DBD: Import ASN File Utility - Tracking History Format

The Import ASN File Utility allows you to bulk-import vendor or third-party tracking numbers directly into DB Distributor (DBd) without generating a customer invoice.

Once imported, these records automatically replicate to DB Commerce (DBc) via DataRep to update order statuses and trigger customer shipping notifications.

When to Use This Utility

Use this for: Tracking numbers received from vendors, drop-ship suppliers, or outside shipping sources.
Do NOT use this for: Warehouse shipments where you need to import freight amounts and generate customer invoices simultaneously. For those workflows, use the Customer Invoicing Gateway (CIG) instead.

One-Time Setup Process

Before importing files, ensure the shipping interface parameters are configured in DB Distributor. If you do not have access to these settings, please contact support to have them enabled.

Character Version (CHUI): Go to S/H , S1
Graphical Version (GUI): Go to DB Distributor > Optional Modules > Shipping Management > Shipping Interface > Setup > Shipping Interface Parameters

Required Configurations:

Import Directory: Typically designated as /usr/lib/pvx/ship_in . (This folder is shared with the Customer Invoicing Gateway).
File Naming Convention: Configure the parameters to recognize files matching the ASN*.csv format.

File Format & Naming Specifications

The import utility reads standard comma-separated values (CSV) files. The file structure must strictly follow the schema below.

CSV Layout

Field	Length	Format	Description / Requirements
Date	8	`MMDDYYYY`	The date the order was shipped.
Time	6	`HHMMSS`	The ship time. Use `000000` if the exact time is unknown.
Order	8	Alphanumeric	The DBd order number. Must be an open order with all dashes removed (e.g., `01-A12345` must be formatted as `01A12345` ).
Carrier	1	Character	Your system's designated Ship Via code (e.g., `U` for UPS).
Tracking	60	Alphanumeric	The complete tracking number.

Sample CSV Data Row

Code snippet

01262017,091600,01A12345,U,1Z563778112ZZ3245678903456789T1235F

File Naming Rules

Files must be named using a specific convention to be picked up by the utility:

Format: ASN[UniqueSourceName]YYYYMMDD.csv
Example: ASNTEST20170126.csv (where "TEST" represents the vendor or warehouse identifier)

Step-by-Step Processing Guide

Prepare the Data: Retrieve the tracking information from your vendor export and format it exactly to the CSV specification above.

⚠️ Critical Check: Ensure all dashes are removed from the order numbers. Leaving dashes in the file is the most common cause of processing errors.

Upload the File: Drop the completed .csv file into the designated server directory (typically /usr/lib/pvx/ship_in ).

Run the Import Utility:
- Character Version (CHUI): Go to S/H , U1
- Graphical Version (GUI): Go to DB Distributor > Optional Modules > Shipping Management > Shipping Interface > Utilities > Import ASN File
Execute: Click the Proceed button to process the queue.

System Behavior Post-Import

Verification

The utility runs silently and does not generate automated success or failure alerts. To verify a successful run:

Server Level: Check the import directory. Successfully processed files will automatically have their file extension changed from .csv to .bu (backup).
Order Level: In DBd, navigate to A/R Customers > Order History by Order Number > and click the Tracking Info button to ensure the SM4 tracking records were created.

DBd to DBc Replication & Customer Notifications

The newly created SM4 records automatically sync to DB Commerce via DataRep.
Once synced, DBc updates the customer's web order status to SHIPPED.
Email Trigger Rule: DBc will automatically dispatch a shipment notification email to the end user only if the ship date provided in the file is within the past 3 days. If the ship date is older than 3 days, the platform updates the order status online but suppresses the email notification to avoid confusing the customer.

Troubleshooting & Common Pitfalls

Issue	Likely Cause	Solution
Tracking data does not appear in the SM4 tables.	Order numbers in the CSV contain dashes.	Remove dashes entirely (e.g., change `35-R003E5` to `35R003E5` ) and re-run.
The file is ignored and remains in the directory.	Incorrect file name or path.	Verify the filename starts with `ASN` , ends with `.csv` , and sits in the correct directory.
Customers receive duplicate shipment emails.	Tracking was uploaded to both DBd and DBc.	Only import tracking into DBd; let the automated replication handle DBc.
Orders updated to "Shipped" but no emails went out.	The ship date in the file is older than 3 days.	This is expected behavior to protect customer experience.
Tracking details applied to the wrong customer orders.	Data mismatch in the source CSV file.	Double-check your spreadsheet mappings before exporting to CSV.

Feature Comparison: ASN Import vs. CIG

Operational Need	ASN Import Utility	Customer Invoicing Gateway (CIG)
Import vendor tracking only (No Invoice)	✅	❌
Process warehouse shipments + auto-generate invoices	❌	✅
Import tracking + freight costs (No Invoice)	❌	✅ (Requires "Don't Invoice" configuration)
Automated/Scheduled nightly imports	❌ (Manual execution only)	✅
Sync tracking data to both DBd and DBc	✅	❌