Prism 2.

0 User’s Guide
Chapter 20. ASNs

Retail Pro International, LLC

400 Plaza Dr., Suite 200
Folsom, CA 95630 USA

USA 1-800-738-2457
International +1-916-605-7200
www.retailpro.com
 Prism 2.0 User’s Guide Chapter 20. ASNs

About this Guide

This document explains how to use ASNs in Prism 2.0.
While Retail Pro International, LLC. endeavors in good faith to ensure that our
documentation is an accurate reflection of the capabilities of our products, it is
possible that certain inadvertent and/or typographical errors may nonetheless occur,
in spite of our best efforts to avoid the same. If you as a licensed user of these
product(s) encounter what appears to be an inconsistency in the documentation as
compared to your perception of the performance of the product(s), please contact
your Retail Pro Authorized Business Partner and inform them promptly of the
discrepancy so they/we can have the opportunity to correct the documentation. In
addition, while our documentation is generally a current reflection of the actual
features and operation of our products, changes to the features and operation of our
products which occur between formal releases of the documentation can be found on
the my.retailpro.com website, in the Documentation Portal, in the Release Notes
area, and any such changes are incorporated herein by reference.
Retail Pro International, LLC
400 Plaza Dr., Suite 200
Folsom, CA 95630 USA

USA 1-800-738-2457
International +1-916-605-7200
www.retailpro.com

Copyright © 2022 All rights reserved. Retail Pro International, LLC.

USA 1-800-738-2457
International +1-916-605-7200
www.retailpro.com
Trademarks
Retail Pro and the Retail Pro logo are registered trademarks and/or registered service marks in the United States and other countries. All rights
reserved. Other parties’ trademarks or service marks are the property of their respective owners and should be treated as such.

Document Revision History

Date Description
11/10/2020 Updated for 1.14.7
08/16/2021 Updated for Prism 2.0
01/25/2022 Updated screenshots, text, “copy received qty from orig qty on
ASN voucher” pref.

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 Prism 2.0 User’s Guide Chapter 20. ASNs

Table of Contents
About this Guide ................................................................................... 2
About ASN Vouchers .............................................................................. 4
ASN Voucher Permissions ......................................................................... 5
ASN Preferences .................................................................................... 6
Generate ASN from Purchase Order ............................................................. 6
Generate ASN from Transfer Slip ............................................................... 11
Generate Voucher from ASN .................................................................... 13
Shipping Package Numbers on ASNs .......................................................... 13
Copy Received Quantity from Original Quantity on ASN Voucher ......................... 21

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 Prism 2.0 User’s Guide Chapter 20. ASNs

About ASN Vouchers

An Advanced Shipping Notice (ASN) lists items due to be received at a store. ASNs
are typically generated from purchase orders, in which case the items and quantities
on the PO are brought to the ASN; or users can create a new ASN from scratch.
ASNs play an important role in the ordering and receiving process. An ASN voucher
is a voucher document that already has the package number and the incoming
merchandise listed. When the merchandise listed on the ASN voucher arrives, the
voucher can be completed and filed as a former voucher. At this point, the items are
received into inventory and the PO referenced by the ASN voucher is updated. A
batch of ASN vouchers can also be processed as a group, without individual review,
using their ASN package numbers (Batch Receiving feature).
Generating ASN Vouchers
• When transferring merchandise from one store to another, updating an out
slip (moving merchandise out of the source store's inventory) will generate an
ASN voucher. At the target store, a user can generate a voucher from the
ASN to receive the merchandise into the target store's inventory.
• When ordering merchandise on a multi-store PO, a user can generate an ASN
for each store so each store knows what merchandise to expect. When the
merchandise arrives at the store, a user can generate a voucher from the
ASN to receive the items ordered on the PO into inventory.

ASNs - Basic Steps

1. ASNs are typically generated from a source document (e.g., a PO or a slip).
▪ When transferring merchandise from one store to another, updating an
out slip (moving merchandise out of the source store's inventory) will
generate an ASN voucher. At the target store, a user can generate a
voucher from the ASN to receive the merchandise into the target store's
inventory.
▪ When ordering merchandise on a multi-store PO, a user can generate an
ASN for each store, so each store knows what merchandise to expect.
When the merchandise arrives at the store, a user can generate a voucher
from the ASN to receive the items ordered on the PO into inventory.
▪ Alternatively, a user can create a new ASN voucher
2. (Optional) If using package numbers, from the ASN select Options > Shipping
Packages and scan/add package numbers.

