The first delivery to a new fulfilment warehouse sets the tone for everything that follows. A well-prepared delivery is checked in faster, goes on sale sooner and arrives with fewer discrepancies to resolve. A poorly prepared one can take days to untangle. Here is what to get ready before your stock leaves your supplier or your current premises.
Send your product data first
Before any stock arrives, the warehouse needs a product list with the SKU, description, size and colour, and barcode for every line, and ideally the weight and dimensions too. Each product is set up in the warehouse system in advance so that stock can be scanned in as it arrives. Most providers supply a spreadsheet template for this.
Check your barcodes
Every unit should carry a barcode that matches your product list, usually the EAN or UPC from the manufacturer. Each size and colour needs its own barcode, and the same barcode should never be used for two different products. Items that arrive without a barcode can usually be labelled by the warehouse, but it adds time and cost to the first delivery.
Send a packing list
A packing list, sometimes called an advance shipping notice, sets out which SKUs are in the delivery and how many of each, ideally carton by carton. It lets the warehouse check what arrives against what you expect and report any shortages straight away, rather than weeks later when an item runs out.
Pack and label cartons clearly
Where possible, keep each carton to a single SKU. If cartons are mixed, mark them clearly. Label the outside of every carton with your company name, the SKUs and quantities inside, and its number in the delivery, such as 3 of 20. Pallets should be stable, wrapped and not overhanging, with a label on at least two sides.
Book the delivery in
Most warehouses receive goods by appointment so they can have the right number of people ready to unload and check them. When you book, give the expected date, the carrier, the number of pallets or cartons, and whether the goods are palletised or loose-loaded in a container. Loose-loaded containers take longer to unload, so the warehouse needs to know in advance.
Imported goods
Goods coming from outside the UK must be cleared through customs before they are delivered, usually by your freight forwarder or customs agent. If your business is based outside the UK, your warehouse will in most cases need to be approved under the Fulfilment House Due Diligence Scheme, which we explain in our guide to FHDDS.
What happens when it arrives
The delivery is unloaded, counted and checked against your packing list, and any differences or damage are reported to you. Stock is then put away in recorded locations and appears in your stock levels, ready to sell. Damaged items are kept apart until you decide what should happen to them.
Your first delivery to TDW Logistics
We send new clients our delivery guidelines and stock intake template before their first delivery, receive goods by appointment, and can barcode items that arrive without one. Stock can arrive in containers, on pallets or in boxes, and we can arrange collection for a fee. Get in touch to plan your first delivery.