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Inbound Shipments (Purchase Orders)

How to create and manage inbound shipments (Purchase Orders)

ShipTop avatar
Written by ShipTop
Updated today

All inbound shipments begin with a Purchase Order (PO), which must be created in your Client Portal before inventory is received.

Method 1: Manually a Purchase Order

  1. From your dedicated Client Portal, navigate to Purchase Orders > All Purchase Orders
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  2. Click Create A Purchase Order
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  3. Select Vendor and Products:

    • Vendor: All (this will allow you to find products from all vendors)

    • Warehouse: Choose the warehouse you are sending products to

    • Search and select the SKU(s) you are shipping

    • Click Save Order
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  4. Once saved, you will be redirected to your purchase order. Please update the PO Number to match the PO name / number that will be used by your manufacturer. This ensures that we are able to identify which PO the shipment belongs to upon arrival.

    If you do not have a PO name / number, use the following format:
    PO Number: {BRAND NAME}–{PO ID}–{DESTINATION}
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    eg. Saje-PO44-Toronto

NOTE:
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* Before you begin creating a Purchase Order, you must ensure all products in the inbound shipment have been created under Inventory > Products.

** In order to add a product to a Purchase Order, a Vendor must be assigned to each product. For a detailed guide, please see our How to Assign Vendors to Products article.

If you are unable to add an item to your purchase order, it is likely because that item does not have a vendor, or the product doesn't exist in the selected warehouse.

Method 2: Upload a Purchase Order

  1. From the Purchase Orders page, click Upload Purchase Orders.
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  2. Download the CSV template: Download Purchase Order Template

  3. Fill out the CSV with the following details:

    1. Purchase Order Number

    2. Vendor

    3. Order Date / Ship Date

    4. Carrier and Shipping Method (optional)

    5. SKU(s)

    6. Quantity

    7. Sell Ahead (optional if you want to sell these quantities ahead of arrival)

    8. Price (optional)

  4. Return to Upload Purchase Orders and upload the completed CSV file.

What Happens Next

Once your purchase order is created:

  • The warehouse receiving team is notified of the incoming shipment

  • Our receiving team will be prepared to receive and process your inbound shipment

  • You can monitor the status of your Inbound Shipments at all times to see where your products are in the receiving process

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