numbers and UII numbers, if required. The UII input field is located two fields to the right of the Serial Number field.

This completes the fields that are input during the ASN Create section of the process. The next step in the process it to complete the fields that are input during the ASN Pack process.

PRIOR TO MOVING TO THE NEXT STEP IN THE PROCESS, ASN PACK, THE SUPPLIER SHOULD CLICK THE ‘CHECK’ BUTTON TO ENSURE THERE ARE NO ERRORS IN THE ASN CREATE PROCESS. Refer to the section in this document titled: “Review Messages in the Message Center” for more information on ASN error messages. TIP: Clicking the ‘check’ button on the ASN Create screen will result in some messages regarding the order is not packed, order is under packed, and a serial number is not packed. Messages relating to the pack process are acceptable since the pack screen has not been completed.

To navigate to the next step in the process, click the ‘Pack’ Button. Prior to clicking the ‘Pack’ button, click the ‘Check’ button to ensure there are no errors in the ASN Create Process.

4.3.2 Packing the ASN

The second step in the ASN creation process is the packing process. The purpose of the packing process is to set up the ASN for receipt in UTAS’s SAP system, allowing the transferring of packing information directly into SAP. This section of the document describes the three possible ways that a supplier can pack an ASN; auto packaging, manual packing of parts with serial numbers, and manual packing of parts without serial numbers. After completing one of these three processes, continue with the section titled: Saving and Publishing the ASN. NOTE: If multiple handling units / packages are needed (e.g. multiple items on an order are shipped, or due to the size of the material multiple packages) refer to the standard work document SP-ASN-MHU-Multiple Handling Units.



4.3.2.1 Pack the shipment (Auto Packaging)

Part numbers set up with Auto Pack data will eliminate the packing process when the ASN is created. In order to use Auto Pack, the part will need to be setup with the packaging information. The ‘Pack. Spec. Identifier will display the auto pack spec that was set up in the auto pack setup process. If multiple packaging specifications were set up, a dropdown will allow the supplier to select a different spec if necessary. TIP: The packaging spec set up as priority 1 during the auto pack setup will display as the default packaging specification identifier. TIP: Auto pack is beneficial for suppliers that have: 1) Repetitive shipments of the same part number. Auto pack eliminates the need for creating a Handling

Unit and packing the HU for every ASN created. 2) Parts with Serial Numbers. Serial numbers must be packed one at a time. Auto pack eliminates the

need for repeating the packing process for each serial number. 3) Part that typically ship in multiple packages or boxes. Auto pack eliminates the need for repeating the

creation of a handling unit for each box that is being shipped.

TIP: An Auto Pack packing specification can be set up for multiple boxes, such as a small, medium, and large box. By setting up multiple packaging specifications, the supplier can select from a drop down which size box will be used for the ASN that is being created.

The standard work document that discusses how to set up auto pack for a part is a separate document: SP-ASN-Pack Auto Pack.

The Automatic Packing process will pack the order. The ‘Packed Quantity and Packed Percentage fields will be highlighted in green.



4.3.2.2 Pack the shipment (Manual Packaging) – Serial Numbers Not Required

If automatic packaging is not used, the shipment must be packed manually. To input packing information, click Packing. Note: If multiple packages are shipping on the ASN, multiple handling units must be created and packed. Information regarding packing with multiple handling units is discussed in the document: SP-ASN-MHU Multiple Handling Units The first step in manual packaging is creating the handling unit. A handling unit is a package that the shipment will be delivered in, usually a box. If the supplier needs to ship the ASN in two boxes, then two handling units must be created. Click ‘Create HU’.

Next, click the dropdown next to ‘PACKAGING MATERIAL’ and select ‘SNC_CUSTOM’. Currently there are three selections that may appear in the dropdown.

