Activation Required: To use the Inbound Shipments feature it must be enable on your account by the ShipHero support team.
ShipHero created a new inbound shipment feature to make receiving inventory even easier for your warehouse operations. With the Inbound Shipments tool you can receive inventory via the mobile app and track the progress through the Inbound Shipments Dashboard for fulll visibility.
This article walks through how to create, view, and manage inbound shipments using the desktop dashboard. This is typically used by warehouse managers, operations teams, or admins to plan and monitor inbound activity before and during receiving.
Key features
From this page you can:
- View all inbound shipments and their current status
- Filter by warehouse, client, status, or date
- Search by PO number, client, or inbound ID
- Create a new inbound shipment
Table of Contents
- Navigating the Inbound Shipments Dashboard
- How to Create a New Inbound Shipment
- Managing an Inbound Shipment
Navigating the Inbound Shipments Dashboard
The Inbound Shipments dashboard allows users to view, create, edit, and manage inbound shipments scheduled to arrive at warehouses. It provides real-time tracking of shipment status, expected arrival times, and receiving progress.
To access the Inbound Shipment dahsboard go to the Receiving > Inbound Shipments page.
Available Filters and Search Options
Use the following tools to refine the data displayed on your dashboard:
- Search Bar: Locate shipments using the PO number, client name, or Inbound ID.
- Warehouse Filter: A multi-select menu to view shipments for specific facilities.
- Client Filter: A multi-select menu available for 3PL accounts to isolate client-specific inventory.
- Status Filter: Filter by Arrived, Pending Arrival, Receiving, or Completed.
- Date Range: Defaults to the last 7 days, with quick-select options for Today.
Inbound Shipments Dashboard Columns Defined
The following table defines the columns found on the Inbound Shipments dashboard. These columns help your team prioritize tasks based on arrival times and shipment size.
| Column Name | Description |
| Expected Time | The scheduled or estimated date and time for the truck arrival. |
| Arrival Time | The actual timestamp when the truck arrived at the facility. |
| Client | The customer name associated with the shipment. Note: This is only visible for 3PL accounts. |
| Inbound ID | The unique system identifier for the specific inbound shipment. |
| Warehouse | The destination warehouse facility where the shipment is being received. |
| Carrier | The name of the shipping carrier or trucking company. |
| Container Number | The specific container ID or tracking number for the shipment. |
| Receiving Locations | The designated or currently used locations for receiving the goods. |
| Exp. Units | The total number of units expected to be contained within the shipment. |
| Status | The current workflow stage, including a progress indicator for shipments currently being received. |
| Status Change | The timestamp indicating when the shipment status was last modified. |
| PO | The Purchase Orders associated with this inbound shipment. |
Inbound Statuses Defined
Shipments move through a specific lifecycle from scheduling to final receipt. Understanding these statuses allows you to monitor warehouse activity in real-time.
The Status change column shows when the inbound last moved to its current state.
| Status Name | Definition and Action |
| Pending arrival | The inbound shipment is scheduled in the system but the physical transport has not yet reached the facility. |
| Arrived | The shipment has physically arrived at the warehouse, but the receiving process has not yet been initiated. |
| Receiving | The receiving process has begun. This status is triggered when a warehouse operator starts the workflow via the mobile application. |
| Completed | The receiving process is finished, and all units have been accounted for in the system. |
How to Create a New Inbound Shipment
The inbound creation process is divided into three primary sections: Booking Details, Shipping Details, and Shipping Plan or Purchase Order. Each section can be expanded or collapsed to streamline data entry.
To begin, navigate to the Receiving > Inbound Shipments page and click Create inbound shipment.
Step 1: Enter Booking Details
The Booking Details section identifies the account owner and the scheduled arrival window for the shipment.
| Field Type | Field Name | Description |
| Required | Client | The client or account to which the inbound shipment belongs. |
| Warehouse | The specific warehouse facility designated to receive the goods. | |
| Expected day & time | The anticipated arrival schedule for the shipment. | |
| Optional | Booking Contact | Name, email, and phone number for the primary coordination contact. |
| Receiving location | The default dock or specific receiving area within the warehouse. |
Arrival Time Configurations
Accurate expected arrival times help the warehouse team manage labor and dock space effectively. You can define the expected arrival using one of the following three options:
- Specific date and time: Use this for shipments with a confirmed delivery window.
- Now: Select this if the shipment is already physically present at the facility.
- Unknown: Use this if the delivery timing has not yet been confirmed by the carrier.
Step 2: Enter Shipping Details
The Shipping Details section captures transportation and load information. While these fields are optional, completing them improves visibility for warehouse planning and historical reporting.
