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Work Orders are used to request various warehouse services including Inventory Prep, Transfer Inventory between Cahoot warehouses, Forward Inventory to FBA, Remove Inventory, and other specialized services. This guide will walk you through the complete process step-by-step.

Service Approval Required: Certain work order types require specific approval in your Cahoot service agreement before they can be used. If any of these work order types are missing from the Add New dropdown menu, your account is not approved for those specific services. Contact Cahoot Support to discuss adding these services to your agreement.
🔍 Before You Start - Understanding Work Order Types

Job Location Requirements

Understanding Job Locations: Each Work Order must specify a single Job Location (Cahoot fulfillment center). If your inventory is distributed across multiple warehouses, you must create separate Work Orders for each location.

Work Order Types

Work Orders are organized into six main types, each serving different warehouse service needs:

1. Inventory Prep Work Orders

  • Used to prepare inventory for storage and fulfillment
  • Includes barcoding, polybagging, bubble wrapping, replacing damaged packaging
  • Two main types: Barcoding and Reboxing/Polybagging

2. Inventory Transfer Work Orders

  • Distribute inventory between Cahoot warehouses
  • Requires account approval

3. FBA Forwarding Work Orders

4. B2B Fulfillment Work Orders

  • Ship inventory to retail/wholesale customers
  • Typically involves large quantities requiring freight shipping
  • Requires account approval
  • Complete B2B Fulfillment Guide

5. Inventory Removal Work Orders

  • Move inventory from Cahoot warehouses to external locations
  • 14-21 business day lead time (up to 30+ days during peak season)
  • $99 minimum fee applies
  • Complete Removal Guide

6. Other Work Orders

Important Work Order Rules

Critical Limitations:

  • Work Orders cannot be edited after approval
  • Separate Work Orders required for each Job Location
  • Account must be current and in good standing
  • Some services require advance payment
📝 Step 1: Creating Your Work Order

1Go to Work Orders → All Work Orders → Assigned to Partner tab.

2Click the Add New dropdown and select your Work Order type:

  • Inventory Prep (Barcoding or Reboxing/Polybagging)
  • Inventory Transfer (Transfer between Cahoot locations)
  • FBA Forwarding (Sending inventory to Amazon FBA)
  • B2B Fulfillment (Sending inventory to businesses)
  • Inventory Removal (Removing inventory from network - requires billing approval)
  • Other (for special requests)

3Create a unique Job Name and select the Job Location where the work will be performed.

Pro Tip: Use descriptive Job Names that include the date and purpose (e.g., "Barcoding-Holiday2024-Location1") to easily identify Work Orders later.

Adding Destination Information (If Required)

4Enter Ship To address if your Work Order involves shipping to an external location (Removals, B2B, FBA).

5Upload any required Shipping Documents such as BOLs, commercial invoices, or special handling instructions.

🎯 Step 2: Adding Items and Quantities

6Add SKUs using one of these methods:

  • Enter a SKU or Barcode and click Add Item
  • Leave both fields blank and click Add Item to open the search window
  • Use the search window to find and select multiple SKUs via checkboxes

Important: If the item you want to add is not showing in the search results, this indicates one of the following:

  • The SKU has no available inventory at the selected Job Location
  • The item hasn't been received at that fulfillment center yet
  • All units are already allocated to existing orders or Work Orders

Solution: Verify inventory is available at the Job Location before creating your Work Order. Go to the Your Inventory with Partners page.

7Enter Quantities for each SKU you're including in the Work Order.

Quantity Limitations: You cannot enter quantities greater than Qty Available, which accounts for units already allocated to live orders or other open Work Orders.

Managing Your Item List

  • Use the trash icon in the Action column to remove incorrectly added SKUs
  • The Qty Available column shows units available for Work Orders
  • Double-check all quantities before submitting
🚚 Step 3: Shipping and Special Requirements

8Select shipping method from How Would You Like to Ship dropdown:

  • Small Parcel - Individual boxes via UPS/FedEx
  • LTL - Less than truckload (typically 200-5,000 lbs)
  • FTL - Full truckload (typically 5,000+ lbs)

9Add Shipment Protection (insurance) if desired for valuable shipments or protection against damages in transit.

10Enter any Special Instructions including:

  • Custom packaging requirements
  • Handling instructions
  • Documentation needs
  • Bundle information (for Reboxing orders)
✅ Step 4: Submitting Your Work Order
Reminder: Work Orders cannot be edited after approval. Double-check all information before submitting.

11Choose your submission option:

  • Click Submit Work Order if ready for immediate review and approval

  • Click Save as Draft from Other Actions dropdown to complete later

    Draft Status: The Submit Work Order button appears on the Edit page (click Edit → Submit Work Order) 

    Draft Status

     

12Use the Conversations panel to communicate with Cahoot about your Work Order after submission.

What Happens Next

  • Cahoot team reviews your Work Order for completeness
  • You'll receive approval notification via Conversations
  • Work begins once approved and any required payments are processed
  • Track progress through Work Order status updates
🔍 Step 5: Finding and Tracking Work Orders

13Use Search Filters at the top of the Work Orders page to locate specific work orders:

  • Adjust Date Filter for orders older than 3 months
  • Filter by Job Status, Type, or Job Location
  • Search by Job Name or other criteria using column headers

Work Order Status Definitions

Work Orders progress through several stages from creation to completion. Understanding each status helps you track progress and know what to expect next.

Status What This Means
Draft You've saved the Work Order but haven't submitted it yet. You can still make edits and changes.
Pending Approval You've submitted your finalized Work Order and it's awaiting Cahoot team review and approval.
Approved Cahoot has approved your Work Order. Both you and the fulfillment partner have been notified and the work is queued for processing.
In Progress The fulfillment partner has acknowledged the Work Order and begun prepping your inventory or starting the requested task.
Pending Pickup Inventory has been prepped and packing information (box/pallet dimensions and weights) has been added. Work Order is ready for shipping labels or BOL creation for carrier pickup.
Completed The shipment has been handed to the carrier and the work is finished. Inventory levels have been updated in your account.

 

What You Can Do at Each Stage

Draft & Pending Approval:

  • Make changes or cancel the Work Order
  • Add additional information via Conversations panel

Approved & In Progress:

  • Monitor progress via Conversations panel
  • Work Order cannot be edited - contact support for any changes needed

Pending Pickup:

  • Download packing information for your records
  • Create shipping labels or BOL if required for your Work Order type
  • Coordinate pickup timing with carrier if needed

Completed:

  • Review final packing information and tracking details
  • Verify inventory updates in your account
  • Download any final documentation

 

Need Updates? Use the Conversations panel on your Work Order to communicate with Cahoot at any stage of the process.
🎥 Video Walkthrough & Additional Resources

Complete Video Tutorial

Video Timestamps

Jump directly to specific sections:

Time Topic
0:08 Overview
0:24 Work Order Types
1:10 Locating Work Orders
2:27 Work Order Statuses
3:03 Example Work Order
4:23 Inventory Prep
7:38 Inventory Transfer
10:32 FBA Forwarding
15:08 Inventory Removals

Related Articles

Inventory Prep Services:

Specialized Services:

Additional Resources:

Pro Tip: For complex Work Orders involving multiple SKUs or special requirements, consider creating a draft first to review all details before submitting for approval.
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