3. Add/edit fees, shipping, etc. and save the changes.

4. When the merchandise arrives at the store, generate a voucher or use batch
receiving to mark and update multiple vouchers.

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 Prism 2.0 User’s Guide Chapter 20. ASNs

ASN Voucher Permissions

You can control access to specific ASN features using the following security
permissions:

Permission Description
ASN Vouchers – Change Allow group members to edit the Associate field on ASNs.
Associate
ASN Vouchers – Change Allow group members to change the cost of items on ASN
Cost vouchers.
ASN Vouchers – Change Allow group members to change the price of items on
Price ASN vouchers.
ASN Voucher – Change Allow group members to change the default store for the
Store ASN.
ASN Voucher – Change Allow group members to change the default subsidiary for
Subsidiary the ASN
ASN Vouchers – Allow group members to create a new ASN or copy an
Create/Copy existing ASN.
ASN Vouchers – Allow group members to deactivate/delete ASN vouchers.
Deactivate/Delete
ASN Vouchers – Edit Allow group members to edit a saved ASN.
ASN Vouchers – Edit Item Allow group members to edit the item quantity of a saved
Quantity ASN voucher.
ASN Vouchers – Enter Allow group members to enter a negative quantity for
Negative Quantity items on an ASN voucher (used for returning items).
ASN Vouchers – Flag Allow group members to manually select the Received flag
Packages as Received for shipping packages.
ASN Vouchers – Generate Allow group members to generate a receiving voucher
Receiving Voucher from an ASN. This permission is required to perform batch
receiving.
ASN Vouchers – Print Allow group members to print ASN vouchers.
ASN Vouchers – Print Allow group members to print held ASNs.
Held

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 Prism 2.0 User’s Guide Chapter 20. ASNs

ASN Preferences
Automatically create after slip is updated …
Select what should happen when a transfer slip is updated.
ASN: Generate an ASN voucher.
Voucher: Generate a receiving voucher.
Copy received quantity from original quantity on ASN Voucher
If this option is selected, when a voucher is generated from an ASN, the Qty Rcvd on
the voucher is populated from the Original Qty field on the ASN.
If this option is not selected, when listing PO items on the ASN, the Order Qty is
copied to the Doc Qty field, but the Rcvd Qty field must be entered manually.
The Original Qty on an ASN is the item quantity that was listed when the ASN was
first created. If the ASN references a PO, the PO Qty is copied to the Orig Qty field.
The Qty Rcvd is the quantity that is will be received, and this value can be edited
after initial creation of the ASN. The Original Qty field cannot be edited; it remains
the same even if you change the Qty Rcvd.

Generate ASN from Purchase Order

Save the purchase order if not saved already.
Click the Options button.

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 Prism 2.0 User’s Guide Chapter 20. ASNs

Select Generate ASN Voucher.

Click Generate ASN(s).

New ASN that references a PO

Note: You can also generate an ASN voucher from the PO using the Options button
on the PO.
Navigate to Store Operations > Receiving > New ASN.
Enter the Reference PO No and press the <Enter> key.

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 Prism 2.0 User’s Guide Chapter 20. ASNs

Click the PO Items button. Use the Item Due or All Due button to select the items
to bring to the ASN
Click OK.
Use the Voucher Details button to enter fees, freight, discounts, etc.
(optional) To enter package numbers, click the Options button and select Shipping
Packages. Scan or type the package numbers.
Save the changes.
To generate a voucher from the ASN, click the Options button and select Generate
Voucher.
Review the voucher and update.

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 Prism 2.0 User’s Guide Chapter 20. ASNs

Sample ASN voucher with options menu displayed:

Referencing a Purchase Order

If referencing a purchase order, any fees, freight, discounts, tax, etc. are copied to
the ASN. If a voucher is generated from the ASN, the information, including a
reference to the original PO#, is copied to the voucher.
ASN Document Number
When you start a new ASN, the document number is not assigned until you save the
document. When you save the document, the number will be displayed in the
header.
Voucher Details on ASN Vouchers
Using the Voucher Details button, you can edit the following information: Freight,
Fees, Discounts, Tax, Payment Terms, Vendor Account Number, Vendor Invoice,
Comments.