Transportation Information
Use these fields to identify the specific carrier and vehicle characteristics associated with the inbound shipment.
| Field Name | Description |
| PRO / Tracking / Load number | The unique identifier assigned by the carrier for tracking the shipment. |
| Carrier Name | The name of the company transporting the goods. |
| Load Type | The classification of the load, such as Less Than Truckload (LTL), Full Truckload (FTL), or Parcel. |
| Trailer Size | The physical dimensions or capacity of the trailer used for delivery. |
| Container Number | The specific ID for containerized shipments (common for international freight). |
Shipment Type
Selecting the correct Shipment Type is critical for the warehouse team allocates the appropriate amount of time and equipment (e.g., forklifts vs. manual labor) for the unloading process.
| Shipment Type | Workflow Description |
| Parcel | Small parcel deliveries (e.g., UPS, FedEx, DHL). |
| Pallet | Standardized palletized freight. |
| CTR – Palletized | An ocean or rail container containing palletized goods for faster unloading. |
| CTR – Floor Loaded | An ocean or rail container with loose cartons stacked on the floor, requiring manual palletization upon receipt. |
Step 3: Select a Shipping Plan or Purchase Order
The final step in creating an inbound shipment is attaching the relevant documentation that defines the expected inventory. You can attach one or more Purchase Orders (POs) or Shipping Plans to a single inbound record.
This process ensures the warehouse team knows exactly which SKUs and quantities to expect upon arrival.
| Feature | Rule and Capability |
| Multi-PO Support | You may select multiple Purchase Orders to be consolidated into a single inbound shipment. |
| PO Eligibility | Only POs with an Open status will appear in the selection list. Completed or cancelled POs are not eligible. |
| Client Validation | For 3PLs, all attached POs must belong to the same Client, regardless of the vendor. |
| Data Sync | Upon selection, the system automatically populates the inbound shipment with the expected items and quantities from the attached documents. |
Ensure that all items intended for receipt are included on the attached POs. Items not listed on the attached documentation may require manual intervention during the receiving process.
PO Selection Rules
To maintain inventory accuracy, ShipHero uses specific validation logic to determine which Purchase Orders can be attached to a new inbound shipment. This prevents a single PO from being processed across multiple active shipments at the same time.
When creating or editing an inbound shipment, POs will fall into one of the three categories defined below:
| Selection Category | System Logic & Requirements |
| Available (Eligible) | The PO fulfillment status is Pending, Arrived, or Open AND any previously linked inbound shipments are Deleted or Completed (or no shipments have been assigned yet). |
| Locked (Disabled) | The PO fulfillment status is Pending, Arrived, or Open BUT it is already linked to at least one active inbound shipment with a status of Arrived, Receiving, or Pending Arrival. |
| Excluded (Hidden) | The PO fulfillment status is anything other than Pending, Arrived, or Open (e.g., Canceled or Closed). |
If you cannot find a specific PO in the list, verify its current fulfillment status and check if it is already tied to another active Inbound Shipment record.
Managing an Inbound Shipment
To manage or review a specific shipment, click the Inbound ID from the main dashboard to open the details page. Information is organized into three primary tabs to help you distinguish between shipment configuration, real-time receiving progress, and visual documentation.
Inbound Details Tab
The Inbound Details tab serves as the primary source of truth for the shipment configuration. It displays the parameters established during the creation process.
| Category | Data Points Included |
| Client and warehouse | Client name and the specific receiving warehouse destination. |
| Expected arrival time | The confirmed or estimated expected arrival date and time. |
| Carrier and shipping details | Carrier information, tracking numbers, and specific shipping methods. |
| Associated POs | All Purchase Orders (POs) associated with the inbound record. |
Summary Tab
The Summary tab provides a real-time view of receiving activity. This tab is used to monitor progress while the warehouse team is actively processing the shipment.
| Metric | Description |
| Containers / LPNs | Specific containers (such as pallets) generated during the receiving process. |
| Received Items | A detailed breakdown of SKUs found within each specific container. |
| Quantities | The total number of units physically received during the workflow. |
| Receiving location | The designated receiving location, such as a loading dock or a specific damages bin. |
| Audit Trail | The identity of the specific worker who performed the receiving for each line item. |
Inbound Images Tab
The Inbound Images tab stores all visual assets uploaded during the receiving process. These images provide essential proof of condition for compliance and auditing purposes.
Within this tab, you can search through stored media, filter by image type (e.g., Inbound level vs. Rejected), and view exact upload timestamps for complete transparency.
Leverage Inbound Images to support vendor claims or to provide customers with visual confirmation of shipment discrepancies.
| Image Category | Purpose |
| Damaged / Rejected | Visual evidence of items that arrived in unsellable condition or were refused. |
| Inbound Documentation | Photos of physical paperwork, packing slips, or freight BOLs. |
| Discrepancies | Visual proof of overages, shortages, or incorrect items sent by the vendor. |