At a glance
A China warehouse inbound packing list should identify the supplier delivery, cartons, warehouse SKUs and quantities expected. Use the same references on the receiving notice and the physical cartons. The purpose is to reconcile what arrives, report differences and release only the stock that has been accepted under the agreed process.
Give each delivery a reference
Assign an inbound or purchase-order reference before the supplier dispatches the goods. Include the supplier name, expected receiving location and the account contact responsible for exceptions. Confirm the current receiving location with fulfillmentyx before giving the supplier its dispatch instructions.
If one purchase order arrives in several deliveries, distinguish the deliveries while preserving the original order reference. That lets the warehouse report a partial receipt without accidentally closing the full expected quantity.
A carrier delivery confirmation and a warehouse receiving record answer different questions. The carrier may establish that cartons arrived, while the warehouse record establishes the quantities and identities accepted after the agreed receiving work.
Write one identifiable carton and SKU relationship
Use a stable carton identifier and list the SKU quantities inside it. Mixed cartons can have several rows with the same carton identifier. Do not sum repeated carton weights as if each SKU row represents an additional physical box.
| Field | Purpose |
|---|---|
| Inbound reference | Connects the delivery with the account and purchase order |
| Supplier reference | Identifies the factory or dispatching party |
| Carton identifier | Connects each row with a physical carton |
| Warehouse SKU | Identifies the product and variant |
| Expected units | Provides the quantity to reconcile |
| Carton dimensions and gross weight | Supports handling and onward planning |
Add product descriptions that help identify a mismatch. Keep the SKU as the reference, since descriptions alone may vary between supplier and store.
Use the sample file as a starting point
Download the inbound packing list CSV template.
The sample contains fictional SKU references and shows a mixed carton across two rows. Replace its contents with the actual shipment information. Confirm any account-specific fields with the receiving team before asking the supplier to use it.
For a planning example, two SKU rows share carton C001 and one row identifies C002. That is two cartons, not three. The SKU quantities should be totaled by SKU, while physical carton counts and shipment weights should use distinct carton identifiers.
Agree what the receiving team will check
Set the count and identification scope before arrival. A carton count, a unit count and a functional product inspection are different operations. State which checks are included and what evidence will be provided for a shortage, damaged outer packaging or an unknown SKU.
Decide how exceptions affect availability. Goods held for identity or condition review should remain separate from stock available for customer orders. The merchant needs a clear record of the affected delivery, SKU and quantity to give instructions.
If the supplier corrects its packing list after dispatch, keep the revision linked to the receiving reference. Replacing the original file without a record can make a genuine shortage look like a simple document change.
Reconcile the receipt before closing the inbound
Compare expected, accepted, held and outstanding units. Keep the reason for each difference where it can be established. An outstanding quantity may still be on another delivery, while a rejected unit may need supplier action; those states should not be combined.
fulfillmentyx uses the SKU list, carton information and expected delivery details to organize receiving and inventory work. A clean inbound file also helps later preparation, stock counts and supplier coordination. Review the first receipt together, then adjust the file if the operation needs a clearer reference.
Frequently asked questions
Is the supplier's commercial invoice enough for warehouse receiving?
It may provide useful product and transaction information, but check whether it identifies the cartons and SKU quantities needed for receiving. Keep the shipment documents consistent without assuming they all serve the same purpose. The warehouse can specify the operating file it needs for the agreed count.
Should I include customer delivery addresses in an inbound file?
Usually the receiving file concerns stock arriving at the warehouse, while customer orders belong in the order workflow. Keep those records separate unless a specific cross-dock arrangement has been agreed. Share only the information necessary for the work and use the approved account process.
What should I do when the received quantity is lower than expected?
Ask for the receiving difference by supplier reference, carton and SKU. Check whether another delivery remains outstanding before deciding the cause. Keep affected stock and supplier follow-up traceable, and authorize any inventory correction or commercial resolution from the evidence available.
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