1. Training Presentation for Supply Chain Platform: BAE Systems
Advance Ship Notices
Training Presentation for
Supply Chain Platform: BAE Systems
May 2015

2. Course Objectives After completing this course, you should be able to:
Create an advance shipment notice (ASN)
Print shipping labels
Create draft ASNs
Add attachments to a shipment
Check status of a shipment
SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

3. ASN Business Process
ASN stands for Advance Shipment Notice and is a document you would send to the buyer via SCP
Used to communicate when goods are ready for shipment
Provides a shipping label that can be applied to your packages
Some business rules for ASNs:
ASNs can be created for discrete orders, but not for blanket orders or schedule agreements
There is a ‘Shipment Allowed’ flag on discrete orders that will indicate which items can be applied to an ASN
ASNs can be created from multiple discrete orders, but the ‘Ship To Address’ must be exactly the same for all lines
ASNs can have up to 500 lines
There can be attachments for ASNs
SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

4. ‘ASN Allowed’ Flag on Orders
Only discrete order schedule lines with the ‘ASN Allowed’ flag set to “Yes” can be applied to an ASN.
SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

5. States for ASNs
Shipped – supplier creates a shipment line with reference to an order in SCP.
Shipped Unreferenced – supplier creates a shipment line (via upload or integrated connection) that does not reference an order in SCP.
Received – if a buyer sends in a receipt to SCP that is linked to a shipment/order, and the ‘Received Qty’ becomes greater or equal to the ‘Shipped Qty’, then the shipment line automatically transitions to a ‘Received’ state.
Archived – SCP automatically transitions an ASN to this state after a specified period of inactivity.
Cancelled – supplier cancels a shipment line.
SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

6. Create Advance Shipment Notices (ASNs)
SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

7. Locate the Purchase Order to Ship
On the navigation tree, go to Order Management – Shipment – Create Shipment
Enter the Order Number
Click Search 2 1 3
SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

8. Select Order Lines to Ship
Scroll to the right to view detailed information for each order line
Select the order lines that you want to include in the ASN
Click Next 5 6 4
SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

9. ‘Create Shipment’ Form
The ‘Create Shipment’ form has header and line sections – most of the data is from the order.
SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

10. ‘Create Shipment’ Form
Fill in data about the shipment on the form – a red asterisk indicates a required field.
SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

11. Select a Carrier
SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

12. Create the ASN Record in SCP
Once your data is filled in, you must send the ASN to BAE Systems by clicking the Send Shipment button. You can also save the ASN as a draft (see next section).
SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

13. Shipment ASN Confirmation
You will see a confirmation message at the top of the page. The ASN Number is a link that will take you to the Shipment Details page.
Once the ASN has been sent:
The ASN becomes a record in the system and can be located using ‘Search’
The state of ‘Shipped’ is applied to the ASN
The print buttons appear so that you can print shipping labels and get a copy of the ASN record.
SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

14. Cancelling Lines
A supplier can cancel lines on an ASN that was already sent to the buyer. An updated version of the ASN will be sent to the buyer.
On the Shipment List page or a Shipment Details page, select the line(s) to be cancelled and then click the Cancel button.
SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

15. ‘Received’ Status
If there is a receipt tied to the order/shipment and the Received Qty is equal or more than the Shipped Qty, then the ASN will automatically move to the ‘Received’ state.
SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

16. Print Shipping Labels
SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

17. Print Labels for One ASN
To print shipping labels for a single ASN, open the Shipment Details page and click the Print Labels button.
SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

18. Print Labels for Multiple ASNs
You can also print shipping labels for a set of ASNs. On the navigation tree, go to Shipment – Print Labels. Enter search criteria for the set of ASNs (for example, ‘ASN Created’ date of today) and then click the Search button.
SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

19. Batch Printing for Labels
Select the rows and then click the Print Labels button. Select to Open or Save the file.
SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

20. Example of a Shipping Label
The labels open with Adobe Reader and the file is in a .pdf format. Use the icons to Save, Print or the labels. The number of labels that print is based on the ‘Total Packages’ that you entered when you created the ASN.
SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

21. Draft ASNs
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22. Save a ‘Draft ASN’ Version
To hold an ASN as a draft version (and delay sending), click on Save Draft (instead of ‘Send Shipment’) when you are creating the ASN.
Note: You cannot print a draft ASN or the shipping labels for it.
SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

23. Locate and Publish Draft ASNs
Go to Order Management  Shipment  Draft Search
Enter search criteria to locate the draft, then click Search 1 2
SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

24. Locate and Publish Draft ASNs
From the Shipment Draft List page, click on the ASN Number link to edit the ASN data
From this list page, you can also send the ASN or delete the draft by selecting a row and clicking one of the blue action buttons. 3
SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

25. Locate and Publish Draft ASNs
Once the ASN is ready to send to BAE Systems, click Send Shipment
You can also delete or update the draft version of the ASN
Note: Draft versions of ASNs are not visible by users with other roles.
If a draft is created by a user with an administrator role (SAdmin), it will not be visible to someone using a regular user role (SUser) until the ASN is moved out of draft status. 4
SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

26. Attachments to Shipments
SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

27. Attachments to Shipments – Business Rules
A supplier user can add attachments to an ASN at the header or line level
The file can be any format type but the combined total size of the ASN file plus all attachment files should not exceed 10MB.
Any user with access to an ASN attachment in SCP will be able to open or save the file. However, attachments are not included in upload/download processes or integrated connections for ASNs.
To replace an existing file, use the ‘Update’ action button and the file must have the same ‘file name’. The only way to remove an attachment is to delete the shipment that has the file attached to it.
SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

28. Attach a File to an ASN
Click on the ‘Attach’ paperclip icon at the header or line level of an ASN
In the pop-up window, you can choose to ‘Add’ a file or ‘Update’ an existing file
When the ASN transitions to a ‘Shipped’ state, the file(s) will be sent to the buyer
SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

29. Check ASN Status
SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

30. ASNs by Status on My Workspace
You can quickly see a list of recent shipments by going to My Workspace and the Shipment Summary section. Click on the number link for the Shipped state.
SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

31. Search by ASN or PO Number
Or you can look for a specific ASN based on search criteria. On the navigation tree, go to Order Management – Shipment – Search. Enter search criteria and click the Search button.
SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

32. ‘Shipment Info’ Tab on Purchase Order
From the ‘Order Details’ page, you can click on the Shipment Info link in the middle of the screen to see all of the ASN lines associated with this purchase order.
SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

33. ‘Shipped Qty’ on Purchase Order
Also, on the main Order Details tab, you can scroll to the right to see the Line Shipped Qty (for line items) and Shipped Qty (for schedule lines).
Note: An order line (line item) can include multiple schedule lines (dates & quantities) for that item.
SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.

34. Section Summary We have learned… How to create an ASN in SCP
How to print shipping labels
How to create a draft ASN
How to add attachments to an ASN
How to check the status of an ASN
SCP-BAE: Copyright 2015 Exostar LLC. All Rights Reserved.