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  2. Order Fulfillment
  3. Sellers
  4. Inbounds

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Creating high-quality Inbounds will help expedite the receiving of your items and avoid issues that may lead to delays. The step by step instructions and video below will demonstrate how to create Inbounds.

Note: Please review the Preparing Inbound Shipment Guidelines before getting started, especially if you intend to ship mixed cases.

 

Video Walkthrough


Video Timestamps
Jump directly to a specific part of the Video:

0:00 First Steps
1:00 Ship From
1:17 Adding SKUs
1:42 Adding New SKUs
5:16 Shipment Method
5:39 Packing Information
6:35 Conversations Feature
7:06 Barcode Labels
7:30 Shipping Documentation
7:51 Mark In Transit
8:05 Received Notes

 

Important: Before sending inventory to Cahoot, your Inbound Shipment must be approved and assigned to an address. Use the following steps below to create your inbound and submit it for approval.

 

Step 1: Submit for Approval

1. In your Cahoot account, go to Work Orders > All Inbounds.

 

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

 

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

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4. Add the Ship From (origin) address. 

Note:  If you're shipping from your primary warehouse, click the Use Default Address checkbox to auto-fill the address configured in your Cahoot Account.

 

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

 

6. Click Add Item to add products to the inbound 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.
  • In the search window, use the top filters to find items and select multiple SKUs via checkboxes to add them in bulk. 

 Tip: When filtering the search window, only use one filter at a time for best results.

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Note: If you don’t see an item on the list, click the Add New Product button to create the SKU in Cahoot. After creating the SKU, go back to your inbound to add it to the inbound. Make sure to add Barcodes when creating your products. 

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7. If a Barcode is missing 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. 
Warning: Items received without barcodes will incur additional processing fees and require a separate Inventory Prep Work Order after receiving. You can print Barcode Labels directly from the inbound page to have your units labeled before sending to Cahoot.  

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

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11. Enter the Shipment Method and how much Shipment Insurance you need, if any.

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

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Note: By default all inbounds will ship on Cahoot's Partnered Carrier. You will need prior approval to ship using your own carrier. 

  • Cahoot Partnered Carrier (Default): Cahoot will schedule the pickup and provide the shipping documents & tracking information. 

  • Own Carrier Labels: It is your responsibility to upload the Shipping Documents & tracking information well in advance of delivery to Cahoot. Cahoot will NOT provide any shipping labels.

 

12. Enter the Packing Information.

  • Click the Add Box/Pallet button.
  • Enter Box or Pallet Dimensions (Length, Width, Height, in inches) and Weights (in pounds) for each. The total shipment weight will be summed automatically. 
  • Add the Quantity.

 

13. Check the box to Certify that your inventory will arrive prepped according to the Prep Guidelines.

 

14. Select Submit Inbound and click Yes to confirm.

Reminder: Once an Inbound is Approved, it cannot be edited. Make sure it’s accurately filled out before Submitting for approval. Select Save as Draft if you need to come back later to make changes. 

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15. After you Submit your Inbound, use the conversation panel to add a message requesting approval for the inbound. All communication related to the inbound should go through the conversations panel. 

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Step 2: Inbound Approved 

You will be notified via conversation once your inbound is assigned & approved. Follow these steps to get your inbound in transit with the carrier.

Important: If your shipment is being picked up at a third party location, it is your responsibility to provide them with the necessary shipping documents before the pickup. 

 

1. Print the Packing Slips so we know what's inside each box or pallet.

  • Click the Download Box and Pallet Labels button under the Packing Information section.
  • Enter the SKU, Item Name, and Quantities that are inside each box.
  • Print and affix the labels to the outside of each carton or pallet.

 

2. Print the Shipping Documents. 

  • Shipping Freight (LTL / FTL): Click the download icon to print the Bill of Lading (BOL) under the Shipping Documents section.
    Make sure the pallets are ready for pickup and the BOL is printed before the carrier arrives. The Inbound ID will be listed as the PO # on the BOL (e.g. WO-1234).


  • Shipping Small Parcel (SPD): Print each shipping label under the shipments section. Affix the labels to each box and hand them to the respective carrier.

 

3. Print additional documents, if needed (e.g. Inbound Summary or Barcode Labels) using the Other Actions drop down.

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4. After the shipment is picked up from your warehouse, come back to the Inbound and click Mark as In Transit.

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Shipping with Own Carrier Labels

If you are scheduling the pickup on your own carrier accounts, follow these steps.

 

1. Make sure Own Carrier Labels is selected for Shipment Method.

If you are unable to select Own Carrier Labels, notify Cahoot right away as this can lead to double pickups being scheduled. 

 

2. Enter the Estimated Arrival Date.

  • Click Other Actions > Edit Inbound.


  • Add the Est. Arrival Date and click Save. 

 

3. Add the tracking information (Tracking Number & Tracking URL). Receiving will be delayed if you do not add the tracking information. 

 

 

 

 

 

Lastly, you will be notified via Conversations message when your SKUs are LIVE in and fulfillment ready so you can update your listings accordingly.

 

Note: We recommend always listing your SKUs with buffer quantity/safety stock. Read more about Partner Reserve Quantity. 

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