Arrivals (ASN)

Every arrival comes from purchase orders (inventory from a supplier) or from one transfer order (inventory moving between your own locations), never both. One PO can have several arrivals, one per shipment, and one arrival can include items from several POs.

The flow is Purchase Order or Transfer Order → Arrival → Receipt:

• The arrival lists the SKUs and quantities that are shipped or expected.
• When the warehouse reports what it received, Pipe17 records a receipt and adds those quantities to the arrival.
• The arrival moves to Partial Received, then to Received when every line is fully received.

Creating an arrival also moves its purchase order or transfer order to In Transit. Creating or pushing an arrival does not mean the goods were received. Only receipts do that.

Find arrivals

Go to Inventory > Arrivals. The page is titled Arrivals (ASN). To open an arrival, click its Arrival ID.

Permissions

An admin sets these on Settings > Roles. Depending on your account, an action you don't have permission for is either disabled, with a tooltip that explains why, or fails when you try it.

Create an arrival

When you submit a purchase order

Submit PO appears on a purchase order whose status is New, On Hold, To Be Validated, Review Required, Ready For Fulfillment or Sent To Fulfillment.

To create the arrival while you submit the PO:

1. Open the purchase order and click Submit PO.
2. In Submit this PO?, select Create arrival automatically after submission. It is not selected by default.
3. Click Submit PO.

Pipe17 creates one arrival with status Shipped:

• The ASN is ASN-<PO ID>-1. For example, PO PO-100 gets ASN-PO-100-1.
• The destination, expected arrival date and shipping note come from the PO. The sender is the PO's vendor.
• Every PO line is copied with its SKU and quantity.

If you leave the box unchecked, the PO moves to Partial Fulfillment and no arrival is created. Because the new arrival is already Shipped and can't be edited, review the PO before you submit it.

With New Arrival on a purchase order

Use this when a PO ships in several parts. New Arrival is in the PO's actions menu after the PO is submitted. It isn't offered while the PO is New, On Hold, To Be Validated, Review Required, Ready For Fulfillment, Sent To Fulfillment, Received, Canceled or Closed.

To add an arrival:

1. Open the purchase order, open the actions menu, and choose New Arrival.
2. In Add Arrival, check Destination (it starts as the PO's destination) and Sender's Name. Optionally enter the External Arrival ID, the ASN number your warehouse or 3PL will see.
3. Enter Total Weight and Weight Unit.
4. Check the lines. Pipe17 fills them with the quantities not yet on another arrival. Lines with quantity 0 are left off, and at least one line needs a quantity.
5. To set the expected arrival date, carrier, method, Incoterms, trailer and container details, or custom fields, click Show Advanced Fields.
6. Click Save to keep the arrival as Draft, or click Submit and then Proceed to create it as Shipped.

From a transfer order fulfillment

Create arrival is available on an accepted fulfillment when the transfer order isn't Received and that fulfillment has no arrival yet.

1. Open Inventory > Transfer Orders and open the transfer order.
2. On the accepted fulfillment, open the actions menu and choose Create arrival.
3. In Create Arrival, enter Sender's Name. Enter Total Weight and Weight Unit together, or leave both empty.
4. Optionally set the expected arrival date, carrier, method, Incoterms and shipping note. The items come from the fulfillment and can't be changed here.
5. Click Create.

The arrival is created as Shipped. It uses the transfer order's source and destination and is linked to the fulfillment.

From an integration

ERPs and 3PL connectors can create arrivals in Pipe17. If the integration doesn't set a status, the arrival starts as Shipped. The Integration column and the arrival's Events show where it came from. See your connector's article for its arrival settings.

Arrival statuses

You don't set Partial Received or Received yourself. Receipts set them. A Shipped or Expected status alone doesn't confirm that the 3PL accepted the ASN. To confirm, check Events and the receiving system.

Use the Arrivals list

Columns

To show, hide or reorder columns, click the grid icon at the right of the list toolbar.

Search and filter

• Search: type an ASN, arrival ID, order ID, fulfillment ID or location.
• Quick filters: Status, Exception Categories, Created, Updated, Source and Destination.
• Advanced: build a filter on any arrival field.
• Saved Filters: save the current filter or apply a saved one.

Arrival details

The header shows the ASN, the status, and the actions menu. If the arrival is on hold, a Hold until badge shows the date.

• Sender (for POs) or Source (for transfer orders), and Destination.
• Progress: Ordered → ASN Created → Received, with dates.
• Arrival Items: Pipe17 SKU, Item Name, Qty on ASN and Qty Received, with totals.
• Shipping Details: expected arrival date, carrier, method, shipping note, tracking number, Incoterms, total weight, BOL, seal, and trailer and container numbers, sizes and types.
• Receipts: every receipt recorded against this arrival. Click a Receipt ID to open it, or expand the row to see its items.

