RECEIVING / PREPARATION / RELEASE
The records behind your shipment
Agree which records are included before work begins. The layouts below show how supplier stock, preparation approvals and shipment releases can stay connected.
These are workflow examples with fictional references and quantities, not customer documents, completed shipments or a software dashboard.
01 / SUPPLIER RECEIVING
What was expected. What was recorded.
| Reference | Expected | Recorded | Decision |
|---|---|---|---|
| Example supplier A / EX-SKU-01 | 500 units | 500 units counted | Available after the agreed checks |
| Example supplier B / EX-SKU-01 | 300 units | 298 units counted | Record the 2-unit shortage; seller decides the next step |
Keep the receipt date, supplier or purchase reference, counting level and any agreed condition photos with the record. A carton receipt alone does not establish the unit quantity inside.
Prepare a supplier handover02 / PREPARATION APPROVAL
Keep one accepted version with the batch.
| Record | Example field | Approval needed |
|---|---|---|
| Product identity | EX-SKU-01 / channel and country | Seller-approved identifier and active label file |
| Packing sample | Example packing version P-02 | Component arrangement, protection, inserts and finished appearance |
| Batch instruction | Example prep batch B-01 | Quantity, counting checks and treatment of exceptions |
Operations gallery photographs are separate from the fictional record examples above.
Photos document the agreed checks and sample where included. Confirm whether the scope includes quantity checks, visible-condition inspection, sampling or specialist testing.
03 / DATED STOCK BALANCE
Keep physical quantities and reservations distinct.
Illustrative balance: this example assumes the agreed receiving checks are complete for the 798 counted units. The 2 missing units in the receiving example are excluded from physical stock and remain a separate supplier discrepancy. Of the 798 units, 600 are reserved for a release and 198 are unallocated; reserved units remain physically held until dispatch.
| State | Example quantity | Meaning |
|---|---|---|
| Counted and accepted in China | 798 units | Physical stock before the illustrated release |
| Reserved within that stock | 600 units | Allocated to the approved batch; not an additional 600 units |
| Unallocated within that stock | 198 units | Available for a later decision |
| Remaining after the 600-unit dispatch | 198 units | Reconcile against the release record and any exceptions |
Add a timestamp and counting basis to the real balance. Record damaged goods, unresolved discrepancies and expected supplier deliveries separately. Use that reviewed balance as the starting point for the next allocation and its quotation.
Plan repeat replenishment04 / SHIPMENT RELEASE
Connect each carton to its handover.
| Record | What to retain |
|---|---|
| Carton identity | Carton reference, contents and unit quantities |
| Finished measurements | Sealed outer dimensions, packed weight and units of measurement |
| Destination instructions | Country, receiving operator, address version and shipment reference |
| Seller approval | Approved quantity, transport scope and outstanding exclusions |
| Handover | Dispatch date and carrier reference when available; destination receiving tracked separately |
Dispatch, carrier delivery and destination receiving are separate events. A tracking scan does not establish the destination’s available stock balance.
AGREE BEFORE WORK STARTS
Choose the evidence your shipment needs.
Discuss the records, format, counting level, photos and review points included in your quotation. Share product details and any existing supplier or platform instructions directly in chat.
Prepared by SinoWarehousing · Published · Updated . Platform references carry their own review dates.