Overview

Creating an Advanced Shipping Notice (ASN) ensures accurate and timely communication of shipment information. Follow the steps below through the ASN creation process with a focus on clarity, compliance, and operational efficiency.

The following sections are part of the ASN process, beginning with shipment and general details, and what to do once you’ve created your ASN labels.

Shipment Details

This includes required transportation and shipping information required to initiate the ASN such as carrier details, shipment dates, and other logistics-related data.

General Details

This includes item-level details and contends of the shipment such as pallet and pack identifiers, lot code and location information (especially important for FSMA-eligible items).

Labels

This includes how to print the appropriate labels for your shipment, ensuring traceability and compliance with labeling standards.

Navigating to Create ASN

1. In Supplier One, select Orders > PO Management from the left side navigation menu.

   

2. On this page, you can view your POs, create Advanced Shipment Notices (ASNs), and manage the statuses of both Owned and DSV order types.

   

   1. If you’re managing multiple Supplier IDs, you can select the Supplier IDs filter function to show POs for one or multiple Supplier IDs at one time.

      

      

3. Click Order type and select Domestic PO.
   ASN creation is only available for Domestic POs.

   

4. In the Actions column, a box icon appears in the row of each PO that needs an ASN.

   

   1. For POs with a single delivery location, select the box icon next to the PO. This opens the Create ASN page, where you can begin creating an ASN for that PO.

      

   2. For POs with multiple delivery locations, select the box icon. A popup displays the delivery locations that need an ASN for this PO.

      

      

Access Create ASN via Existing WebEDI

If you’re using the existing WebEDI website, you can navigate to the Purchase Orders page. Here, you can select + Create ASN at the top of the page. This will take you directly to the Create ASN page in Supplier One.

Required Details to Create ASN

ASN Type

Select an ASN type (General Merchandise or Perishable) based on your shipping preferences and shipment type to ensure the required attributes are accurate for your ASN.

• Download the Input Field Logic Excel file to view all of the editable fields in the Create ASN process.

Shipment Details

1. After you select the shipment type, the Shipment details section automatically populates below. Some fields use drop-downs, while others require you to manually enter information.

   

   The table below outlines the fields and their corresponding definitions.
   * = Only appears if selecting General merchandise under ASN type.

   Field	Definition
   Transportation type	Backhaul: A private fleet assigned by Walmart. Motor: A company or individual that transports goods or passengers via motor vehicles, typically trucks. They may operate regionally or nationally and can be for-hire or private. Private parcel service: A non-governmental courier or delivery company (e.g., FedEx, UPS, DHL) that handles small package deliveries, often offering tracking and express services. Less-than-truckload: A shipping method used when freight does not require a full truck. Multiple shipments from different customers are combined in one truck, making it cost-effective for smaller loads.
   Freight terms	Prepaid: This indicates that the shipper has paid the freight charges before shipment. The carrier bills the shipper directly, not the consignee. Only fields entered in the scheduler app are pre-populated. Enter transportation-related attributes manually. Collect: The freight charges are paid by the consignee (receiver) upon delivery. The carrier collects payment from the consignee. Some available fields are pre-populated based on scheduler app data. Review and update these fields as needed.
   Bill of lading (BOL) number	Provide the BOL assigned to the shipment.
   Appointment number*	Specify the appointment number for this ASN.
   Appointment date*	Specify the date the shipment is expected to be delivered at the distribution center. Use the mm/dd/yyyy format.
   Appointment time*	Specify the time the appointment will take place, adhering to the time zone listed under Time zone. Select the time of day, either AM or PM.
   ASN document ID	Bill of lading (BOL) number: A legal document issued by a carrier to a shipper that details the type, quantity, and destination of the goods being transported. It serves as a receipt and a contract of carriage. PO number: A unique identifier assigned to a purchase order, used to track and reference procurement transactions between a buyer and a supplier. Custom: You can select Custom to input your company’s 17-digit custom identifier as the ASN document ID. A custom ID must be up-to but not exceed 17 digits.
   Walmart load number	A unique identifier assigned to a shipment or freight load. It helps track and manage the shipment throughout its journey.
   Master tracking number*	If selecting private parcel, this is a tracking number associated with the package. If your shipment includes multiple items, they will share a single master tracking number.
   Weight type	Gross weight: The total weight of a packaged item, including the product and all packaging materials. Net weight: The weight of the product alone, excluding any packaging.
   Weight (lb)	Specify the weight of the objects in the ASN load. Use pounds as the measurement (lb).
   Date type	Multiple date types: Specify which date type best applies to your shipment. Note: Certain options will appear depending on whether you’ve selected General merchandise (*) or Perishable. Expiration*: Walmart requires this date type for FSMA goods. It indicates how long the product should be displayed for sale and must match the date printed on the packaging or the GS1 Sell By (16) label. Lot number expiration*: This date type is required for FSMA goods and Infant Formula. It reflects the last recommended date for using the product at peak quality and should match the GS1 Use-by (17) label. Shelf-life expiration*: Required for FSMA goods, this date shows when the product is expected to be at its best flavor or quality. It should match the GS1 Best by (15) label. Lot number expiration: Walmart requires this date type for product blends used in further processing or direct consumption. It reflects the latest usable date based on the earliest spoiling ingredient and should match the GS1 Use-by (17) label. Production: This date type is required for minimally processed animal products. It indicates when the product was placed into cold or frozen storage or collected and should match the GS1 Production Date (11) label. Date packed: Walmart requires this date type when a process alters the product’s shelf life after production. It applies to items like cold-stored produce, processed meats, dairy, and nuts, and should match the GS1 Package Date (13) label. Shelf-life expiration: This date type is required for blended or finished products ready for consumption. It reflects the latest usable date based on the earliest spoiling component and should match the GS1 Best Before (15) label. Collection: Walmart requires this date type for harvested, minimally-processed goods. It indicates the expiration date and should match the GS1 Production Date (11) label. Package date: The date this item was packaged. Lot number expiration: The expiration or best by date for the item. Production date for animal goods: The day this animal goods item was produced.
   Load details	Floor loaded: Individual items, such as boxes, are stacked from the floor to the ceiling of the container. Pallet: Items are stacked on a wooden, plastic, or metal pallet and secured with shrink wrap or straps to create a single, stable unit.