On the right, the Details tab shows exceptions, Related Fields (a link to the PO or TO, plus the shipping request and fulfillment IDs when present), Custom Fields, Events (click here to see completed, failed and pending events), and Activity. The Timeline tab shows the arrival's history.

How receipts update an arrival

When a receipt is recorded, Pipe17 adds its quantities to Qty Received on the matching arrival lines. Several receipts can add to the same arrival.

• If any line is still short, the arrival moves to Partial Received.
• When every line's Qty Received reaches its Qty on ASN, the arrival moves to Received.

After an arrival has a receipt, it can no longer be canceled.

Manage an arrival

Open the arrival and click the actions menu next to its title. Which actions you see depends on the status.

Edit a Draft arrival

Only a Draft arrival that belongs to a purchase order can be edited.

1. Open the arrival and choose Edit.
2. Change the destination, sender, weight, lines, shipping details or custom fields.
3. Click Save.

After the arrival leaves Draft, its lines and shipping details are locked. View JSON still lets you change Status, Ext Arrival ID and Custom Fields. These edits go straight to external systems and don't change the PO, the transfer order or inventory.

Mark as Shipped or Expected

1. Open the arrival and choose Mark as Shipped or Mark as Expected.
2. Click Proceed.

After this, you can't edit the arrival.

Push arrivals to your warehouse or 3PL

Push sends the arrival to the integration on its destination location.

To push one arrival, open it and choose Push arrival.

To push several:

1. On Inventory > Arrivals, select the rows.
2. Click Push Arrivals, then Submit.

To push every arrival in a filtered list, select all of them before you click Push Arrivals. Pipe17 runs the push as a job and emails you when it finishes.

Resend a Failed arrival

Push arrival isn't offered on a Failed arrival.

1. Check the exception and Events to find the cause, and fix it.
2. Choose Resend arrival. The status goes back to Shipped.
3. Choose Push arrival if it still needs to be sent.

Cancel an arrival

Cancel and Cancel & Recreate are available on a purchase-order arrival that has no receipts and isn't already Canceled. They aren't offered on transfer-order arrivals.

1. Open the arrival and choose Cancel.
2. Click Proceed.

Canceling only affects Pipe17. It doesn't cancel the ASN at your 3PL or with the supplier, so contact them directly.

Cancel and recreate an arrival

Use this to replace an arrival with corrected details.

1. Open the arrival and choose Cancel & Recreate, then click Proceed.
   Pipe17 cancels the original and adds _recreated_<timestamp> to its ASN, so you can reuse the ASN.
2. Add Arrival opens, prefilled with the original details. Correct them.
3. Click Save for a new Draft, or click Submit and then Proceed for a new Shipped arrival.

Closing the form doesn't undo the cancellation.

Export arrivals to CSV

Export covers the whole filtered list. It isn't available while only some rows are selected.

1. Filter the list to the arrivals you want, then click Export.
2. On Confirm filters, check the filters. To get one row per SKU, select Include all line items, one row per line item.
3. Click Next. On Choose properties, pick the fields. Internal Arrival ID is always included.
4. Click Next. On Enter emails, confirm the email that should receive the file.
5. Click Submit. Pipe17 emails you the CSV when it's ready.

Troubleshooting

• An arrival is Failed.
  Open it and read the exception on the Details tab, then open Events to see the failed event. Fix the cause, choose Resend arrival, and then Push arrival.
• An arrival has an exception but isn't Failed.
  Read the exception on the Details tab and check Events. Fix the cause, then choose Push arrival. Resend arrival only appears on Failed arrivals.
• The arrival never reached the 3PL.
  Check that it isn't still Draft, that Destination is the location connected to that 3PL, and that the integration has arrivals turned on. Choose Push arrival, then check Events for failed or pending events.
• Order ID shows "Multiple".
  The arrival covers items from more than one purchase order. Click Multiple to see those POs, or use the links under Related Fields. This isn't an error.
• Edit is missing.
  Edit only appears on a Draft arrival that belongs to a PO.
• Cancel is missing.
  You can only cancel a PO arrival that has no receipts. Transfer-order arrivals can't be canceled.
• Create arrival is missing on a transfer fulfillment.
  The fulfillment must be accepted, the transfer order must not be Received, and the fulfillment must not already have an arrival.
• Export is disabled.
  Export covers the whole filtered list, so clear any partial row selection. Your role also needs Jobs: Create.
• Push Arrivals is disabled or fails.
  Push works on the rows you select. Your role needs Arrivals: Create or Update, plus Jobs: Create when you push every arrival in a filtered list.
• Saving a new arrival says the line list is empty.
  Enter a quantity on at least one line.

Need Help?

If you need additional assistance:

• Use Ask Pippen, our AI agent, located at the top of the platform page.
• Submit a support request with as much relevant detail as possible. Learn how to submit a request.

We're here to help you succeed with your operations.