ASN and EDI Inbound Receiving SOP

Step-by-step procedure for receiving inbound shipments against an Advance Shipping Notice (ASN) received via EDI, including pallet scanning, line quantity verification, variance handling, and release to putaway.

Steps

• Confirm the inbound shipment matches the receiving appointment
  The receiver verifies the appointment number, carrier name, trailer number, purchase order or shipment reference, and expected arrival time against the ASN and dock schedule. The receiver stops the process and escalates any mismatch before unloading.
• Inspect the trailer and seal condition
  The receiver verifies the trailer seal number, seal integrity, trailer condition, and visible damage before breaking the seal. The receiver documents any broken seal, missing seal, water intrusion, odor, or visible freight damage and escalates the issue to the supervisor or carrier representative.
• Open the ASN in the receiving system
  The receiver searches for the ASN using the shipment reference, PO number, or carrier reference. The receiver confirms the supplier name, item list, expected quantities, and any special receiving instructions before starting pallet scans.
• Scan each pallet to the ASN
  The receiver scans the pallet label, license plate, or SSCC code for each pallet and assigns it to the open ASN. The receiver verifies that the scanned pallet count matches the physical pallet count unloaded from the trailer. The receiver flags any unreadable label, duplicate label, or missing pallet ID as a deviation.
• Verify line quantities against the ASN
  The receiver compares the received quantity for each item or pallet against the ASN line quantity. The receiver records the actual quantity received, confirms unit of measure, and checks for shortages, overages, substitutions, or mixed pallets. The receiver does not close the receipt until all line variances are reviewed.
• Inspect freight condition and identify non-conformance
  The receiver inspects cartons, pallets, labels, and product condition for damage, contamination, wetness, crushed packaging, or tampering. The receiver captures photos when required, records the affected line items, and marks the shipment or line as non-conforming when the issue affects product integrity or count accuracy.
• Escalate variances beyond tolerance
  The receiver compares shortages, overages, damages, and label issues against the site tolerance and receiving rules. If the variance is within tolerance, the receiver documents it and continues. If the variance exceeds tolerance or affects product quality, the receiver holds the freight and escalates to inventory control, quality, or the supervisor.
• Complete the receipt and release freight to putaway
  The receiver posts the verified quantities in the system, closes the ASN receipt, and releases the accepted freight to the putaway queue. The receiver ensures the receipt record includes any approved variance notes before the freight moves to storage.
• Hold the affected freight and create a non-conformance record
  The receiver tags the affected pallets or cartons, moves them to the designated hold area, and creates a non-conformance or discrepancy record. The receiver includes the ASN number, PO number, item number, quantity variance, damage details, and photos if available. The receiver notifies the supervisor, inventory control, or quality team for disposition.
• File receiving records and close the transaction
  The receiver saves the ASN receipt, variance notes, photos, and supporting paperwork in the approved system or document repository. The receiver confirms the record is retained according to site document control requirements and ISO 9001 documented information practices.