Article 64: How do I troubleshoot common ASN processing errors in SAP?

What are the most common ASN processing errors in SAP?

ASN processing errors can occur at multiple points in the process, from initial receipt through final goods receipt. Understanding common error patterns helps quickly identify and resolve issues to maintain smooth operations.

What causes ASN receipt and validation errors?

EDI/IDoc Processing Errors

Error Type: IDoc Processing Failed

Common Causes:

• Incorrect partner configuration in WE20
• Missing message type DESADV in partner agreement
• Wrong IDoc type or segment structure
• Communication failure with EDI subsystem

How to diagnose:

1. Check WE02 for IDoc status and error messages
2. Review WE20 partner configuration
3. Verify message type settings
4. Check communication logs

Resolution steps:

• Correct partner configuration settings
• Ensure proper message type assignment
• Test connection with EDI team
• Reprocess failed IDocs after correction

Purchase Order Reference Errors

Error Type: Purchase Order Not Found

Symptoms:

• ASN references PO that doesn't exist
• PO number format doesn't match SAP
• PO already closed or fully delivered
• Plant/company code mismatch

Resolution approach:

1. Verify PO number in ME23N
2. Check PO status and delivery completion
3. Confirm plant assignment
4. Review supplier PO numbering format

Prevention measures:

• Standardize PO number communication
• Implement validation rules for suppliers
• Regular PO status cleanup
• Clear supplier guidelines

Material and Quantity Validation Errors

Error Type: Material Number Mismatch

Common Issues:

• Different material numbering between buyer/supplier
• Leading zeros missing or extra
• Special characters in material numbers
• Case sensitivity problems

Resolution steps:

• Create material cross-reference table
• Implement number formatting rules
• Use material mapping in partner agreement
• Train suppliers on correct format

Error Type: Quantity Tolerance Exceeded

Tolerance Issues:

• Over-delivery beyond acceptable limits
• Under-delivery below minimum requirements
• Quantity rounding differences
• Unit of measure conversions

Configuration review:

1. Check tolerance settings in confirmation control
2. Review vendor master tolerance groups
3. Verify UOM conversion factors
4. Adjust tolerance limits if appropriate

How do I resolve inbound delivery creation errors?

Document Type and Configuration Errors

Error Type: Inbound Delivery Type Not Found

Troubleshooting steps:

1. Check delivery type configuration in SPRO
2. Verify assignment in confirmation control
3. Ensure delivery type is active
4. Check authorization for delivery type

Configuration path:

• SPRO → Logistics Execution → Inbound Process → Deliveries → Define Delivery Types

Plant and Storage Location Issues

Error Type: Invalid Receiving Location

Common problems:

• Plant not maintained for material
• Storage location not assigned to plant
• Delivery address incorrect in ASN
• Vendor plant assignment missing

Resolution process:

1. Verify material plant assignment (MM02)
2. Check storage location assignment (MM02)
3. Review delivery address in ASN
4. Update vendor master if needed

Date and Time Validation Problems

Error Type: Invalid Delivery Date

Date-related issues:

• Delivery date in the past
• Date format incorrect
• Working calendar not considered
• Time zone differences

Fix approach:

• Check calendar configuration
• Verify time zone settings
• Update date format rules
• Communicate standards to suppliers

What should I do when goods receipt fails against ASN?

Quantity Discrepancy Resolution

Physical vs. ASN Quantity Differences

Investigation steps:

1. Physical count verification
2. ASN quantity review
3. Packaging breakdown analysis
4. Damage assessment if applicable

Resolution options:

• Post actual received quantity
• Create follow-up delivery for balance
• Process return for overages
• Document discrepancy for supplier follow-up

Quality and Condition Issues

Quality Hold Processing

When to use:

• Damaged goods received
• Quality concerns identified
• Incomplete documentation
• Wrong specifications delivered

Process steps:

1. Post to quality inspection stock
2. Create quality notification
3. Coordinate inspection activities
4. Decide accept/reject based on results

Missing Documentation Problems

Required Document Issues

Common missing items:

• Certificates of analysis
• Customs documentation
• Regulatory approvals
• Supplier test results

Resolution approach:

• Contact supplier immediately
• Put goods on hold until documentation
• Expedite document delivery
• Process goods receipt after documentation

How do I prevent recurring ASN errors?

Supplier Training and Communication

Proactive Measures:

• Regular supplier training sessions
• Clear documentation of requirements
• Feedback on error patterns
• Best practice sharing

Communication tools:

• Supplier portal with guidelines
• Regular performance reviews
• Error notification system
• Help desk for supplier questions

System Configuration Optimization

Configuration Reviews:

• Tolerance settings optimization
• Validation rules enhancement
• Error message improvement
• Processing automation expansion

Monitoring and Analytics:

• Error trend analysis
• Root cause identification
• Performance metrics tracking
• Continuous improvement initiatives

Master Data Maintenance

Data Quality Programs:

• Regular material master cleanup
• Vendor master updates
• Cross-reference table maintenance
• Configuration consistency checks

What tools help monitor ASN processing health?

Standard SAP Reports

Key Monitoring Transactions:

• WE02: IDoc monitoring and status
• VL06I: Inbound delivery list
• ME2M: Purchase orders by material
• MB51: Material document list

Custom Dashboards

Useful Metrics:

• ASN processing success rate
• Error frequency by type
• Supplier performance on ASN quality
• Resolution time for errors

Alert Systems

Automated Notifications:

• Failed IDoc processing alerts
• Tolerance violation notifications
• Missing ASN warnings
• Overdue delivery alerts

Best practices for ongoing ASN error management:

1. Establish clear escalation procedures
2. Maintain supplier communication channels
3. Regular review of error patterns
4. Continuous improvement of processes
5. Training updates based on new errors
6. Documentation of resolution procedures
7. Performance measurement and feedback
8. Collaboration between teams (IT, purchasing, warehouse)