Create Inbound Shipments — Advanced Shipment Notifications (ASNs)

An Inbound Shipment or Advanced Shipment Notice (ASN) tells MasonHub what inventory to expect to receive at our facility. Without a proper ASN, our facility associates will not know what inventory to expect or when to receive it upon arrival at our dock. 

Benefits

• Initial transfer of inventory to MasonHub when onboarding
• Replenish merchandise inventory that you’re currently selling
• Replenish supplies inventory like boxes, envelopes, tape, component parts, etc. used during outbound shipping

Considerations

• SKUs must first exist in the MasonHub OMS before you can create an ASN.
• ASNs must be created at least 48 hours before they arrive at the facility so we can ensure there is space and staff available to receive it when it arrives.
• A delivery appointment is required for courier deliveries, LTL - Less than truckload, FTL - Full truckload and floor loaded containers. Contact MasonHub Support to request an appointment and include the ASN customer identifier as well as total pallets, cartons, SKUs, and units expected.
• ASN or Purchase Order number – ideally both – must be visibly labeled on the load.

Create a New Inbound Shipment / ASN

Before we can receive your shipment of inventory, you must upload an ASN in MasonHub’s system. 

1. Navigate to ASNs > Upload ASN.
2. Download template file and enter your shipment’s details.
3. Follow the guide on the ASN page for details on which fields are required and which are optional.
   • The first 8 columns are the header details for your ASN and must be repeated on every line.
   • The last 2 columns of the file are the line items for your ASN and where you indicate the SKU (customer_sku_id) and quantity.
4. Scroll to the top of the page and click Choose File to select your file.
   • You will see the file name appear next to the button when it's successfully selected.
5. Click Upload.
6. You will see your uploaded results:
   • If successful, you will see the ASN number and a success message.
   • If there was an issue with your file, you will see the ASN number and an error message.

Download the template file, edit your CSV, and upload it. You'll see your file name next to the Choose File button once it's selected. Click Upload to create your ASN.

You'll see a success message with the ASN customer identifier if there are no errors.

You'll see an error failure message with an error message if the file could not be uploaded. This examples shows you that the ASN could not be edited because it's not open.

You'll see a file error message if there was a formatting issue with data in your CSV.

Note: If you are a MasonHub API customer, use POST /inbound_shipments to create an inbound shipment ASN. View MasonHub’s API documentation here.

Copy an Existing Inbound Shipment / ASN

1. Search for the existing ASN in the MasonHub OMS.
2. Click Duplicate ASN.
   
3. You have two options when duplicating your ASN. Under Duplicate Action choose one of the following:
   • • Exact Copy – This is convenient for replenishing the same inventory.
     • All Remaining Units – This will only duplicate the SKUs and units that were not fully received on the original ASN. This is useful when your vendor splits an ASN across multiple shipments.
4. Enter the Expected Arrival Date.
5. Click Duplicate. This will refresh the page and create a new ASN. 
6. The new ASN will keep your original customer_purchase_order_id (your internal purchase order number).
7. The new ASN’s name or customer_identifier (unique MasonHub system identifier) will be the same as the original, with a suffix of “^” plus a number. The number will increment by 1 each time you copy it.

Create an exact copy of the original, or choose to only copy over unreceived SKUs and totals from the original in the case of a split shipment.

Duplicate an existing ASN when the vendor unexpectedly split the shipment. We will close out the first ASN and require a second one to receive the remaining goods.

When you duplicate an ASN, the system will keep the original PO number (customer identifier) and add a suffix. This makes it easier for you to find all copies of an ASN.