What it means
A supplier sends an advance shipment notice (ASN) for 200 cases, but the warehouse receives 180 and finds a different lot on one pallet. Procurement supplier advance shipment notice match rate checks how well the notice describes what actually arrived.
An ASN is an advance description, not physical receipt, and Microsoft describes ASNs as carrying shipment contents and packaging that warehouse staff can match to purchase orders. Define the match fields (supplier, purchase order, item, quantity, unit, lot, serial, pallet identity, packaging and expected date as needed for that flow), and use the ASN version available before receiving, not a corrected version sent after discrepancies are found.
Later correction is useful but should not erase original accuracy. Compare physical counts with the notice at the chosen checkpoint, since a supplier packing slip may repeat the same wrong quantity and is not independent proof.
For one shipment containing several purchase orders, validate each relevant line, because a correct header total can conceal the wrong allocation between POs. If a purchase-order line has multiple partial ASNs, match each shipment separately and reconcile the cumulative open balance.
Check units of measure and pack conversion, since an ASN of ten cases can look like ten pieces if the receiving interface loses the case multiplier. For lot-controlled goods, compare the physical label and system lot data, as a correct item number alone cannot establish traceability, and for serialised goods verify the required individual identities, because a total count may be accurate while a serial on the pallet is missing from the ASN.
Check pallet or license-plate nesting, so a parent handling-unit ID correctly points to its child cases when the warehouse relies on scans. If the ASN arrives too late for dock preparation, track that timeliness issue separately, since a perfectly accurate notice received after unloading has little advance value.
If the shipment is damaged, distinguish damage from notice inaccuracy, because the ASN can be correct about shipped contents while transit harms some goods. When a supplier declares extra units, verify whether the purchase order permits overdelivery before accepting inventory, as an accurate notice does not authorise excess purchase.
Keep the purchase-order revision and ship-to location in the comparison, since an ASN for an earlier order version may be wrong even if an item and count happen to match, and include returnable packaging if the agreement requires it. Oracle describes a discrepancy report comparing ASN-shipped quantity with received quantity, which can reveal short or over shipments but may not test every identity field.
Define the denominator as ASNs or ASN lines reaching receipt during the period, because line-level scoring may show errors that a shipment-level all-or-nothing rate hides. Classify quantity, identity, packaging, timing and destination discrepancies separately, retain both original and revised messages when receiving corrects an ASN, audit selected arrivals from carrier evidence through ASN, PO and receipt, and show affected units and critical lines beside the percentage so one wrong lot for a regulated input is not lost among minor pack details.
In practice
Real-world examples.
Example
An ASN lists 50 cases of lot A for PO 123, and the received cases and labels match.
Example
The ASN says 50 cases but only 48 arrive. The original notice fails the quantity match even after a corrected message is sent.
Example
The count is right, but two serials on the pallet are absent from the ASN. The serial identity match fails.
Formula
Calculation
Match rate = received ASN lines with all required fields matching physical receipt and order / received ASN lines checked x 100. Show discrepancy types separately.
Worked example: in a month a warehouse receives 400 ASN lines from a supplier, and 368 match on quantity, lot, packaging and order reference. Match rate = 368 / 400 x 100 = 92%. Of the 32 mismatches, 14 are quantity, 12 are lot or serial identity and 6 are packaging, so quantity and identity errors account for 26 of the 32 failures. That points the supplier improvement plan at count accuracy and lot labelling rather than packaging.Case study
Seen in the real world.
This fictional case follows Rowan Automotive Parts. A supplier ASN showed the right total cases but assigned two pallets to the wrong lot. Receiving scans caught the difference before the parts were issued. The buyer retained the original ASN and supplier correction for review.
The case is invented. The buyer then scored the supplier on original ASN accuracy by line rather than by shipment. The line-level figure showed lot assignment as the repeat weakness, and the supplier changed its labelling step.
Watch out
Common mistakes.
- 1. Treating the corrected post-receipt ASN as the original advance notice.
- 2. Checking only total quantity while lot or serial details differ.
- 3. Using ASN accuracy as proof a shipment was on time or undamaged.
Questions
People also ask.
Does a matching ASN mean the goods pass quality?
No. It checks declared versus received identity and content, not test results.
Can one order have several ASNs?
Yes. Match each shipment and reconcile the order balance.
Should timing be included?
Track timeliness separately or state a combined measure clearly; accuracy alone does not imply early notice.
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