2. Fill out the editable fields. Make sure the information you’re entering is valid.

Ship from (Perishable ASNs)

1. After you enter the shipment details, complete the Ship from section.

1. Select the suitable traceability reference type for your shipment.
   1. If you select Global Location Number (GLN), enter the correct 13-digit code for your product.
      The GLN code must contain no more or less than 13 digits, otherwise you’ll receive an error.

   

   1. If you select Contact details and address, enter the Business-specific name, phone number, and address where the shipment will be shipped from.
      Entered is the shipment’s origin, not its destination.

      

2. Once you've completed all required fields, click Next.

   

   You can select Save and exit to save your edits in the submission process.

   

   You can only access and edit draft ASNs while on the PO submissions page.

ASN for PO

Validation

Your information will be checked to ensure consistency with the values allowed in each field, a process known as validation. If you’ve reached the PO page, it means you’ve passed the validation process. If you’ve received an error message in any of the manual entry fields, double-check the information you’ve entered.

Select the Back button you need to correct an error. Any new entries will have to be validated again.

Floor Loaded

Pack Details

In the Pack details section, you’re able to continue entering lot-specific information concerning your shipments.

The table below outlines the fields and their corresponding definitions.

1. Fill out the editable fields. Make sure the information you’re entering is valid.
   Depending on whether your submission is for a single lot or multiple lots, you’re able to adjust the lot amount by pressing the Add lot button on the upper-right corner of the Pack details section.

   

2. Fill out the Pack SSCC 18 field by manually entering the information.

   

   1. For vendors onboarded to the managed SSCC-18, you can select Generate all SSCC18 IDs to auto populate an SSCC-18 code.

      

3. Then, click Next. After selecting Next, your information will go through a validation process. To learn more about validation process, go to the Validation section.
   You can select Save and exit to save your edits in the submission process.

   

Pallet

Pallet Details

1. Fill out the Pallet SSCC 18 and corresponding Pallet type fields by manually entering the information.

   

2. Under Pallet type, select one of the approved pallet providers:
   1. Commonwealth Handling Equipment Pool (CHEP)
   2. iGPS Logisitics
   3. PECO Pallet Exchange Company
   4. White Wood General Exchange, non-rental pallet

      

For more information regarding approved pallet providers and pallet types, refer to the Pallet Standards section in Walmart’s Supply Chain Standards guide.

Lot Details

Located within Pallet details, the Lot details section requires you to enter lot-specific information concerning your shipment.

The table below outlines the fields and their corresponding definitions.

1. Fill out the editable fields. Make sure the information you’re entering is valid.
   Depending on whether your submission is for a single lot or multiple lots, you’re able to adjust the lot amount by pressing the Add lot button on the upper-right corner of the Lot details section. If your ASN consists of multiple lots, please add all unique lot codes within the pallet.

   

2. Then, click Next. After selecting Next, your information will go through a validation process. To learn more about validation process, go to the Validation section.
   You can select Save and exit to save your edits in the submission process.

   

ASN Labels

Once validation is complete, you’ll arrive at the Labels page. Here, you’re able to select, download, and print your shipping labels.

Your labels are organized by Label ID, each ID summarized by the items (called Line items) in each label. These are the labels that were created in the previous step. To make changes, select the Back button and review the information you’ve submitted.

If all the information in the Line item column is correct, you can continue by completing one of the following options:

1. Download the label(s) by selecting one of the three download types (either PNG, PDF, or Zebra scannable barcode (ZPL) format). This will download the label(s) on to your device.

   

   If you have multiple labels like in the example above, you can bulk download the labels by selecting the box next to Label ID, then pressing Download to open a dropdown menu of the possible format types.

   

   

2. Select Save and exit to hold your place in the submission process.

   

3. Select Submit ASN to submit the information for storage in Walmart’s system. This will take you to the PO submissions page.

   

PO Submissions

After completing the necessary steps in the Create ASN section, you’ll land on the PO submissions page. Select the Advanced Shipment Notices (ASNs) tab.

This page allows you to view and manage the statuses of your PO submissions. There's a breakdown of your submissions by either PO or Document ID, with item-specific information like the Must Arrive by Date (MABD), vendor number, submission date, etc.

Status

The statuses in this column pertain to the status of that ASN.

The table below outlines the fields and their corresponding definitions.

Actions

To make any changes to these ASNs, select the pencil icon. The Create ASN window for that specific ASN will open and you’ll be able to continue or edit the ASN process, and download/print updated labels when you’re complete.

If you’d like to download and ASN, select the cloud icon along the line of the ASN. This will download the ASN as it is in its current state.