Product: TrueAuto platform, Truckload

Article link: http://kb.trueauto.truecommerce.com/en/articles/9446781-trueauto-how-to-create-and-submit-asn-inv

Creating and submitting an Advance Shipping Notice (ASN) or Invoice (INV) is a routine yet essential task in the automotive supply chain. These electronic documents are integral to the “procure to pay” cycle. This article is written to provide you with the steps needed to streamline your day-to-day ASN/INV processes within the TrueAuto platform.

ASN and Invoice are important for automotive supply chain

Most manufacturers require that the ASN includes precise and timely data across several key areas. Some of important fields are listed below:

Bill of Lading (BOL) number
Shipment date and time
Gross weight of shipment
Net weight of shipment
Total quantity on the Bill of Lading (e.g. number of cartons)
Pool point location (if applicable)
Trailer number (or air bill if it’s an air shipment)
Ship-from location
Ship-to location
Part number
Quantity shipped
Unit of measure
Purchase order number
Number of cartons shipped of each part
Quantity per carton

Ensuring ASN accuracy is critical due to the importance placed on the integrity of information about inventory records, supplier schedules, and invoice payments. Failure to issue an ASN in a timely fashion will typically lead to non-compliance and the risk of charge-backs.

IMPORTANT: The sections, below, include general steps applied to all trading partners. Be aware that some trading partners require data that others do not. Based on a trading partner's business rules, you may need to build labels or perform TruckLoad processing before you send ASNs.

NOTE: For special instructions on how to fill in mandatory fields and additional shipment information, such as container labels, contact TrueAuto Support.

Work with Customer Shipments

An ASN is the electronic document that TrueAuto creates and sends when your truck is completed and leaves the dock. Depending on your specific Trading Partner or your Company terminology, an ASN may also be referred to, but is not limited to, a Shipment, Shipper, Delivery, Truck, EDI 856, DESADV, or AVIEXP. Sending ASNs gives your customers prior knowledge of what is coming on the truck. The type of information on ASNs depends on each trading partner’s EDI specifications.

Create an ASN

To create an ASN in TrueAuto:

From the Customer Shipments menu, click Shipments.
On the Customer Shipments page, click New.
Within the Customer Shipment window, select the Trading Partner in the drop-down list.
Fill out the shipment details according to the trading partner’s requirements. Use the Field Definitions provided in the table, below.
When you are finished, click Save.

Field	Definition
Trading Partner	The customer you are shipping to. There is no reason to change this value.
Created Date	The date when this Shipment was created.
Purpose	EDI purpose codes indicating this ASN is an original, a cancellation, a change, or a replacement (not all Trading Partners use purpose codes, default=00).
Ship ID	Shipment ID, ASN Number or truck number. This number often matches the packing list number or the Bill of Lading (BOL) number.
Project Nbr and Plant ID	A trading partner-specific field on a common screen. When the orders are assigned, these fields are often automatically populated.
Issuer	Usually the issuer.
Other Name	Other required name identifier.
Ship To	The code representing the customer’s address where the shipment is going.
Ship Date and Time	The date and time when the Shipment is scheduled to ship.
Ship From	The address code of the supplier (your address).
Delivery Date	The date when the Shipment is scheduled to be delivered.
Gross Weight and Units	The gross weight of the pallet and the unit of measure.
Net Weight and Units	The net weight of the pallet and the unit of measure.
Tare Weight and Units	The tare weight of your shipment and the unit of measure.
Carrier Equipment Desc Code Equipment Type)	The type of equipment used.
Equipment Prefix	Usually, the Standard Carrier Alpha Code (SCAC) code.
Trailer Number	The trailer number of the truck that this ASN is leaving on.
Routing Sequence	Default is set to B.
ID Qualifier	The code structure to identify the carrier. In general, this field is defaulted.
Carrier	SCAC - The code that identifies the trucking company.
Transport Method Mode	The code that represents the method in which the shipment will be transported.
Carrier Location	The location of the carrier.
Direct Ship	Indicator if this Shipment is a direct shipment.
Bill of Lading	The Bill of Lading (BOL) number.
Packing List	The number of the Packing List that lists the contents in the Shipment container.
Carrier Ref	The reference number used for the carrier.
Air Bill	The air bill number (if any) if the shipment is transported via air.
Freight Bill	The freight bill number, if any.
Seal Nbr	The number of the seal that remains on the container during shipping and is removed by the consignee.