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 Prism 2.0 User’s Guide Chapter 20. ASNs

Sample Voucher Details

Vendor Payment Terms on ASNs

The Vendor tab of the Voucher Details screen has an area for entering payment
terms with the vendor. Select a payment term type from the dropdown and then
enter details for the selected type. For example, if you selected “Days,” you can
enter up to three sets of discounts. For each set, enter the percentage discount to be
received and the number of days by which payment must be received to get the
discount.

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 Prism 2.0 User’s Guide Chapter 20. ASNs

Generate ASN from Transfer Slip

By default, when a user updates a transfer slip, an ASN automatically generated.
This action is controlled by the setting in Admin Console > Node Preferences >
Transfers > General: Upon Transfer Slip update generate: [ASN or Voucher]. The
ASN can then be reviewed and if no changes are needed, the user can generate a
voucher from the ASN.
If the preference is changed to “Upon Transfer Slip update generate: Voucher,” then
a receiving voucher (not an ASN voucher) will be created when a user updates a slip.
Use ASN Lookup to find the ASN voucher. Select the voucher and click View.

Click the Options button and then select Generate Voucher.

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 Prism 2.0 User’s Guide Chapter 20. ASNs

When the voucher is generated from the ASN, the user has the option of editing the
document. For example, if the user receiving the merchandise counts only 9 units
instead of the 10 listed on the ASN, the user can edit the voucher. When the voucher
is updated, there will be a discrepancy between the slip and its voucher that must be
resolved in transfer verification.

Next, navigate to Transfers > Transfer Verification. In Transfer Verification, select

the slip and its matching voucher and click Update Pair (or Update All).

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 Prism 2.0 User’s Guide Chapter 20. ASNs

Generate Voucher from ASN

ASN vouchers do not update inventory. To update inventory with the received
quantities, a receiving voucher must be generated from the ASN.

Steps Instructions Screen Elements

1. Find and display the ASN.
2. Select the Options button.

3. Click Generate Voucher. Review the

generated voucher, make any needed
changes, and print/update.

Shipping Package Numbers on ASNs

In the logistics world, a Serial Shipping Container Code (SSCC) is an 18-character
numeric string that identifies a carton, pallet or crate on a shipping container. Prism
uses the term Shipping Package and Package Number to identify these cartons,
pallets or crates. A common use of shipping packages is to batch receive
merchandise. A worker can scan the barcodes of individual cartons, pallets, or crates
as they are received, and then do a “batch update” that updates all the associated
vouchers. Shipping Package numbers in Prism can be a maximum of 20 characters.
Shipping Packages – Basic Steps
1. Add one or more package numbers to an ASN. This associates the numbers with
the ASN.
2. When the merchandise arrives, navigate to the Batch Receiving area. Search for
the ASN and select it. Scan shipping package numbers for the ASN. As each
shipping package number is scanned (or entered), it is marked. The system
keeps track of how many packages have been scanned for each ASN.
3. When the number of marked shipping packages equals the number of expected
shipping packages for an ASN, the ASN is marked and can be received. Click
Receive Marked. A voucher is generated and updated for each marked ASN.

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 Prism 2.0 User’s Guide Chapter 20. ASNs

Step 1. Add Package Numbers to ASN (Optional)

Navigate to Store Operations > Receiving > ASN Lookup. Use ASN Lookup to search
for the ASN(s) that were generated from the PO.
Select an ASN and click the OK button.

The ASN is displayed.

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 Prism 2.0 User’s Guide Chapter 20. ASNs

At the bottom of the ASN voucher is an Options button. Click the Options button and
select Shipping Packages from the Voucher Options menu.

A screen is displayed for adding/removing Shipping Packages. Enter the number in

the text field and click the Plus sign. The number is added to the list. Enter additional
Shipping Packages in the same manner. When you are finished adding numbers,
click the Close button at the bottom of the screen.

Received Flag
Each number has a Received flag. When a package number associated with an ASN
is scanned, the Received flag is automatically selected. If the user has the Flag
Packages as Received permission assigned, then the user can manually select the
Received checkbox. Depending on preferences, all packages may have to be marked
Received to update the receiving voucher.

Step 2. Scan Package Numbers in Batch Receiving

Navigate to Store Operations > Receiving > Batch Receiving
The Batch Receiving area has a toggle screen that enables you to switch back and
forth between ASN view and Shipping Package view.

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 Prism 2.0 User’s Guide Chapter 20. ASNs

button Description
Click this button to display filter fields that
enable you to search for specific ASN(s).

