Overview
We’ve introduced automated shipment data extraction from SPS 856 (ASN) files. This allows us to pull key shipment details directly from your SPS Fulfillment data to improve document retrieval and streamline dispute workflows.
Why this data connection matters
Searching by PO number alone often isn’t enough. Many carrier portals require or prefer other identifiers, such as a PRO number or Bill of Lading (BOL) number, before they’ll return a result. Without those identifiers, a search can come back empty even when the document exists.
Because your ASN data already contains these identifiers, we can now search carrier portals the way each carrier expects:
Better match rates for carriers that require PRO numbers. We search with the PRO number from your ASN instead of relying on the PO number.
Fewer failed or incomplete searches. Using the identifiers the carrier needs reduces misses and retries.
More consistent Proof of Delivery (POD) retrieval. Stronger search inputs mean more PODs found.
Less manual work. Tracking numbers, PRO numbers, and BOL numbers come straight from your EDI data, so no one has to look them up or key them in.
The result is faster shortage resolution and stronger, better-supported disputes.
Proactive document retrieval from ASN data
Until now, document retrieval has started when a deduction came in. We’re adding a proactive retrieval queue that runs from your ASN data, so shipping documents can be collected before a deduction is ever issued. This queue is separate from the existing deduction-triggered workflow, and your current process isn’t affected.
Initial scope
We’re starting with a focused set of shipments. An order is included in the proactive queue when it:
Shipped with FedEx or UPS, and
Has a tracking number in the ASN data or your account has an integration with that carrier
Orders that don’t meet these criteria continue to be handled through the existing deduction-triggered workflow.
How the queue works
Eligible orders are identified from your ASN data and added to the queue automatically. You don’t need to request anything or change your process.
Because no deduction has been issued yet, these requests run on their own schedule, separate from deduction-triggered requests.
We attempt to retrieve each document at least 3 times before the 120 day expiration determined by ship date. Spacing the attempts gives carriers time to make documents available, such as a Proof of Delivery that isn’t posted right away. Each attempt uses the shipment identifiers from your ASN data, such as tracking or PRO numbers, so searches match what the carrier expects.
What this means for you
When a deduction does arrive, the supporting documents for eligible orders may already be on hand, which can shorten the time to dispute.
Availability
This feature is only available to customers who use both:
SPS Revenue Recovery
SPS Fulfillment
Because this functionality relies on ASN data from SPS Fulfillment, it is not available for customers who do not use Fulfillment.
Shipment data available
The following shipment identifiers are automatically extracted and used to support document retrieval and dispute validation:
PO Number
Shipment ID
BOL Number
Ship Date
ASN Date
Carrier Name
PRO Number
Freight Terms
Ship From ZIP Code
Ship To ZIP Code
Important considerations
180-day data availability
Shipment data is available for the most recent 180 days. If you are working through older deductions or onboarding with a large historical backlog, shipment identifiers may not be available for those older records.
Data completeness
Shipment identifiers depend on ASN (856) data being present in SPS Fulfillment. If ASN data is missing or incomplete, some fields may not be available.
Need help?
If you have questions about this feature or would like to confirm availability for your account, contact us at: