SCP Reference Materials s1

Attachments for ASNs Dec 2010

A supplier can add attachments to Advance Ship Notices through the SCP user interface. Any type of file can be attached, at the header or line level of an ASN.

NOTE: Only attach files to ASNs if your buyers have indicated that they are able to receive attachments through SCP.

Step 1: Go to the ASN details page

§ Option 1: Create an ASN by filling in the required fields and clicking Create ASN

(For assistance, see the ‘Advance Ship Notices’ training materials.)

§ Option 2: Locate an existing ASN by using My Workspace or a Search workflow

Step 2: Open the ‘Attachments’ pop-up window

To attach at the HEADER level of the ASN:

§ On the right column under Add/View Attachments, click the attachments icon ().

To attach at the LINE level of the ASN:

§ On the left column, click the attachments icon ().

Step 3: Attach the files to the ASN

§ Click Add in the pop-up window.

§ Click Browse to locate the first file to be attached

§ Navigate to the file and click once on its file name, then click Open.

§ NOTE: The file name cannot have any spaces.

§ The file name populates into the ‘Upload File’ pop-up window.

§ (Optional) Provide a Description. Note: The description text will populate into the ASN data that gets sent to the buyer.

§ Click Upload.

§ The file is attached. The original file is given a version number of ‘1.0’.

§ For additional files, click Add and locate the next file to be attached

Notes:

Ø Selecting the same file name while using the ‘Add’ function will create an error. To update an existing file, see ‘Update an Existing File’ below.

Ø Do not use the same file name for more than one ASN line

Step 4: Send attachments to Buyer

Attachments are sent out every time the ASN is sent to the buyer. SCP sends the most recent version of each file that has been attached. Example: Three files were attached but one of them was also updated. SCP would send three total files, including only the most recent version of the updated file.

NOTE: Only attach files to ASNs if your buyers have indicated that they are able to receive attachments through SCP.

For ASN’s in the PENDING state:

§ Once the ASN and attachments are complete, click Send

§ The entire ASN is moved to an ‘Actual Sent’ state and the attachments are sent to the buyer

For ASN’s already in the SENT state:

§ Once the ASN edits and new/updated attachments are complete, click Save

§ In the pop-up window, click OK to proceed

§ The updated ASN and the most recent version of each attachment are sent to the buyer

(Optional) Update an existing file

§ Open the Attachments pop-up window

§ Select the row of the file that will be updated, then click Update

§ Click Browse and locate the file to be attached, and then click Open.

§ NOTE: The updated file must be the same file type as the one that you are replacing/updating.

§ The file name populates into the ‘Upload File’ pop-up window.

§ Provide a Description (optional), and then click Upload.

§ The newer file version will now have a version number of ‘1.1’ instead of ‘1.0’

(Optional) View or Save an Attachment

§ Within the Attachments pop-up window, click on the file name (for most recent file version) or version number (for previous file versions)

§ Then select Open or Save