Creating Inbound Shipments

Understanding Warehouse Assignment

Key Point: You don't choose which warehouse to ship to - Cahoot assigns your approved inbound to the most appropriate warehouse based on:

• Product types and storage requirements
• Current warehouse capacity
• Geographic efficiency
• Network optimization

Click to expand image

Preferred Shipping Carrier Explained

International Shipments

Before Creating Your Inbound

• Ensure all products are created in your Cahoot account
  • Add Item Dimensions (LxWxH), Weight, Suggested Packaging, Master Case Info in the Product Editor for faster processing. 
• Have accurate quantities ready
• Review prep guidelines for your product types

Click to expand image

1In the top navigation, go to Work Orders → Inbounds.

2On the Assigned to Partner tab, click Add New Inbound.

3Create a unique Inbound Name and choose an Estimated Ship Date.

4Add the Ship From (origin) address. If inventory is shipping from multiple locations, you must create separate inbounds for each.

5Enter the Pickup Hours, and specify if the pickup location requires a Liftgate or has any Limited Access requirements.

Adding Products to Your Inbound

6Click Add Item to add products using one of these methods:

• Enter a SKU and/or Barcode and click Add Item
• Leave both fields blank and click Add Item to open the search window
• Use filters in the search window to find items and select multiple SKUs via checkboxes
• If you don't see an item, click Add New Product to create the SKU

Barcode Warning: Items received without barcodes will incur additional processing fees and require a separate Inventory Prep Work Order. Learn more about inventory prep work orders.

Ensure all items have barcodes before shipping.

If the Barcode value is missing on the inbound, you will see an Edit Product link.

• Click Edit Product to open the Product Editor.
• Add the barcode value in the Product Editor.
• Continue completing the inbound without refreshing the page.
• Save or Submit the inbound - barcodes will update automatically.

Important: Do not refresh the page after adding barcodes or you will lose your progress.

Click to expand image

7Enter the Quantities of each SKU you're shipping to Cahoot.

8Confirm all items on the inbound have their item dimensions, weights, suggested packaging, and case pack information configured in the product editor.

Choosing Your Shipment Method

9Select your Shipment Method:

• Small Parcel: Shipping in boxes
• LTL: Less than 8 pallets
• FTL: More than 8+ pallets
• Container: Ocean freight

10Enter Packing Information:

• Click Add Box/Pallet
• Enter dimensions (L×W×H in inches) and weights (in pounds)
• Add quantity and cargo description for each package

11Download and print the Box/Pallet Content Labels. Learn more here.

12Check the certification box confirming your inventory will arrive prepped according to Prep Guidelines.

1Review all information carefully for accuracy.

2Click Submit Inbound and confirm by clicking Yes.

3Use the Conversations panel to request approval:

• Add a message requesting approval for the inbound
• Include any special instructions or notes
• All future communication about this inbound should use this panel

What Happens Next

• Cahoot team reviews your inbound for completeness and compliance
• You'll receive notification via Conversations when approved
• The warehouse address will be assigned and provided only after approval
• You can then proceed with creating shipping documents

Follow these steps if you selected Cahoot Partnered Carriers for your shipment method. This means shipping arrangements and the necessary shipping documents will be created directly within your inbound.

Creating Shipping Documents

1Generate shipping documents based on your shipment type:

Small Parcel (Boxes):

• Click Create Shipping Labels in your inbound
• Follow the Creating Small Parcel Shipping Labels guide for detailed steps

LTL Freight (Less than 10 Pallets):

• Click Schedule LTL Pickup in your inbound
• Follow the Schedule LTL Freight guide for detailed steps

FTL/Container Shipments:

• Cahoot will schedule pickup automatically
• BOL documents will be available for download in your inbound once ready

Packing Slips and Labels

2Print Packing Slips so we know what's inside each box or pallet:

• Click Download Box and Pallet Labels in the Packing Information section (Example Carton Label)
• Enter SKU, Item Name, and Quantities for each box
• Print and affix labels to the outside of each carton or pallet

Click to expand image

3Print additional documents if needed using the Other Actions dropdown (Inbound Summary, Barcode Labels, etc.)

Marking In Transit

4After the carrier picks up your shipment, return to the Inbound and click Mark as In Transit.

5You'll be notified via Conversations when your inbound is received and SKUs are live.

Follow these steps if you selected Own Carrier Labels. This means you will arrange and pay for shipping yourself using your own carrier accounts, freight brokers, or suppliers.

1Confirm Own Carrier Labels is selected in Shipment Method.

2Set the Estimated Arrival Date:

• Click Other Actions → Edit Inbound
• Add the Est. Arrival Date and click Save

Understanding Delivery Appointment Requirements

Before scheduling with your carrier, understand Cahoot's appointment requirements:

Checking Delivery Requirements

3Review the Cahoot warehouse address on your approved inbound and check if special equipment is needed:

• Liftgate Requirements: Check if the assigned Cahoot warehouse requires a liftgate for delivery
• Limited Access: Note any limited access requirements for the delivery location
• Delivery Hours: Verify acceptable delivery hours (Monday - Friday only)

Scheduling Your Shipment

4Arrange shipping with your carrier, broker, or supplier:

• For Parcels: Create shipping labels using your carrier account (UPS, FedEx, DHL, etc.)
• For Pallets (LTL/FTL): Schedule pickup with your freight broker or carrier
• For Containers: Coordinate with your freight forwarder and schedule required delivery appointment

Adding Tracking Information

5Add Tracking Information to your Cahoot inbound (critical for timely receiving):

• Tracking Number: Parcel tracking number or BOL/PRO number for freight
• Tracking URL: Carrier's tracking website link
• Carrier Information: Name of shipping company

6Upload any required shipping documents through the Conversations panel:

• Copy of Bill of Lading (for freight shipments)
• Commercial invoices (for international shipments)
• Any special handling instructions

Shipping Label Guidelines

For parcel shipments:

• Each parcel needs its own shipping label
• Don't place labels across box seams that could be cut
• Keep labels at least 1.25" from parcel edges
• Ensure Cahoot Inbound ID is clearly visible on each package

Bill of Lading (BOL) Requirements

For LTL/FTL pallets and containers:

• Cahoot Inbound ID must be in the Reference Line on the BOL
• Ship To Address: Use the Cahoot warehouse information exactly as shown on your approved inbound page
• PRO Number: Enter the carrier's reference number (PRO#) as the Tracking ID in your Cahoot inbound
• Commodity Description: Accurate description of goods being shipped
• Pallet Count & Weight: Include dimensions and total weight

Final Preparation

7Print packing slips and labels as described in the Cahoot Partnered Carriers section:

• Download and print box/pallet labels from your inbound
• Attach packing slips to each carton or pallet
• Ensure all packages are clearly labeled with contents and quantities

Complete Video Tutorial

Video Timestamps

Jump directly to specific sections:

Related Articles

• Preparing Inbound Inventory
• Creating Small Parcel Shipping Labels for Inbounds
• Schedule LTL Freight for Inbound Shipments
• Preparing Ocean Freight (Container) Inbounds
• Printing and Using Cahoot Box Content Labels for Inbound Shipments
• Inbound Shipment Methods
• Freight Terms & Definitions
• Using the Conversations Panel for Work Orders and Inbounds
• Sending Inventory to Cahoot from International Suppliers
• Adding New Products