An inbound shipment in ShipHero is the receiving record that tells your warehouse team what is arriving, when it is due, and which purchase orders (POs) or shipping plans it covers. Create one on the Inbound Shipments dashboard in the ShipHero web app, then receive it in the mobile app.
Before You Begin
- Feature access: Inbound Shipments must be enabled on your account by ShipHero Support.
- Purchase orders or shipping plans: Create the POs or shipping plans you want to attach first. You attach them in the last section of the form.
- 3PL accounts: Every PO attached to one inbound shipment must belong to the same client.
To create an inbound shipment in the mobile app instead, see How to Create an Inbound Shipment in ShipHero Mobile. To view and manage inbound shipments after you create them, see Overview: Inbound Shipments Dashboard.
Table of Contents
- Create an Inbound Shipment in ShipHero
- Enter Inbound Shipment Booking Details
- Enter Inbound Shipment Shipping Details
- Select a Shipping Plan or Purchase Order for an Inbound Shipment
Create an Inbound Shipment in ShipHero
The Create inbound shipment form in ShipHero has three sections: Booking Details, Shipping Details, and Shipping Plan or Purchase Order. You can expand or collapse each section to make data entry easier.
- Go to Receiving > Inbound Shipments.
- Select Create inbound shipment.
- Complete the Booking Details, Shipping Details, and Shipping Plan or Purchase Order sections, as described below.
Enter Inbound Shipment Booking Details
The Booking Details section of an inbound shipment 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. |
| Required | Warehouse | The specific warehouse facility designated to receive the goods. |
| Required | Expected day & time | The anticipated arrival schedule for the shipment. |
| Optional | Booking Contact | Name, email, and phone number for the primary coordination contact. |
| Optional | Receiving location | The default dock or specific receiving area within the warehouse. |
Inbound Shipment Arrival Time Options
Accurate expected arrival times help the warehouse team manage labor and dock space effectively. Define the expected arrival with 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 carrier has not yet confirmed the delivery timing.
Enter Inbound Shipment Shipping Details
The Shipping Details section of an inbound shipment captures transportation and load information. These fields are optional, but completing them improves visibility for warehouse planning and historical reporting.
Inbound Shipment Transportation Information
Use these fields to identify the carrier and vehicle characteristics for 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). |
Inbound Shipment Type
Choose the correct shipment type so the warehouse team can plan the time and equipment (for example, forklifts or manual labor) needed to unload the shipment.
| 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. |
Select a Shipping Plan or Purchase Order for an Inbound Shipment
The Shipping Plan or Purchase Order section attaches the documents that list the expected inventory to the inbound shipment. You can attach one or more purchase orders (POs) or shipping plans to a single inbound shipment. The warehouse team then knows which SKUs and quantities to expect on arrival.
| Feature | Rule and Capability |
|---|---|
| Multi-PO Support | You can select multiple Purchase Orders to be consolidated into a single inbound shipment. |
| PO Eligibility | Only open POs appear in the selection list. POs that are closed or canceled 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. |
Make sure the attached POs include every item you plan to receive. Items that are not on the attached documents may need manual handling during receiving.
Inbound Shipment PO Selection Rules
ShipHero checks each PO before you can attach it to an inbound shipment. This prevents one PO from being processed on several active inbound shipments at the same time.
When you create or edit an inbound shipment, each PO falls into one of three categories:
| 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 PO in the list, check its current fulfillment status and whether it is already attached to another active inbound shipment.