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  1. Cahoot
  2. Order Fulfillment
  3. Fulfillment Partners
  4. Receiving Inbounds

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This comprehensive guide covers the complete process for receiving inbound shipments in the Cahoot system, including handling inventory, measuring products, managing discrepancies, and submitting invoices.

Required Reading: Please review How to Weigh and Measure Products before getting started with receiving, as accurate measurements are critical for proper fulfillment.

Required Tools

You will need:

  • Ruler / Tape measure for dimensions (to nearest ¼ inch)
  • Scale for weights (to nearest tenth of a pound)
  • Barcode scanner for accurate data entry
  • Phone / Camera for documenting damages or issues (pictures)

Critical Requirements

Session Timeout Warning: The Receive Inbound page may timeout if left idle too long. For large shipments, save your work periodically using Save Changes or do the receiving in batches.

Accuracy is Essential

Why measurements matter:

  • Enables automatic packaging selection
  • Ensures accurate shipping costs
  • Prevents fulfillment errors
  • Required for Cahoot automations to work properly

Special Handling Instructions

Watch for the comment icon next to SKUs - this indicates special handling requirements such as:

  • Special packaging materials (bubble wrap, etc.)
  • Storage requirements
  • Prep instructions
  • Shipping restrictions

Non-Compliant Inbounds

For shipments with issues like missing barcodes, damaged packaging, or unexpected SKUs, see our Handling Non-Compliant Inbounds guide.

Complete Receiving Process

Video Timestamps

Jump directly to specific sections:

Time Topic
0:00 Mark as Arrived
0:38 Upload Shipping Documents
1:36 Receiving Good Units
6:38 Receiving Damaged Units
8:25 Receiving Discrepancies
9:57 Submitting Invoices

 

Finding Your Inbound

1Navigate to Work Orders → All Inbounds and click the Assigned to Me tab.

2Click the Inbound ID for the shipment you're receiving.

Documenting Arrival

3Take thorough pictures of exactly how the shipment arrived and upload them using the respective Upload links.

4Fill in the required fields:

  • Completed By: Enter your name
  • Date of Arrival at Warehouse: When shipment arrived

Freight Shipment Requirements

Critical for LTL, FTL, or Container Deliveries: You MUST visually inspect the shipment and document ANY damages observed on the Bill of Lading before the driver leaves. Have the driver sign it and keep a copy. This documentation is essential to avoid taking responsibility for transit damage.

5Upload the Signed Bill of Lading to the Shipping Documents section.

Mark as Arrived

6Click Mark as Arrived and confirm by clicking Yes.

Note: Send a conversation message if the inbound is still in the approved status and its not letting you select "Mark as Arrived."
mark as arrived
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Starting the Receiving Process

1Click the Receive Inbound button at the top of the page.

Note: If items arrived on different dates, enter the Warehouse Arrival Date for the current batch. Otherwise, just click Confirm.

Scanning and Basic Entry

2Click into the Barcode field and scan the first barcode.

scan barcode
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Barcode Entry Rules:

  • Always scan barcodes - never manually type unless barcode is unscannable
  • If you receive a SKU with a different barcode than expected, scan the actual barcode
  • System will flag barcode changes and add as alternate barcode
  • Verify products are identical when entering alternate barcodes

3Enter the Quantity Received and the unique Bin Location where this product will be stored.

Product Measurements

4Enter Item Dimensions (Length × Width × Height):

  • Measure to the nearest ¼ inch
  • Length = longest side
  • Width = shortest side
  • Height = bottom to top surface
  • Do NOT round to whole numbers

5Enter Weight:

  • Tare scale properly before weighing
  • Center items on scale
  • Enter weight to nearest tenth of a pound
  • Select correct unit of measure (lbs or oz)
Weight Conversion Example: If scale shows 1 pound 12 ounces, enter 1.75 lbs (NOT 1.12 lbs). The colon between numbers indicates pounds:ounces, not a decimal.

Packaging Information

6Select Suggested Packaging from dropdown - this is the packaging you would use if shipping this product as your own SKU.

7Enter Master Case Pack information:

  • Count Units Per Case
  • Enter case dimensions and weights
  • This helps with bulk handling and inventory management
receive inbound page
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Replenishment SKUs

For SKUs that have been received before, Cahoot will pre-populate:

  • Product dimensions and weights
  • Suggested packaging
  • Previous bin location

Bin Location Rules:

  • If existing inventory is still in the bin, location may be locked
  • If SKU is out of stock, bin location becomes editable
  • You may use a separate unique bin location if needed
  • Update bin locations through Products menu if required

Saving Your Work

8When done receiving (for now), enter your name in the Completed By field and click Save Changes.

9To continue receiving more inventory, click Receive Inbound button again.

