Before You Create an Advanced Ship Notice (ASN)
Ensure the GS1 prefix or vendor override is configured: Settings > GS1 Prefix. Required for all shipment documents and shipping labels.
If there is a pending PO change, accept or reject it before creating the ASN. You cannot generate shipping documents while a change is pending.
Some trading partners (e.g., Chewy) require a PO Acknowledgment to be submitted before the Shipment option becomes available in the workflow.
Locating a Purchase Order for ASN Creation
If you cannot find a PO: clear any pre-filled search criteria in your Advanced Search filters and search again.
Include archived documents in the scope of your Advanced Search.
Creating the ASN
Open the order in your fulfilment workflow.
Click New under the Shipment (ASN) section.
Choose Auto Fill (recommended for most customers) or User Entry. Use User Entry for partial fulfilments or when specific field control is needed.
Click Create New to generate the ASN.
Switch to Full view to see all fields and tabs.
Complete all mandatory fields (marked with *). Key header fields: Carrier Name, Shipped Date, Estimated Delivery Date.
Build the packing structure under the Order tab. Add packs and assign items and quantities.
Run Check for Errors before sending.
Entering Tracking Numbers
Single Tracking Number
Navigate to the ASN Header tab and enter the tracking number in the Carrier PRO/Tracking# field.
Multiple Tracking Numbers
Use the Bill of Lading field and the Carrier PRO/Tracking# field together. Example: two tracking numbers — place one in each field. Four tracking numbers — place two in each field, separated by commas.
Using Your Own Label Numbers
If you don’t want Fulfillment to generate new label numbers and instead want to use label numbers that you’d already generated, create an ASN using User Entry, select Full View, and check the ‘Using own label numbers?’ box in the Header. This overrides auto-generated IDs, and must be selected before you click into any other tabs.
The ‘Using own label numbers?’ box will only appear if you created the ASN in User Entry, and will only be visible on the form when viewed in Full View.
When the ‘Using own label numbers?’ box is checked, you can go to the Order tab and fill in the First (or only) Carrier ID field. In the First (or only) Container ID field, enter the number from your self-generated shipping label. This number must be exactly 20 characters long and contain only numbers (no letters).
If you have multiple self-generated shipping labels, you only need to enter the first one. Fulfillment will use the value in the First Container ID field as a starting point and automatically generate the remaining labels in sequence.
Correcting a Tracking Number After Transmission
Documents cannot be recalled or edited after sending.
Contact your trading partner about the incorrect tracking number and confirm how they want to proceed.
Create and send a new document from the original PO with corrected tracking information, using the ‘Using own label numbers?’ option described above. Use a new or modified document number.
BOL (Bill of Lading) Field
The BOL field may not be flagged as mandatory on some retailer ASNs. This is often because the retailer allows you to use either the BOL or CarrierPRO/Carrier’s Reference Number fields; in this case, either field can be used and there would be no penalty for not including the other field.
If a BOL is unavailable: use an alternate identifier like Tracking Number or Carrier Reference Number when allowed/applicable. You can also leave the BOL field blank and add it later before sending.
Whitespaces in the BOL field will cause an error even if the field appears empty. Clear it completely.
Expected format: confirm the required length and format with your trading partner (usually 20 characters).
If a customer pickup has no BOL: contact the trading partner to request one or confirm how to proceed.
More Information
Check out the Fulfillment Collection to see all Fulfillment articles.
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