Article 62: How do I create and process ASN in SAP supplier self-service?
What is SAP Supplier Self-Service for ASN?
SAP Supplier Self-Service is a web-based portal that allows suppliers to create and manage Advanced Shipping Notifications directly in the buyer's SAP system without requiring EDI connections or complex technical integration.
Why use Supplier Self-Service for ASN?
For Suppliers:
- No EDI investment required
- Simple web interface like any website
- Real-time validation of data entry
- Immediate confirmation of successful submission
- Access from anywhere with internet connection
For Buyers:
- Broader supplier participation in ASN process
- Reduced implementation complexity and cost
- Standardized data format regardless of supplier size
- Better supplier onboarding experience
- Immediate system integration without technical setup
How do suppliers access the self-service portal?
Portal Access Setup
Initial Registration:
- Buyer provides portal URL and access credentials
- Supplier registers with email and basic information
- System validation of supplier number and authorization
- Welcome email with login instructions sent
- First-time setup completed by supplier
Login Process:
- Web browser navigation to portal URL
- Username/password authentication
- Two-factor authentication (if configured)
- Dashboard access to available functions
User Authorization
Supplier User Roles:
- ASN Creator: Can create and submit new ASNs
- ASN Approver: Can review and approve ASNs before submission
- View Only: Can view ASN status and history
- Administrator: Can manage supplier users and settings
How do suppliers create ASN in the portal?
Step 1: ASN Creation Initiation
Starting New ASN:
- Click "Create ASN" button on dashboard
- Select purchase order from list of open POs
- Choose specific PO line items to ship
- System pre-populates ASN with PO data
Purchase Order Selection:
- Open POs displayed automatically
- Search functionality by PO number, material, date
- Outstanding quantities highlighted
- Previous ASNs visible for reference
Step 2: Shipment Information Entry
Required Information:
- Ship date (actual shipping date)
- Expected delivery date and time window
- Carrier name and contact information
- Tracking number or reference
- Number of packages or handling units
Optional Information:
- Special handling instructions
- Hazardous material declarations
- Temperature requirements for sensitive goods
- Delivery appointment requests
Step 3: Line Item Details
Quantity Verification:
- Quantities being shipped for each line item
- Partial shipment indication if not complete
- Remaining quantities automatically calculated
- Tolerance checking against PO limits
Additional Details:
- Batch/lot numbers for traceable materials
- Serial numbers for serialized items
- Expiration dates for time-sensitive goods
- Country of origin for customs purposes
Step 4: Packaging Information
Handling Unit Details:
- Package type (box, pallet, container)
- Package dimensions and weight
- Contents listing for each package
- Packaging hierarchy if nested packages
Labeling Information:
- Label printing requirements
- Barcode specifications if needed
- Special markings or identifications
- Shipping label generation
Step 5: Review and Submission
Final Review:
- Complete ASN preview before submission
- Error checking and validation
- Confirmation of accuracy
- Electronic signature if required
Submission Process:
- Submit button click to send ASN
- System validation and processing
- Confirmation message with ASN number
- Email notification of successful submission
What validation does the system perform?
Real-Time Validation
Data Format Checks:
- Date formats and logical sequences
- Numeric fields within acceptable ranges
- Required fields completion
- Field length and character validation
Business Logic Validation:
- Purchase order still open and valid
- Quantities within acceptable tolerances
- Delivery dates align with PO requirements
- Supplier authorization for materials
Error Handling
Validation Errors:
- Red highlighting of problematic fields
- Error messages explaining issues
- Correction guidance provided
- Save draft option to continue later
Success Confirmation:
- Green confirmation message
- ASN reference number provided
- Next steps information
- Print option for records
How do suppliers track ASN status?
Status Monitoring
ASN Status Dashboard:
- List of all submitted ASNs
- Current status for each ASN
- Search and filter capabilities
- Export options for reporting
Status Types:
- Draft: ASN created but not submitted
- Submitted: ASN sent to buyer system
- Confirmed: Buyer acknowledged receipt
- In Transit: Shipment on the way
- Delivered: Goods received by buyer
- Closed: Process completed
Status Updates
Automatic Notifications:
- Email alerts for status changes
- Dashboard updates in real-time
- Exception notifications for problems
- Delivery confirmation when received
What integration occurs after ASN submission?
SAP System Integration
Automatic Processing:
- Inbound delivery creation in SAP
- Purchase order status update
- Warehouse notification generation
- MRP impact consideration
Document Linking:
- ASN reference in all related documents
- Purchase order connection maintained
- Goods receipt linked when processed
- Invoice verification reference available
What best practices should suppliers follow?
Data Accuracy
Quality Guidelines:
- Verify all information before submission
- Use consistent naming and formatting
- Check quantity calculations carefully
- Confirm delivery dates are realistic
Timing
Submission Timing:
- Submit ASN when goods actually ship
- Don't create speculative ASNs
- Update immediately if changes occur
- Provide adequate advance notice
Communication
Problem Resolution:
- Contact buyer immediately for issues
- Use portal messaging features when available
- Document any special circumstances
- Follow up on delivery problems
Training and Support:
- Complete supplier training programs
- Use help documentation available
- Contact support when needed
- Share knowledge within supplier organization