Receive Using the Advanced Shipping Notice (ASN)

To receive shipments for which an ASN has been received:

Note:
For more information on the ASN, see Receiving Orders.

1. Select Acquisitions > EDI Services > Receive ASN Shipments.

The Receive ASN Shipments workform opens.

2. To change the branch location selected in the Filter By Organization box, select a different branch or select All.
3. Search for the ASN using one of the following methods:
   • Select ASN tracking barcode, and scan the barcode located on the label attached to the outside of the carton. Or, type the number that displays under the barcode.
   • Select Supplier SAN, and type the supplier’s SAN.
   • Select ASN date range, and select a from and to date.
4. Click Go.



The top section of the workform displays the shipment information in the following columns:

• Tracking barcode
• Shipped date
• Supplier
• Carrier
5. Select a tracking barcode in the top section of the workform.

The line item information for the selected shipment appears in the bottom section of the workform in the following columns:

• Tracking barcode
• Title
• Author
• ISBN/UPC
• Ordered (the quantity ordered)
• Shipped (the quantity shipped from the ASN)
• Received/ASN Received (the quantity received)
• PO Line ID
• Line Status
• PO Number
• PO Release (date)

Tip:
To link to the purchase order or purchase order line item, select a line item in the bottom portion of the workform, right-click and select Links.

6. Click Receive Carton.

The line items are received. The corresponding number of copies are received in the linked purchase order line item. If the Polaris Administration Acquisitions profile Receiving line items: Warn if linked hold requests is set to Yes, a message displays for titles that have hold requests.

Printing Workslips When Receiving ASN Shipments

Note:
The Polaris Administration Acquisitions parameter Batch print workslips during ASN receiving must be set to Yes to allow the printing of workslips from the Receive ASN Shipments workform.

After receiving on the Receive ASN Shipments workform, you can print purchase order line item workslips. If multiple copies of the same title are received in separate cartons, only one workslip is printed for the title. To print purchase order line item workslips from the Receive ASN Shipments workform, select File > Print > PO Line Item Workslips, or select the down arrow next to the printer icon, and select PO Line Item Workslips.

ASN and EDI Invoices

If the ASN Shipments option is selectedin the supplier record, the following invoice processing occurs:

• If the order was received via the Receive ASN Shipments workform, the EDI invoice is created automatically in Polaris from the supplier’s EDI invoice file (810).
• If the order has not yet been received from the Receive ASN Shipments workform, the following occurs:
• An e-mail is sent with the following message: ASN processing must be done before EDI Invoice #xxxxxxxx can be created.
• The ungenerated EDI invoice file is held in the Process EDI Invoices workform regardless of the Hold partial shipments setting in the EDI Invoice Defaults profile.
• Once the order is received via the ASN, the invoice is created automatically when the EDIAgent runs again. Or, you generate the invoice from the Process EDI Invoices workform as long as the order has been received via the ASN.
• If Hold partial shipments is selected in the EDI Invoice Defaults profile, and the quantity ordered does not equal the quantity shipped, the invoice will remain in the Process EDI Invoices workform until the remainder of the order is received. Then, the invoice will be created automatically. Or, you can generate the invoice from the Process EDI Invoice workform.

ASN Reports

The following standard reports are available from the Polaris Shortcut Bar under Utilities > Reports and Notices > Acquisitions:

• Advanced Shipment Notification Log - The Advanced Shipment Notification log displays all titles received via ASN for a supplier and line item status date range. To generate the report, enter the Supplier SAN (with or without the hyphen), the Line item status start date, the Line item status end date, and click Submit. The line item status date is the date the line item’s status was updated to Received (all segments were received via ASN), or Partly Received (some segments were received via ASN).
• The report lists purchase order line items that have segments received via ASN within the time period (including the start and end dates) for the specified supplier. It includes the following columns of information sorted by purchase order number, then title, then carton tracking number: PO # / Suffix; Title / Author / ISBN (UPC); Tracking Barcode; POLI ID; Ord - Total quantity ordered from the purchase order line items; Sent - Total quantity shipped by the supplier; Rec - Total quantity of all received purchase order line item segments; ASN Rec - Total quantity of purchase order line item segments received using the Receive ASN Shipments workform; Note - If the shipped quantity was adjusted, a note appears in this column. The report is printed in landscape page orientation.
• Advanced Shipment Container Content Report - Lists all items found in a specific package or container for which the supplier has sent an EDI ASN file. Type or scan the 18-digit SSCC tracking barcode in the Report Wizard window. The report is sorted by title, and it includes the following information: title; author; ISBN or UPC; purchase order number and suffix; purchase order line item ID; and the total quantity sent.
• Advanced Shipments Not Yet Received - Lists all items found in a package/container for which the supplier has produced an ASN, but which has not yet been received through the ASN workform. To generate the report, enter the supplier’s SAN (with or without hyphens) in the Report Wizard dialog box. The report is sorted by tracking barcode, then PO number, then title. It lists the tracking barcode, PO#/Suffix, Title/Author/ISBN (UPC), PO Line ID, Qty Sent, and the Date Shipped.

For more information, see Acquisitions Reports.

Update on-order item records

When you release a purchase order, you can opt to create on-order item records. These item records can be updated in the following ways:

• Update items using Item Bulk Change - If your library does not use enriched orders, you can use the Item Bulk Change dialog box to assign barcodes and call numbers to the linked on-order items. From the purchase order, select Links > Item Records to open the linked list box. Then, select the items, right-click and select Ad hoc Bulk Change from the context menu to access the Item Bulk Change dialog box. See Bulk-Changing Item Records.
• Update items manually - Select Links > Item Records to open the linked list box. Open the first item record in the linked list box, scan the barcode and make other edits. Then, press CTRL+S to save the first record, and press CTRL+E to go to the next record in the linked list box without leaving the Item Record workform.
• Automatically receive EDI purchase order line items - When you send orders via EDI, an EDI invoice file is retrieved from the supplier’s site, and invoice records are created automatically in the Polaris database. You can select Update linked purchase order line items on the EDI Invoice Defaults profile, and opt to update the linked on-order items or leave them on-order. See Set up EDI invoice defaults.
• Receiving shelf-ready items - If your library sends “enriched” EDI orders, the supplier provides bibliographic records with embedded holdings data. When the bibliographic records are imported, the embedded holdings data update the on-order item records with barcodes and other cataloging and circulation information, making them shelf-ready. For more information, see Enriched EDI Orders and Shelf-Ready Items. If you receive shelf-ready items as a result of Enriched EDI, you can use the Check In Shelf-Ready Materials workform to check in the on-order items and receive the linked purchase order line item segments. See Check in new shelf-ready items.