Note: Please notify your Account Manager or our customer support team at least two weeks in advance if you're sending more than one full container of inventory at a time. Thank you!
To send inventory to ShipBob, start by creating a Warehouse Receiving Order, also known as a WRO. A WRO is a form provided by the client for each shipment to ShipBob.
WROs let our team know what exactly is being sent to our fulfillment center(s). They provide us with information like each item’s name and SKU, and it also lets us know how much of each item is being sent to us.
This article covers:
- How to create a WRO
- How to attach the WRO
- How to view WROs in the dashboard
- Common mistakes to avoid
How to create a WRO
1. In the dashboard, click on ‘Inventory’ > ‘Send Inventory,’ or click here.
2. Select the ShipBob warehouse you plan to ship your inventory to and click 'Next.’
If you need help choosing where to send your inventory, click on the 'Help' button on the bottom right hand your dashboard.
3. Indicate the SKU(s) and quantity of each SKU that you'll send. You can either import via Excel or manually enter the SKU and quantities.
Once you’ve selected the SKUs and quantities you plan to send, click ‘Next’ to save a draft of the WRO.
4. At this point, the process is still incomplete. You can cancel the order by clicking on 'Cancel order' or save it and finish later by clicking on 'Finish later':
Incomplete WROs can be accessed under 'Inventory' > 'Warehouse Receiving Orders'.
5. Select the mode of shipment: 'Small parcel' or 'Less than truckload.'
If the shipment will be shipped through a carrier like USPS or UPS, choose ‘Small Parcel.’ If they will be shipped on a pallet or truck (freight), choose ‘Less than Truckload (LTL).’
6. Select whether you'll generate your own label or a ShipBob shipping label.
If using your own label: Enter an expected date of arrival for the shipment.
If using a ShipBob label: Enter the source address and click 'Add Address'. Please note that we currently do not support label generation for shipments coming from outside the US.
Note: We are unable to cancel or refund labels for shipping once they are created for inbound inventory via WROs.
7. Select how the boxes will be packed.
One SKU per box: Each box contains one SKU. We strongly recommend you send 1 SKU per box. This prevents confusion and allows our receiving team to easily identify your items, and store them in a timely manner.
Multiple SKUs per box: Multiple SKUs might be in one box. For this option, please also indicate how many boxes you’ll send.
8. Enter the quantity of each SKU in each box and click 'Next.' Please put 0 in any fields you'd like to leave blank.
9. If you’re generating a ShipBob label, please enter the dimensions of the largest box you’ll be shipping inventory in. Click ‘Show Rates’ to select a carrier and get prices:
Download all labels and click on 'Finish' to finish the WRO creation process.
If you will be buying shipping labels yourself, please be sure to insert the correct tracking number for each box/pallet:
Make sure we know when your inventory arrives by including the tracking number. This will ensure the inventory arrives and we can locate it when it does. Our fulfillment centers are located among other buildings and packages without tracking information can be difficult to track down. If tracking is not available, you can finish the WRO creation process by entering N/A in the tracking field.
10. Attach the printed, physical WRO to each of the boxes/pallets being sent by following the directions in the next step.
How to attach the WRO
When you print your WRO, it will look something like this:
It is vital that each WRO is attached to the correct box. The items listed on the WRO must match the content inside the box. If the content in the box does not match the affixed WRO, the inventory will be placed in On Hold Receiving, which will cause delays in receiving and stocking your inventory.
It is important to give our receiving team easy access to the WRO you have created to allow your Shipping Unit to go in the Receiving Queue in the quickest manner possible. To do so, make sure you:
- Place WRO somewhere visible
- Do not place WRO on seams (where the box opens/closes)
- Print your WRO from a printer with fresh ink to make sure it’s readable
Per our turnaround times, receiving inventory takes up to 5 business days upon receipt and identification of each box/pallet at our fulfillment center(s). This turnaround time only applies to inventory that comes in with perfectly created and attached WROs.
For inbound inventory that ShipBob cannot identify, see our On Hold/Unidentified Receiving Order (URO) guide here.
If a container (box or pallet) arrives more than 14 days after the first container in a WRO, receiving will be canceled and the inventory will be moved to the On Hold/URO process.
How to view Warehouse Receiving Orders
1. Log into your ShipBob account, then click on ‘Inventory’ > ‘Warehouse Receiving Orders.’
2. Here you’ll see any orders that are in ‘Awaiting’ (shipments in transit to our warehouse), ‘Partially Arrived,’ ‘Processing’ (WROs our team is currently working on receiving) and ‘Completed’ (WROs that have been received and completed recently).
3. To view your box statuses and timestamps, you can click on ‘View’ under ‘Boxes Status.’
Common mistakes when sending inventory
Here is a list of the most common mistakes we see our clients make that cause a delay in the receiving process or result in additional receiving fees:
Stating the wrong quantity on the WRO: This increases the receiving times and can cause additional receiving fees as we are constantly planning our warehouse vacancies based on quantities that are stated in the WRO.
2. Mixed SKU shipping unit: Placing very similar looking items in same Shipping Unit can make it difficult for our receiving team to identify items which increases receiving time and can even create a situation where items get mixed together.
3. Sending shipping units that arrive in long time frames: It is expected that the time between the arrival of the first Shipping Unit to the time of arrival of the last shipping unit of the same WRO should not exceed 5 days.
If needed, please create multiple WROs to make sure the first shipping units that arrive get stocked in the shortest time possible. We will not begin processing a WRO until all shipping units arrive at our facility.
4. Items not marked as Dangerous Goods: The responsibility of shipping a non-marked item with a carrier that doesn’t support Dangerous Goods will be placed on the client and any fines will be charged to their account. Click here to learn more about Dangerous Goods.
5. Tracking number not associated with WRO: In Step 9 under ‘How to create a WRO,’ please enter the tracking number associated with the shipping unit’s delivery. This allows us to plan our warehouse capacity and receiving schedule. If we do not get this information, this will cause delays in the receiving process.
6. Lot items not marked: Once we process and complete a WRO without associating Lot Numbers, we cannot go back to edit a Lot Number. When creating a WRO, make sure you mark associate the Lot Number with any lot items.