Click this button to hide the Filter fields so that

you have more screen area for working with
Shipping Packages and ASNs.

By default, you don’t have to mark shipping packages as received; however, if the
“Require all specified packages for receiving” preference is selected, you are required
to receive all an ASN’s shipping package numbers before you can mark the ASN for a
batch update.
ASN Search
In the Filters area, select a filter element from the Search By drop-down. Enter the
desired filter criteria, select an operator (e.g. “Contains” or “Equals”) and click
Search.

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 Prism 2.0 User’s Guide Chapter 20. ASNs

A list of matching records is displayed. The Total Packages column displays the
number of shipping packages associated with each ASN. If you click the number, the
Shipping Packaged dialog is opened, enabling you to add or delete numbers, or mark
numbers as received.

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 Prism 2.0 User’s Guide Chapter 20. ASNs

Scan Packages
If the ASN has Shipping Packages associated with it, click the Scan Packages button.

The interface shows a list of Received Packages in the top pane and Marked ASNs in
the bottom pane. The Received Count and Expected Count columns enable you to
track how many more packages remain to be scanned for an ASN.
A text field for scanning or searching for packages is available on the top right part
of the screen. Place the focus in the Scan Packages text box and scan (or type) the
number. If you type the number, click Search or press <Enter>. If the number is
found, it is automatically marked as Received.

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 Prism 2.0 User’s Guide Chapter 20. ASNs

When you scan the final package for an ASN, the ASN is automatically marked and
added to the lower pane.

Marking ASNs manually

Click the check mark in the left-most column and then click the Mark ASN button.
This marks the ASN for inclusion in the batch update. If necessary, you can click the
Unmark ASN button to remove the ASN from the batch update.
Note: If the ASN has shipping packages associated with it and the preference to
require that all packages be received is enabled, then you won’t be able to mark the
ASN until all packages have been received.

Step 3. Update Marked ASNs

When you have finished marking ASNs, click the Received Marked button on the

bottom pane. .
For each marked ASN listed, a receiving voucher is generated and updated. You can
see these auto-generated vouchers in the Vouchers area

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 Prism 2.0 User’s Guide Chapter 20. ASNs

Shipping Package Permissions

You can control employee access to the following shipping package features:

Permission Description
ASN Vouchers - Flag Allows group members to select the Received flag when
Packages as Received working with shipping packages.
Vouchers – Allow Missing This permission allows a user to bypass the preference
Packages that requires all packages to be marked as received before
a Voucher can be generated. With this permission, the
user can generate a voucher from an ASN that has
packages not yet received.

Shipping Package Preferences

Node Preferences > Purchasing > Vouchers: Require all specified packages for
receiving
If selected, all listed packages for an ASN will need to be received before the user
can click “Receive Marked” and generate a receiving voucher. The security
preference “Allow Missing Packages” allows a user to circumvent this preference, if
necessary.
Return Packages
If you received a package number by mistake, you can return the package. This
removes the package from the list of received package numbers.

Steps Instructions Screen Elements

1. Select the package to be returned and the click
the Return button.

2. Click the Close button when finished.

Delete a Package

Steps Instructions Screen Elements

1. Display (in edit mode) the voucher on which
the packages are listed.
2. Select Options > Shipping Packages.

3. Select the package to be deleted and the click

the Delete button.

4. Click the Close button when finished.

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 Prism 2.0 User’s Guide Chapter 20. ASNs

Copy Received Quantity from Original Quantity on ASN

Voucher
When generating a voucher from an ASN, by default the Original Quantity on the
ASN is copied to the Received Qty field on the voucher. This is controlled by the
“Copy Received Quantity from Original Quantity on ASN Voucher” preference in
Admin Console > Node Preferences > Purchasing > Vouchers.

When the “Copy received quantity from original quantity on ASN Voucher” preference
is enabled and a voucher is generated from ASN, the voucher received quantities are
populated from the ASN original quantities.

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 Prism 2.0 User’s Guide Chapter 20. ASNs

When the preference is disabled, Original Qty on the ASN does not affect Received
Qty on the voucher. Notice in the screenshot below that the generated voucher does
not have a Qty entered for individual items.

In this case, when the “Copy received quantity from original quantity on ASN
voucher” preference is disabled, the user must manually enter the Qty (Received
Qty) for each item on the voucher.

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