SNC_Custom and SNC_Custom_EUR are the two packaging materials that can be used for non-hazardous material. For orders shipping directly to UTAS (non CDS (customer direct ship) orders), SNC-CUSTOM can always be selected. ‘

If the material is coded a hazardous material, the packaging material ‘SNC_Custom_HAZ’ will be the only packaging material that can be selected.

TIP: The packaging material can also be input manually in the packaging material field if preferred (instead of using the dropdown).



The packaging material field will be populated. Click ‘OK’ at the bottom of the screen. In this step you are inputting into the ASN Pack Screen that you will be shipping the order in a package (box).

Next, the quantity that will be shipped in the package associated with the order line needs to be input. Select the row associated with the ‘ITM NO.’ (the line to be shipped) and ‘Pack Level01’ (package used for shipping). These rows will then be highlighted. Click ‘Pack’.

In the next step, the Quantity of the product that the supplier will be shipping in each package will be input. Input the quantity that will be packaged into the ‘Packed Quantity’ field, then click ‘OK’.



4.3.2.3 Pack the shipment (Manual Packaging) – Serial Numbers Are Required

The first steps in the packing process are the same as manual packing with no serial numbers, regardless if serial numbers are required or not required. The difference in the process comes in the step that packs the handling unit with the quantity. The first step in manual packaging is creating the handling unit, or package that the shipment will be delivered in. Click ‘Create HU’.

Next, click the dropdown next to ‘PACKAGING MATERIAL’ and select ‘SNC_CUSTOM’. Currently there are three selections that may appear in the dropdown.

SNC-Custom and SNC_Custom_EUR are the two packaging materials that can be used for non-hazardous material. For orders shipping directly to UTAS (non CDS (customer direct ship) orders), SNC-CUSTOM can always be selected. ‘SNC-Custom’ can also be input directly in ‘Packaging Material’ section if desired by the supplier (rather than using the dropdown).

If the material is coded a hazardous material, the packaging material ‘SNC_Custom_HAZ’ will be the only packaging material that can be selected.



The packaging material field will be populated. Click ‘OK’ at the bottom of the screen. In this step you are inputting into the ASN Pack Screen that you will be shipping the order in a package (box).

Next, the quantity that will be shipped in the package associated with the order line needs to be input. Select the row associated with the ‘ITM NO.’ (the line to be shipped) and ‘Pack Level01’ (package used for shipping). These rows will then be highlighted. Click ‘Pack’.

In the next step, since the part requires serial numbers, a section is displayed at the bottom of the screen that is automatically populated with the serial number and the packed quantity 1. The only required action is to click the OK button at the bottom left of the screen.



The OK button packs the first serial number (notice that the packed quantity and packed percentage fields now show 1 packed, 33.33%). This step must be repeated for all the serial numbers on the ASN. To pack the next serial number, select the row associated with the ‘ITM NO.’ (the line to be shipped) and ‘Pack Level01’ (package used for shipping). These rows will then be highlighted. Click ‘Pack’

The Packed Products section at the bottom of the screen will now show that the next serial number needs to be packed for a quantity of 1. The only required action is to click the OK button at the bottom left of the screen.



Repeat the two steps described above for the remainder of the serial numbers that need to be packed. When all serial numbers have successfully been packed, the packed percentage will display 100% and the packed quantity and packed percentatge fields will display in green. TIP: If the supplier has a large volume of serial numbers to pack, it may be benefitial to set up auto pack for the part number. Reference the section of this document titled: “Pack the shipment (Auto Packaging)” for more information on the auto pack process.

4.3.3 Saving, Publishing, and Printing the ASN

To complete the ASN process,the ASN must be saved and Published. This step will result in the successful creation of the ASN number.

4.3.3.1 Saving the ASN as a Draft

If the supplier is not ready to save the ASN at this time – they may need to finish it later after obtaining additional information – the ASN can be saved as a draft. To save the ASN as a draft, instead of clicking



the ‘Save ASN / Publish button’, click the ‘Save ASN / Draft’ button. To finish the draft ASN at a later time, go to the ASN Detail screen, input the ASN number, click Apply. When the ASN is displayed, click the ‘Change ASN’ button, input the changes, check the ASN for errors, then click ‘Save ASN / Publish’.

