Preparing Inbound Inventory – Cahoot

This comprehensive guide covers everything you need to know about properly preparing and shipping inventory to Cahoot. Following these guidelines ensures fulfillment accuracy, safe delivery to customers, and timely processing of your inbound shipments.

Important: Creating high-quality inbound shipments will help expedite the receiving of your SKUs and avoid issues that may lead to delays. The Creating Inbound Shipments article demonstrates how to create inbounds and manage your inventory in the Cahoot system.

Why Proper Prep Matters

Inventory prep should follow Amazon FBA Product Prep and Shipment guidelines. Determining the type of preparation required to ship your products to Cahoot safely is your responsibility. Failure to comply with product prep requirements, safety requirements, and product restrictions may result in:

Receiving delays
Additional prep fees
Refusal of shipment delivery
Safety hazards for warehouse staff

Critical: Before you can send inventory to Cahoot, your Inbound Shipment must be Approved by the Cahoot Inbounds team and assigned to an address. Shipments delivered without advance approval may be refused.

The Cahoot warehouse address will only be provided after your inbound is submitted in Pending Approval status. Once your inbound shipment is approved and assigned, the warehouse address will be displayed on the inbound details page.

Understanding the Drop Test

All products must pass the drop test: Items must withstand a drop from 3 feet high onto a hard surface without causing breakage, damage, or leaking. The test consists of five drops total:

Flat on bottom
Flat on top
Flat on longest side
Flat on shortest side
On edge/corner

When to Use Cahoot Prep Services

Cahoot offers prep services (additional fees apply) when:

Products need to be grouped into sets or multi-packs
Items require assembly with explicit video instructions
Inventory arrives improperly prepared/labeled

Important: Make sure to review the Hazardous Materials and Restricted Products Policy to ensure all products are eligible for Cahoot fulfillment services.

Items should be delivered to Cahoot ready to be fulfilled - either ready for a shipping label to be placed directly on the manufacturer's packaging (SIOC), or only need to be packed within standard shipping supplies.

General Requirements

1All units must be barcoded (see Barcoding Requirements below). Learn how to Print Product Barcodes in Cahoot.

2Multi-packs and bundles should be pre-assembled in suitable containers (poly bags, etc.) and clearly labeled with a barcode unique to the set. Original manufacturer barcodes for single units must be obscured.

3Only 1 scannable barcode should be visible on each unit to prevent confusion during fulfillment.

4Secure all packaging including loose sleeves, pouches, and poly bags with non-adhesive bands or removable tape.

5Suffocation warnings required on bags with openings measuring more than 5 inches when laid flat.

Barcoding Requirements

For Individual Products:

Label requirement: Each unit must have a visible label with item description and scannable barcode
Acceptable barcodes: UPC, ASIN, FNSKU, EAN, ISBN, JAN, or alpha-numeric (50 characters max)
No special characters: Avoid dashes (-) or underscores (_)
Background: Print on white background
Standard: Use Code 128
Font size: Minimum 8pt, recommended 12pt or larger
Label size: Minimum 1" height × 2" width (larger is better)
Placement: Apply directly to SKU or bag if surface won't support label

For Case-Packed Products:

All boxes with the same product must contain equal quantities
SKU, Item Name, and Quantity must be clearly printed on cartons
Master cases must be split at case-pack level and labeled accordingly

Common Problems to Avoid

Problem	Description
Barcode missing	Item arrived without proper barcode
Unit mislabeled	Barcode doesn't match intended item
Barcode unscannable	Smudged, placed on curves, or on reflective surfaces
Prep errors	Labeling, packaging, or shipping requirement errors

When selling items in different conditions, each condition requires unique barcodes and proper labeling:

New

Brand-new item in original packaging. Original manufacturer's warranty applies in full.

Renewed

Pre-owned product inspected and tested to work like new. Minimal signs of wear, may include generic accessories. Includes 90-day warranty.

Used - Like New or Open Box

Perfect working condition with minor damage possible. Original packaging may be missing but instructions included.

Used - Very Good

Good working condition with limited signs of wear. Original packaging may be damaged, some accessories may be missing.

Used - Good

Good working condition with visible wear. May be missing parts or accessories like assembly hardware or instruction manual.

Used - Acceptable

Functions properly but fairly worn with aesthetic issues. May be missing parts, accessories, or cables.

Important: Items that are NOT in New condition must include their condition on the barcode sticker, and barcode values must be unique for each condition offered.

Some products require extra care and attention. Follow these guidelines to ensure all inventory passes the drop test and arrives safely.

Liquids

Double-sealed products: Use boxes
Not double-sealed or 16 oz: Use polybags or shrink-wrap
Add protection: Use bubble wrap/dunnage if needed for drop test

Sharp Units

Package so no person can be hurt during handling. Use boxes with dunnage, or ensure packaging covers sharp points with secure fastening.

Fragile Units

Package in boxes with cushioning to prevent movement and ensure drop test compliance. Alternative: wrap completely in bubble wrap with labels/barcodes on outside.

Plush Units

Must be sealed in poly bags or shrink-wrapped to protect from dust, dirt, and humidity.

Baby Products

Products for children under 4 years old: no exposed surface larger than 1" × 1". Pack in poly bags or shrink-wrap.

