ASN via Advanced Vendor Panel

Software Plan: Growth & Enterprise

Account Type: Seller Account, Aggregator 3PL & Vendor Panel

Inventory Type: Serialized

USN Type: 3

Feature description

This feature allows vendors to send an advance shipping notice to the sellers, offering better visibility and preparedness for incoming shipments. As part of this process, vendors can generate unique serials or barcodes for each inventory item, ensuring accurate tracking, faster reconciliation, and smoother inwarding operations.

Whenever a vendor invoices the PO (B2B order) , an ASN ID is automatically generated—both in the vendor panel and in the seller’s account. This automatic creation ensures that both parties are aligned on the shipment details from the point of invoicing itself.

Once the ASN is in place, vendors can proceed to generate the serials or barcodes directly from their panel. However, in situations where the vendor does not provide these serials, sellers are now also empowered to generate the serial numbers or barcodes themselves from within their seller account. This added flexibility ensures that the inwarding process is not delayed and that inventory control remains fully in the hands of the seller when needed.

Use Case

Scenario:

An e-commerce seller, Trendify Retail, regularly sources inventory from its vendor, Alpha Distributors. Previously, Alpha Distributors shipped the products based on the purchase order (PO), and Trendify would only get visibility into the shipment once it arrived at their warehouse. This led to delays in inwarding, manual barcode generation, and frequent discrepancies in quantity and item matching.

With the new ASN via Advanced Vendor Panel feature:

Before dispatching the goods, Alpha Distributors logs into the Advanced Vendor Panel and creates an ASN for the PO. During ASN creation, they also generate serials/barcodes for each inventory unit. This ASN, along with the generated barcodes, is automatically visible to Trendify Retail in their seller panel.

As a result, Trendify knows exactly what inventory is on the way, can pre-schedule the inwarding process, and prepare their warehouse system to scan the barcodes on arrival. This significantly speeds up the inwarding process, eliminates manual errors, and ensures real-time inventory updates.

In a different case, if Alpha Distributors forgets or is unable to create the ASN, Trendify Retail can still initiate and manage the ASN themselves from the seller panel—ensuring they can continue using their structured inwarding process without waiting on the vendor.

Workflow

Step 1: A seller will create an Approved Purchase Order for the vendor. To learn how to create a Purchase Order, go to Creating Purchase Orders

A B2B order will be created on the vendor panel.

A vendor has to maintain the inventory at their end to fulfill the orders. The inventory on the vendor panel can be inward through GRN/Auto GRN.

Step 2: On the Vendor Panel, the vendor will go to Orders > B2B Orders > Unapproved Orders

Step 3: In Unapproved Orders, the vendor will select the customer and click on Submit.

Step 4: Confirm the required quantity and click Approve Order.

Step 5: Go to Unassigned Orders, Select the customer and click Submit. Click on View Order

Step 6: The vendor will now select the Batch, confirm the quantity and click Assign Order.

Click OK to approve the order

Step 7: Now go to Orders > B2B Orders > View Orders. You will be able to see the order.

Step 8: Scroll right and click Create Picklist.

Step 9: The order will automatically get added to the batch. Go to Order Batches B2B to view the batch. Click on the Action button and print the picklist.

Step 10: You may click on the Picklist ID or Click on the Batch ID to proceed with the packing.

Step 11: If you click on the Batch ID, you must scan the Picklist ID. If you directly click on the picklist ID, the picklist will be auto scanned.

Step 12: Once the picklist ID is scanned, you will get the option to Create Box

Step 13: The box ID will be auto-scanned. Scan the SKU/EAN/SERIAL/UOM. You may scan the items.

Step 14: Add the number of items in the box. Once all the items are packed, close the box. Closing the box is important so that the invoice can be generated.

Step 15: Scan the box ID again and click "Proceed".

The packing slip will be auto-downloaded/printed as soon as the box is closed.

Step 16: Go to Start Invoicing and scan the Box ID.

Step 17: Once all the boxes in the order are scanned, click Generate Invoice.

Check the Export Section to download the invoice.

Step 18: To create Manifest for the B2B order, Go to Orders (main menu) > B2B Orders > Manage Handover.
Click on Create Handover and a handover batch will be created.

Step 19: Go to Actions and click on Scan Boxes.

Step 20: Once the package is added to the handover, add the shipping information.

If the order invoice value is more than Rs 50,000, the shipping information will be mandatory to give. If it is less than Rs 50,000, you may directly generate the manifest

Step 21: Click on Generate Manifest