4.3.3.2 Check the ASN and Save / Publish

Prior to saving and publishing the ASN, the ASN Packing screen should be checked to ensure that there are no errors with the packing step. Click the ‘Check ASN’ button to check for a successful input. Refer to the section in this document titled: “Review Messages in the Message Center” for more information on ASN error messages. To finish the ASN creation, click ‘Save ASN / Publish’.

The ASN number will be displayed in the message center. Review the error messages at the top of the screen to verify that the ASN is created successfully.

4.3.3.3 Print the ASN

NOTE: The publishing of an ASN sends information to UTAS and UTAS’s SAP system that a shipment is ready to be processed. If a situation occurs that will not allow the physical shipment of an order, the supplier should cancel the ASN and create a new ASN when the shipment can be processed. For more information on how to cancel an ASN, refer the training document titled “Cancel ASN. The label is now ready to print. Select “Print All Labels’. Additional information on the process of printing of the shipping label is discussed in the standard work document titled: ‘SP-ASN-PRT ASN Label Print’. TIP: Before the label screen is displayed, the Publishing process needs to be complete. Please wait at least 10 seconds for the ASN publishing to complete before clicking ‘Print All Labels. If the ‘Save ASN / Publish’ button has been clicked, and the supplier sees an error that states: ‘Please Publish ASN before printing’, the publishing has not finished. The ‘Print All Labels’ button can be clicked again in a few seconds. TIP: If the ‘Print All Labels’ button is clicked, label does not appear, and an error is not displayed, a possible cause may be a pop up blocker on your computer. Contact your internal IT representative if you need help in disabling a pop up blocker on your computer.





4.3.4 Review Messages in the Message Center.

The following is information regarding SNC messages and errors that may be displayed during ASN processing. = ‘Hard stop’ and the ASN will not be created. = ‘Soft errors’ that should be reviewed before completing the process. = ASN was successfully created

Message Condition Solution

The ‘Ship Hor. Val.’ field is N. The order cannot be shipped.

Contact the UTAS associate that requested that the order ship and request that the order due date be moved into the due list.

The Country of Origin (COO) needs to be input.

The COO values are available in a dropdown.

The order needs a valid iLot before the ASN can be created.

Contact your DQR or an SQR to have an iLot created for the order.

This error appears when the ASN program fails to auto populate the customer field.

Click the ‘Customer Address Details’ and input ‘UTASGLOBAL’ in the customer field.

The quantity on the selected iLot is less than the quantity being shipped on the ASN

Either: 1) reduce the ASN shipping quantity, 2) choose an iLot with a quantity greater than the ASN shipping quantity, or 3) use the copy item button to split the shipment into two or more quantities that are associated with multiple iLots

The part number is setup to require that a serial number be input SAP

Either: 1) Add the serial number using the ‘Show Details’ tab, or 2) If the part should not require a serial number, contact the buyer and request that the part serialization code be changed in SAP

Serial Numbers not Required The ASN does not allow the input of serial numbers.

If the part does require a serial number, contact the buyer and request that the part serialization code be changed in SAP

The part number is setup to require that a UID number be input SAP

Either: 1) Add the UID number using the ‘Show Details’ tab, or 2) If the part should not require a UID number, contact the buyer and request that the part UID code be changed in SAP

The UID number has already been assigned

Assign a different, unused UID number




The UID number has already been assigned

Assign a different, unused UID number

The delivery date must not be in the past (date and time).

The delivery date must be after the shipping date (date and time)

The shipping date should not be a past date and time.

Revise the shipping and delivery dates as needed.

The serial number that was entered in the serial number field has not been packed

Go to the packing screen and pack the serial number.

The packing process detects that not all serial numbers have been packed.

Check the packing screen to ensure all serial numbers have been packed.