Apparel, Fabric, and Textiles

Cloth products: Seal in poly bags or shrink-wrap
Leather: Use boxes to prevent plastic damage
Shoes: Pack in boxes or plastic bags in pairs only

Jewelry

Use boxes or poly bags depending on original packaging
Jewelry pouches: pack individually in transparent plastic bags
Fabric boxes: should be bagged or boxed
Secure sleeves to prevent loss of barcodes

Products Smaller Than 2 Inches

If smaller than 2 inches on all sides, polybag so barcode can be affixed and readable on the bag.

Pellets, Powders, and Granular

Must be packaged securely to pass drop test without leaking or spilling. Items that can't withstand drop test must be in poly bags. Glass containers follow fragile unit instructions.

Adult and Explicit Products

Should be bagged in black, opaque bags to prevent offending handlers during fulfillment.

Important: Follow the steps on how to Print and Use Cahoot Box Content Labels for Inbound Shipments.

Small Parcel Requirements

1Each carton should contain items from one approved Cahoot Inbound ID only

2Unit quantities per SKU must match the approved Inbound

3Cartons 50 lbs: indicate "Team Lift" on top and sides

4Cartons 100 lbs: indicate "Mech Lift" on top and sides

5Remove or cover previous labels that are no longer applicable

Additional Recommendations:

Parcels with multiple units shouldn't exceed 25 inches on each side
Use Regular slotted cartons with B-Flute, ECT-32 or higher
Use adequate cushioning and dunnage material
Use strong shipping tape
Don't use string or paper over-wrap

Freight/Pallet Requirements (LTL/FTL)

1Use pallets in good condition (not cardboard or particleboard)

2Stage boxes using standard pallet stacking - no extra straps or elastic

3Total weight per pallet: maximum 1500 lbs

4Contents must not overhang by more than 1"

5Wrap in clear stretch wrap with BOL containing Cahoot Inbound ID

Pallet Specifications:

Use 48" × 40", 4-way access wooden pallets
Maximum height: 72"
Use GMA Standard Grade B pallets or higher
Use GMA Grade 1A for Food, Grocery, and Health & Beauty
Must be movable with standard pallet jack or forklift

Shipping Label Guidelines

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

Bill of Lading (BOL) Requirements

For LTL/FTL pallets and containers:

Cahoot Inbound ID must be in Reference Line
Include: Your name, origin address, carrier name
Include: Carrier reference number (PRO#)
Include: Pallet count with weight/dimension/commodity info
Include: Trailer and seal number

Importer of Record Requirements: Cahoot does not serve as the Importer of Record and cannot provide our EIN number for customs purposes. You must be listed as the importer and ensure all customs duties are paid before arrival at Cahoot. Read the complete Importer of Record requirements in our Ocean Freight guide.

Non-compliant inbounds have issues requiring corrective action before SKUs can be made available. These inbounds take longer and cost more to receive.

Common Compliance Problems

Warning: Inbounds with these issues will be set aside for separate receiving as time permits, causing delays and additional fees.

Product & Barcode Issues:

Unknown/Unexpected SKUs: Items not listed on approved Inbound
Bad barcodes: Unscannable, missing, or incorrect barcodes
Missing product dimensions: Accurate LxWxH data required before delivery
Multiple visible barcodes: More than one scannable code per unit

Preparation Issues:

Improperly prepared inventory: Liquids not sealed, apparel not bagged
Failed drop test: Items that break, leak, or are damaged in drop test
Missing prep requirements: Special prep instructions not followed

Shipping & Documentation Issues:

Missing/incorrect Inbound ID: All inbounds must show correct Cahoot ID
Missing carton labels: Mixed cartons need detailed packing slips
Poor segregation: Mixed cartons should separate SKUs for easy counting
Wrong quantities: Too few or too many units vs expected
Deliveries without approval: Unidentified or unapproved shipments
Missing tracking: Numbers should be entered before arrival

Physical Condition Issues:

Damaged packaging: Poor prep causing transit damage
Damaged inventory: Items not in expected condition
Oversize items: Very large SKUs requiring special handling

Amazon FBA Removals

Special Consideration: Inventory from Amazon FBA typically arrives across many days/weeks from multiple DCs without logical organization, increasing receiving time and fees.

Amazon will NOT label shipments with Cahoot Inbound IDs, making them non-compliant. Best practice: Have FBA send inventory to you first, then repackage into compliant inbound shipments.

Recommendation: Take pictures of pallets/parcels before shipment leaves your facility to document any transit damage for carrier claims.

Complete Prep Walkthrough

Video Timestamps

Jump directly to specific sections:

Time	Topic
0:00	Inventory Packaging Requirements
1:11	Special Packaging Instructions
1:29	The Drop Test
2:01	Barcoding Requirements
3:15	Cahoot Prep Service
3:33	Inbound Shipment Instructions
3:55	Bill of Lading (BOL)
4:01	Packaging Materials

Pro Tips:

Consider shipping inventory direct from suppliers to reduce costs
Use Cahoot's discounted parcel and freight rates when needed
Always verify prep requirements before shipping
Take photos of shipments before they leave your facility