Create Advance Ship Notice (EI58)

The Create Advance Ship Notices (EI58) program generates an Advance Shipping Notice (ASN) for EDI customers based on the Trading Partner code and Bill of Lading Number (BOL) for the Shipment created in Build Shipment (EI56) or in One-Step ASN Processing (EI57).

The EI58 program extracts the ASN data from Enterprise, formats the data according to the Trading Partner's ASN requirements and transmits the ASN to the Trading Partner through your VAN.

A check is performed for all the mandatory fields that the Trading Partner requires.

When the PO number is longer than Enterprise's PO number, the system will retrieve the Trading Partner's PO number from the EDI PO Archive File.

  • To change the Warehouse, click on Options from the top menu and select 'Warehouse'. The Warehouse Selection screen opens allowing you to change the Warehouse.

  • To view all warning messages for each ASN, click on Options in from the top menu and select 'Warnings'. When selected, all non-critical warning messages display. When 'Warnings' is not selected, non-critical messages do not display.

Using EI58:

  1. Enter or select from the query a Trading Partner. Trading Partners are set up in Trading Partners (EI01).

  2. Enter or select from the query a Bill of Lading Number. The query opens the Bill of Lading Query for EI58 screen. You can sort the BOLs in the list by:

    • BOL
    • Warehouse and then BOL
    • Sales Order Number and then BOL
    • Invoice Number and then BOL
    • Ship Date and then BOL
    • Carrier

  3. Click All Unsent BOLs to send ALL unsent BOLs to a Trading Partner. The following message displays: "Do you wish to be prompted for individual ASNs to be exported? Selecting No will process all unsent ASNs without confirmation. Yes/No". Select Yes to receive a confirmation for each ASN or select No to have all unsent BOLs sent without a confirmation.

    • Note: The following messages may display when sending BOL(s) to Trading Partners:

      • If the BOL selected is for a Warehouse other than the current Warehouse, the following message displays: "Bill (BOL #) is for warehouse ##. OK". Click OK to close the message window and then select the appropriate WArehouse and resent the BOL.

      • If the Customer code on the BOL does not match the Trading Partner selected, the following message displays: "Customer code does not match trading partner. OK". Click OK to close the message window.

      • Other non-critical messages may display while processing ASNs depending on the Trading Partner. Please refer to your PointForce EDI Implementation team or your Trading Partner documentation for more information.

  4. EI58 controls when Invoices are generated for EDI Trading Partners. EI58 checks the 'Auto Generate Invoice' field in Company Control Initialization (CC00/EDI). The following are valid options:

    • Never - the Invoice must be manually processed through Enter Inv/Direct Bills/Credit Notes (IN41).

    • Always Invoice - the Invoice is automatically generated once IN41 is complete or when Warehouse Ship Advice Report (EI71) is executed. Note: The system will not automatically generate Invoices through EI71 if the Customer/Trading Partner is set up with EDI ASNs in Trading Partner Modules (EI03).

    • ASN Acknowledged - the Invoice is automatically generated once the ASN Acknowledgment for the EDI transmission has been received by EI58.

    • ASN Transmitted - the Invoice is automatically generated once the ASN EDI transmission has been successfully transmitted via EI58.

    Note: For Invoices to be automatically generated through EI58, Auto Invoice Generate must be set to 'Yes' in Maintain Sales Office/Warehouse Numbers (CC96) for the Warehouse that created the ASN.

  5. In the Bill of Lading Info section:

    • Times Sent - the number of times the BOL is sent to the Trading Partner displays in this field. This field is for information purposes only and cannot be modified.

      • If the Times Sent is greater than 0 (zero), a message displays asking if you want to resend or check for acknowledgements.

    • Acknowledged - this check box is selected when the ASN Acknowledgment is received. This field is for information purposes only and cannot be modified.

  6. Once the ASN documents are exported, the following message displays: "Advance Shipment Notice exported. OK". Click OK to close the window.

  7. When you close EI58, and you have exported an ASN document(s), the following message displays: "ASN document(s) exported: #. OK". Click OK to close the message window and close EI58.

Note: In order to transmit the ASN(s) to the Trading Partners, you must run Download/Upload EDI Documents (EI20).

    EI58
    Create Advance Ship Notice (EI58)