Shipments in SourceDay represent advanced shipping notices (ASNs) tied to purchase order (PO) lines. These shipments allow buyers and suppliers to track what has shipped, when it shipped, and what details are associated with each delivery.
Depending on your company’s configuration and supplier capabilities, shipments can follow different workflows. This article provides an overview of those workflows so you can understand how shipment data is created, managed, and shared.
What is a shipment in SourceDay?
A shipment is created when shipping details are added to a PO line. This includes information such as:
- Carrier and tracking details
- Packing and box information
- Quantities shipped
All shipments are visible in the shipments dashboard, where buyers & suppliers can track shipment status, review details, and take action as needed.
The core shipment workflows
SourceDay supports multiple shipment workflows to accommodate different supplier relationships and operational needs. The workflow you use determines who is responsible for entering shipment details and how data flows to your ERP.
Shipment workflows at a glance
| Workflow | Who completes shipment details | When it’s used | What the buyer does | Key indicator |
| Standard ASN | Supplier | Supplier manages shipping | Monitor and track shipments | Supplier marks lines as shipped |
| Standard ASN - Buyer review and release | Supplier (reviewed by buyer) | Buyer needs control over ERP sync | Review and release shipments before ERP sync | Shipments appear in pending release |
| Ready to ship | Supplier + buyer | Supplier does not manage shipping | Complete shipment details and finalize shipment | Status shows ready to ship |
| Ready to ship - Partial shipments | Supplier + buyer | Orders ship in multiple waves | Create multiple shipments and manage remaining quantity | Multiple shipments for one PO line |
Standard ASN (supplier-managed shipments)
Who enters shipment details: Supplier
Best for: Suppliers who manage their own shipping and logistics
In the standard workflow, suppliers mark PO lines as shipped and provide all required shipment details. Once submitted:
- Shipments appear in the shipments dashboard
- Shipment data may automatically sync to your ERP, depending on configuration
- Buyers primarily monitor and track shipments
Standard ASN - Buyer review and release (controlled ERP sync)
Who enters shipment details: Supplier, reviewed by buyer
Best for: Companies that require control over when shipment data is sent to ERP
In this workflow:
- Suppliers create shipments as usual
- Shipment data is held in SourceDay
- Buyers must review and release the shipment before it is sent to the ERP
This adds a control step without impacting the supplier’s ability to ship goods.
Ready to ship (buyer-managed shipping details)
Who enters shipment details: Supplier and buyer
Best for: Suppliers who manufacture items but do not manage shipping
With ready to ship:
- Suppliers mark PO lines as ready to ship instead of shipped
- Suppliers provide limited packaging details, such as box quantity
- Buyers complete the shipment by adding carrier, tracking, and final shipment details
This workflow shifts responsibility for shipping details from the supplier to the buyer while still allowing suppliers to signal when goods are prepared.
Ready to ship - Partial shipments (multiple shipments per PO line)
Who enters shipment details: Supplier and buyer (within ready to ship workflow)
Best for: Orders shipped in multiple waves or from multiple locations
Partial shipments allow buyers to:
- Ship a portion of a PO line at a time
- Create multiple ASNs for a single PO line
- Track remaining quantities until fully shipped
This workflow can only be used alongside ready to ship when fulfillment happens in stages.
How workflows impact buyers
Your responsibilities as a buyer vary depending on the workflow:
- Standard ASN: monitor shipments and track progress
- Buyer review and release: review and approve shipment data before ERP sync
- Ready to ship: complete shipment details and create shipments
- Ready to ship - Partial shipments: manage quantities across multiple shipments
Understanding your workflow helps ensure shipments are accurate and processed efficiently. When suppliers create an ASN or Ready to ship the buyer & planned listed on the PO will be updated via their Digest Email.
Learn more about Shipment email notifications → Shipment email notifications for buyers
Shipment data and ERP integration
Shipment behavior may vary depending on your ERP integration and configuration. For example:
- Some workflows automatically send shipment data to your ERP
- Others require buyer review before syncing
- Some companies manage shipments entirely within SourceDay without ERP sync