Smart Connect – Supplier Portal Training
Module 3 – Creation of Advance Shipment Notification
Creation of Advance Shipment
Notification
Steps for Material Delivery
Mentioned below is the Material Delivery process to be followed by Suppliers while sending
material
• Create an Advance Shipment Notification (ASN) on Smart Connect Portal at the time of
Dispatch of Material
• Attach a copy all mandatory documents required with the material shipment, with the ASN
• Dispatch the material to the defined delivery location at Cairn
• Once the material has been received at Cairn, you will get a mail notification from Smart
Connect
• View the details of final received / accepted quantity by searching the Goods Receipt
Notification (GRN) on the Smart Connect Portal
• Print a copy of the Final Goods receipt and attach with the invoice along with valid Cairn
Goods Receipt Number and send to Invoice processing BPO to ensure faster payment
processing.
• For ex-works payment, please print a copy of the ASN and send along with the invoice and
other mandatory documents.
Please enter the login id and
password provided to you by
the Smart Connect Team
Incase you have forgotten your password
the same can be reset by clicking here. The
new password will be sent to your
registered email id
You will be directed to this page to access the Portal
* Based on sample data
All POs can be accessed by
clicking on the PO tab given
here
Upon successful submission of login details you will be directed to your home page on the Smart Connect
Portal
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Please click on the link to access
the PO against which Service
Confirmation is to be created
The relevant order can also be
directly searched by accessing
the document search function
You need to have an upfront callout order / Purchase Order / Service Order / Limit Order to be able to make a
service confirmation. Incase you don’t know the same please contact your relevant user in Cairn
* Based on sample data
The PO line items along with Order
Qty and value will be visible here
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Click on Notify Shipment
Button to create an Advance
Shipment Notification against
this PO
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On clicking on Notify Shipment Button you will be directed to Advance Shipment Notification Creation page
1. Enter the relevant
Delivery Information here
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1. Enter the relevant
Delivery Information here
2. Select the line items against
which delivery is to be made.
This is a mandatory step
* Based on sample data
On clicking on Propose Outstanding Quantity, system will automatically propose Open Quantity against the
selected line items (Ordered Quantity – Quantity for which GRN has been done)
4. You may reduce the
proposed quantity to the
actual qty to be shipped
3. Click on Propose
Outstanding Quantity.
This is a mandatory step
* Based on sample data
4. You may reduce the
proposed quantity to the
actual qty to be shipped
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A checklist of required documents
with the shipment is attached for
reference
5. Attach the mandatory documents
required with the shipment here
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6. After completing the
Shipment Notification
submit it by clicking here
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You should get this message upon
successful submission of the Shipment
Notification
7. Print the ASN by clicking here and send
the copy along with your material
shipment
Incase you don’t receive this message please recheck steps 1 to 6, incase the problem
persists please write to the smart connect help desk.
* Based on sample data
The document
number shown here
is the ASN number
The status of all Advance Shipment Notifications and Corresponding Goods Receipts can be seen by clicking on
the “display documents flow” button on top of the Purchase order
* Based on sample data
Good receipts and
cancellations done
against the ASN
As Goods receipt is done against your ASN, you will get an email notification from the Smart Connect Portal
and the Goods receipt will also be visible in the document flow.
* Based on sample data
Click on the line
item to see Cairn
GRN number
Goods receipt
Quantity can be
seen here
Reason for
mismatch if any will
be visible here
Click on the Goods receipt to view the details. Movement Type of 103 means the material is received but is
under inspection. 105/101 movement types mean a final GRN has been done and invoice can be processed
* Based on sample data
Cairn Goods Receipt
Number
Cairn Goods Receipt number is visible at Item level, upon clicking on a line item in the Goods Receipt Screen
* Based on sample data
Approved Goods Receipt should be printed and attached along with Invoice submitted to BPO, to ensure faster
payment processing
1. Click here to print
the Goods Receipt
approved by Cairn
Invoice should be submitted only after you have received a Goods Receipt Notification from Smart Connect
Invoice may be submitted against a Goods Receipt of Movement type 103, but payment will be done only after
a final Goods Receipt of 105/101, since there may be some quality rejection during inspection.
* Based on sample data
Click to Open or
Save the document
* Based on sample data
This PDF copy can
be printed
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Incase you still face some issues in creating an
Advance Shipment Notification, please feel free
to write to us / call us on the details provided
* Based on sample data
Thank You