ASN tracking
A missing ASN is the exception that costs you money
Confirmation gaps are annoying. A missing ASN is expensive, because it usually surfaces on the day the material does not arrive. This check runs before then.
Why this one matters most
The exception that surfaces too late to fix
Of the exceptions a daily run produces, a missing ASN is the one whose cost is decided by when you notice it.
ASN missing today
50
of 215 open exceptions on 10,000 PO lines
An advance shipping notice is the supplier telling you the goods have actually left. No ASN against a delivery date that is days away is the earliest reliable signal that a delivery is going to slip.
Checked by hand, this is the flag that gets missed, because finding it means cross-referencing two columns across thousands of rows — and it only looks urgent on the day it is already too late.
Automated, it is a rule that runs before anyone is awake.
Timing
Where in a PO's life the check has to land
The numbering here is real: each stage narrows what you can still do about a slipping line.
- 1
PO raised
The line enters the open PO set. Nothing to check yet beyond validation.
- 2
Confirmation window
The supplier confirms, or the line is flagged pending. Still recoverable by email.
- 3
Delivery date approaching
This is the moment that matters. An ASN should exist. If it does not, the material is very likely not coming, and there are still days to react.
- 4
Delivery date passed
No ASN and no goods receipt. The line is late, production planning is already affected, and the cost is now fixed.
The check
Three rules cover inbound delivery
ASN present, ASN missing, and delivery late with no goods receipt. The third is the audit of the first two.
| Rule | Condition in SAP | Flag |
|---|---|---|
| ASN Available | ASN / inbound delivery exists against the PO | ASN OK |
| ASN Missing | Delivery date near but no ASN created | ASN Missing |
| Delivery Late | Delivery date < today and GR not done | Late |
The rule engine, in plain terms
IF Confirmation = Pending
-> Confirmation Pending
IF ASN = Blank
-> ASN Missing
IF Delivery Date < Today
AND Delivery not completed
-> Late PO
IF Delivery Date = Today
-> Due Today
IF Delivery Date <= Today + 3 days
-> Coming SoonNothing is written back to SAP at any point — the connector reads. How the connection works.
Then what
A flag is only useful if someone acts on it
An ASN-missing line goes straight into the follow-up queue, with the PO data already attached.
Ranked high
ASN missing sits in the high priority band, above pending confirmations and below anything already late.
Drafted
A supplier-wise follow-up email with the PO lines, quantities and dates already filled in.
Logged
What was sent, to whom, when, and the value it covered — which becomes the supplier's record.
Supplier follow-up automation covers the drafting, the approval step and the scorecard that comes out of it.
Related
The rest of the same run
These are not separate products. One scheduled job produces all of it — each page just follows a different thread through the same data.
PO Confirmation Tracking
Confirmation received, pending and ageing — checked on every line, every day.
Read moreException Management
Exceptions ranked critical to normal, each with the value sitting behind it.
Read moreERP Integration & Rollout
The connection, the validation and the rollout — the part IT signs off on.
Read moreOr start from the beginning: the full platform, the time and ROI calculation or AI & business automation beyond procurement.
Run it on your own PO extract
Send a sample from one plant. In 30 minutes you will see exactly what the rules engine flags on your data — not a slide deck about someone else’s.
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