The entire quantity on the ASN has not been packed

Review the packing screen to ensure the packed percentage is 100%

Green messages indicate that the ASN was created successfully and published to SAP

The label can be printed.

The due list screen returned more than the lines listed in the ‘Maximum Number of Hits’ field.

Restrict your results be inputting filtering criteria such as plant, part number, order number, etc.

This message appears when the ‘Print All Labels’ button and the ASN has not been published.

The order must be published before the ASN can be printed. The publishing program may take a few seconds to complete. If the ASN has not been published, click the ‘Save ASN / Publish’ button. If the ‘Save ASN / Publish’ button was recently clicked, wait a few more seconds and try the ‘Print All Labels’ button again.

The calculated best before date is less that the remaining shelf flied days that are set up in SAP. Contact Buyer for the allowed expiration date.

This message appears when the remaining shelf life days are less than 30 days from the current date

In order for the ASN to be created, material with a shelf life of greater than 30 days must be used.

The Manufacturing date cannot be later than the current date

This message appears when the supplier inputs a manufacturing date that is later than the current date

Input the actual manufacturing date. The date cannot be later than the current date.




Attempting to Publish the ASN will result in errors and warning messages.

Review the message area for any messages that need to be corrected.

Attempting to Publish the ASN will result in errors and warning messages.

Review the message area for any messages that need to be corrected.

The packed quantity is not 100% Review the HUs and make sure

that the ASN is 100% packed.

An inspection lot (if required) is not correct or has not been selected

Review the inspection lot field. Make sure an ilot has been selected.

A Country of Origin value has not been input

Review the Country of Origin field and make sure it is complete

The shipping date (or time – if the date is current) is in the past

This is a warning message only, the ASN can be published. Check the shipment date and time and correct if necessary.

4.4. Additional Information Regarding Serial Numbers

The requirement for the supplier to input serial number is a result of the setup of the part in UTAS’ SAP system and is usually called out on the engineering drawing. If the supplier believes that serial numbers are not allowed to be input on the ASN and should be allowed, or if serial numbers are required to be input on the ASN and should not be, please contact your buyer to have the setup reviewed or create a supplier portal help desk ticket to get the setup reviewed. TIP: The ASN application allows the pasting of as many serial numbers as needed to complete the ASN. In the Serial Number section of the ASN Create screen, a new button, titled ‘Mass Entry’ allows the pasting of serial numbers.



A screen will pop up that displays the ASN Quantity, followed by a spreadsheet of numbered rows, with a column for both Serial Numbers and UID / UII Numbers The functionality is similar to the copy and paste functionality that is used in Excel. The supplier can input the associated serial numbers on an external spreadsheet, and then copy the serial numbers onto their clipboard. Navigating back to the ASN Serial Number screen, place the curser in the first field of the serial or UID number and then paste. After the serial or UID numbers are populated on the screen, click the Apply button to have the numbers populated into the ASN Serial Numbers section. TIP: The UII number is input in a field that is located on the serial number screen two fields to the right of the Serial number field.



In addition, to mistake proof the process, If Serial or UID numbers are not required for the ASN, the Serial number section will not allow input. Also, the ‘Mass Entry’ button will result in a message in the pop up screen that indicates that ‘Serial Numbers not required’.

A supplier can determine if serial numbers are required to be input prior to navigating to the Serial Number screen. The supplier can click on the ‘Check’ button of the ASN screen at any time. If serial and/or UID numbers are required, error messages will indicate either serial numbers are required: ‘Serial number is required for the product ASN’ or that UID numbers are required: ‘0 UII value(s) entered. Expected XXX ASN quantity.’ Functionality has also been added to the serial number field that will validate that the serial number that the supplier enters has not been already assigned to an ASN and shipped. If a serial number is duplicated, a message will be displayed that indicates that the Serial Number or UID number has already been assigned to the part number.

5. EXCEPTIONS TO THE STANDARD WORK

None.