An Advanced Shipping Notice (ASN) lets your buyer know what’s on the way, when it’s arriving, and how it’s being shipped. SourceDay allows you to create ASNs directly from the dashboard; no need for back-and-forth emails or separate tracking systems.
This guide walks you through how to submit shipping details for one or more PO lines and how your buyer will receive that information in real time
When can you mark an order as shipped?
The Mark as Shipped (or Ready to Ship) action is available for orders that are:
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Acknowledged (confirmed)
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Not yet completed
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Not marked for cancellation
If you don’t see the option, the order may still be in Pending status or has already been closed.
How to create an ASN from the dashboard
Step 1: Select the PO Lines to ship
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From the PO dashboard, use the checkboxes to select one or more lines you are ready to ship
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All selected lines must belong to the same buyer company & have the same ship to address
Step 2: Click mark as shipped (or ready to ship)
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Open the Actions menu in the upper right
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Choose Mark as Shipped from the dropdown
Step 3: Enter shipment header information
This section applies to all selected lines in the shipment.
Required information may vary by buyer, but you’ll generally need:
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Ship Date – Can be today, past, or future
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Carrier & Tracking Info – Search from 700+ carriers or enter manually
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Shipment Number (optional but useful for multi-box shipments)
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Means of Transport – Ground, Air, Ocean, etc.
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Packing Slip Number or other shipment documents
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Notes – Optional field for special instructions or comments
Add documents (optional)
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Upload new documents or attach existing ones from your SourceDocs Library
Step 4: Add shipment details per line
Under Shipment Lines, you can customize packing and shipping info for each PO line.
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Box Quantity – If unsure, enter “1”
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Quantity per Box – Use the full amount or break it down by box
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Use + Add Line to add shipments (e.g., multiple boxes or ship dates)
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To remove a line, click the red X next to the extra line
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Each line should reflect the actual quantity and packaging for that shipment.
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Step 5: Submit the shipment
Once all required details are entered:
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Click the green Mark as Shipped button
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Or click Cancel to discard and return to the dashboard
Where to track submitted shipments
Once submitted, shipments are available in the Shipments page, where you can:
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View shipment history
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Download documents or shipping labels
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Make updates (if needed)
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Track what’s in transit
Both suppliers and buyers can view this data in real time.
Shipping status: What changes?
| Order Type | What Happens After Submission |
|---|---|
| Fully Shipped | PO lines move to the Shipped view and no longer trigger late notifications |
| Partially Shipped | PO lines remain active and may still appear in Late view if not completed |
Quick tips for success
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Double-check that quantities shipped match what’s expected by the buyer
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Use clear and accurate tracking numbers — especially if using third-party carriers
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Always include a Ship Date and Carrier to avoid delays in processing
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Attach packing slips and BOLs to help your buyer receive and inspect the order quickly
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Shipments missing required fields may be flagged or delayed in the buyer’s system
Glossary of shipping terms in SourceDay
| Term | Definition |
|---|---|
| Bill of Lading | A detailed list of items in the shipment, serving as a receipt from the carrier |
| Carrier | The shipping company handling the delivery; searchable in SourceDay or entered manually |
| Container ID | Identification number for containers used in international shipments |
| Diversion Code | Code indicating a change in shipment destination or billing |
| Means of Transport | How the shipment is being delivered (Ground, Air, Ocean, etc.) |
| Notes | Free-text field for any special instructions or updates for the buyer |
| Packing Slip Number | Number listed on the packing slip accompanying the shipment |
| Quantity per Box | Number of items in each box; defaults to full line quantity |
| Quantity Shipped | Quantity being shipped for that line; defaults to full order quantity |
| Ship Date | The date the order was shipped |
| Shipment Number | Optional internal ID for your shipment |
| Tracking Number | Number provided by the carrier for shipment tracking |
| Transit Lead Time | Estimated number of days the shipment will take to arrive |
Prefer to manage shipping details by email?
Adding shipping information by email