Standard Products

1Length: Measure the longest side of the product

2Width: Rotate to shortest side and measure

3Height: Measure from bottom-most to top-most surface

Blister Packs

  • Measure length along longest side of package
  • Measure width along shortest side of package
  • For height, lay package flat and measure thickness

Irregularly Shaped Items (e.g., Lampshades)

  • Flip item upside down for stability
  • Measure across middle of base for diameter
  • Height measured from table surface to highest point
  • For weighing, may need to add a larger base to scale and re-tare

Oblong Items

  • Measure across center of longest part
  • Width measured along middle of widest part of short side
  • Height from table surface to highest point

Packaging Materials

Boxes:

  • Follow standard L×W×H measurement rules
  • Lay flat and measure all three dimensions

Poly Bags/Bubble Mailers:

  • Lay flat and measure length from end to end
  • Measure width from side to side at widest points
  • Enter 0.5 inches for height

Measurement Requirements:

  • Product dimensions must be in inches
  • Round to nearest ¼ inch, erring on larger side
  • Weight must be in pounds to one decimal place
  • This is a one-time exercise per SKU
Note: Please review our step by step article on How to Weigh and Measure Products.

When You Find Damaged Units

1Take photos of damaged units immediately, showing exactly what was damaged.

2Set damaged units aside until you finish receiving all good units.

3Document any damaged outer packaging for carrier claims.

Recording Damaged Inventory

4In the receiving screen, click Enter DMG Qty link for the damaged SKU.

5Enter the following information:

  • Damaged Qty: Number of damaged units
  • Bin Location: Separate location for damaged inventory
  • Barcode: Scan the barcode
  • Upload Photos: Attach damage photos taken in step 1
Critical Rule: DO NOT comingle damaged inventory with good inventory. You will receive an error if you try to use the same bin location as good inventory.

6Click Submit to record the damaged inventory.

Best Practices for Damaged Inventory

  • Create a common bin location for damaged units by SKU
  • Take multiple photos if needed to show all damage
  • Include damage to retail packaging in photos
  • Document any transit damage on delivery documents
Note: Please review our step by step article on Handling Damaged SKUs when Receiving Inbounds.

When Quantities Don't Match

If you receive different quantities than expected:

1Triple count the actual quantity received to ensure accuracy.

2Enter the actual quantity received in the system.

3After receiving all available inventory, select No More Items to Receive from the Other Actions dropdown.

no more items to receive
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Confirming Discrepancies

4On the Confirm Inbound page:

  • Verify the Qty Received is accurate
  • Review Issue Details to ensure they align with observed issues
  • Enter your name in Confirmed By field
  • Click Confirm

This changes the inbound status from Partially Received to Received.

confirm inbound
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Editing Received Inventory

If you need to make changes to previously entered data:

1Click the Receipt Number on the inbound page.

2Click Edit Inbound Receipt to make changes.

3You can:

  • Change quantities received
  • Add or update damaged quantities
  • Delete individual line items using the trash can icon
edit-receipt
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Editing Limitations:

  • Can only edit receipts in Partially Received or Received status
  • Once SKUs are live and inventory is committed, receipts become Completed and non-editable
  • To delete a receipt with only one line item, use Delete Inbound Receipt from Other Actions
receipts
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When Packaging is Included

If packaging materials are sent with your inbound, there will be a separate Packaging section on the receiving page.

Process for Receiving Packaging

1Click Receive Inbound as normal.

2Under the Packaging section, select a package from the table.

3Enter only:

  • Qty Received: Actual quantity of packaging received
  • Bin Location: Where packaging will be stored
Note: All other fields (dimensions, weights, etc.) will be pre-populated for packaging materials. You only need to enter quantity and bin location.

4Save changes and continue with standard receiving process.

When to Print Barcodes

After all units are received and the Item Receipt status shows Received or Completed, you can print barcode labels for the inventory.

Important: Do not barcode received items without Cahoot's explicit approval. Make sure you notify Cahoot before re-barcoding any received items and provide the reasons for barcoding.

Printing Process

1Go back to the Inbound page.

2Click Other Actions dropdown next to the Submit Invoice button.

3Select Barcode Labels.

4Choose your preferred label template and click Submit.

5Print and apply barcodes to both good and damaged inventory as needed.

Alternative Method: You can also print barcodes directly from Products → All Products by selecting SKUs and clicking Generate Barcode Labels. Learn more about Printing Product Barcodes.
print barcodes
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When Invoices Become Available

Once the inbound is fully Received, the Submit Invoice button will appear at the top of the inbound page.

Invoice Submission Process

1Click Submit Invoice at the top of the inbound page.

2Enter your 6-digit PIN.

Need a PIN? If you don't have a 6-digit PIN, create a Support Ticket and Cahoot Support will create one for you.

3Create your invoice by adding appropriate line items:

  • Receiving Fee - Per hour: Time spent receiving inventory
  • Inventory Prep Fee - Barcoding (each): If you applied barcodes
  • Other - Materials Used: Any supplies consumed

4Enter time spent in minutes under Qty field.

5Submit invoice or save as draft for later completion.

Invoice Tips:

  • Include re-barcoding fees if you processed damaged units
  • Record all time spent, especially for non-compliant inbounds
  • Submit invoices promptly after completing receiving
  • Keep detailed records of time and materials used

Learn more about Creating Invoices for detailed invoicing instructions.

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