Send an ASN

After the truck has picked up the parts that are staged for shipping, you may now send the shipment electronically to the trading partner in the form of an ASN.

From the Customer Shipments menu, click Shipments.
On the Customer Shipments page, select the ASN that you want to send, and then click Send Document.
- If you have not printed shipping papers for this ASN yet, you will be prompted with the Shipping Papers page.
- If the ASN is missing a Trailer Number, you will be prompted to enter it.
On the notification message, click OK to proceed.
When the document is sent successfully, the system message appears. Click Yes if you want to send an EDI file to the customer.

NOTE: If you make any changes after an ASN is sent, you may need to resend the document. It may also be necessary to send a cancellation first.

Work with Invoices

An EDI Invoice, known in X12 as an EDI 810 and in EDIFACT as an INVOIC, can be created in TrueAuto if the trading partner has a corresponding outgoing form. If your Trading Partner does not require EDI invoices, you may still use TrueAuto’s invoices for traceability or paperwork.

Create an INV

From the Customer Finance menu, click Invoices.
On the Customer Invoices page, click New.
Within the Customer Invoice window, fill out the form. Use the Field Definitions provided in the table, below.
When you’re finished, click Save.

Field Definitions - General

Field	Definition
Trading Partner	The Trading Partner code.
Purpose	Indicates the invoice’s purpose code.
Invoice Nbr	The Invoice number.
Invoice Date	The date when the invoice was generated.
Shipment Id	The ASN number.
Ship Date	The date when the order was shipped.
PO Reference	The purchase order record.
PO Date	The date when the purchase order was created.
Remit to Code	The address code for remittance.
Amount	This field is calculated from the Line Item totals.
Supplier Code	The Supplier Code assigned by the Trading Partner.
Currency	The currency code.
Ship To	The Ship To code representing the customer’s address.
Bill To	The Bill To code representing the recipient’s address.
Subject to Discount	The amount on the invoice on which a discount will be applied.
Trans Type	The type of transaction (EDI 850, EDI 855, or EDI 860).
Discount Amount Due	The percentage amount of the discount that is due.
PO Shipment Invoice	Indicator if this invoice is for a PO shipment.
Life Cycle	This field is for internal processing and should never be changed.

Field Definitions - Terms

Field	Definition
Type Code	The code used for this type of invoice.
Basis Date Code	The code used for the method of applying the Value Added Tax (VAT) to the price at which the goods or services will be invoiced.
Terms Description	The terms of the deal and available methods of payment.
Discount %	The allowed percentage that will be deducted from the invoice.
Discount Due Date	The date when the discount is due.
Deferred Due Date	The due date on which the invoice payment is delayed.
Discount Amt	The percentage amount of the discount.
Deferred Amt	The amount of the invoice that will be delayed.
Discount Days Due	The number of days in which the allowed discount is due.
Net Due	The balance of the invoice that is due after calculating discounts and/or other charges, fees, allowances, etc.
Pct Payable	The percent of Invoice Payable.
Net Dates	The dates when the net balance is due, for example, Net 10, Net 15, Net 30, etc. This means that the balance is due in 10, 15, or 30 days after the date of the invoice.
Day of Month	The day of the month in which the invoice is due.

Field Definitions - Other Info

Additional information that is used in specific sections of the invoice, for example, Purchase Order dates.

Send an INV

Use the Send Document feature to send an EDI 810 Invoice to your trading partner.

From the Customer Finance menu, click Invoices.
On the Customer Invoices page, select the invoice that you want to send, then click Send Document.
Within the notification window, click OK.

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