Notify an inbound delivery from the portal

Summary

An inbound notice tells the warehouse, in advance, what goods are coming and on which truck. When you send it, the warehouse gets a pending receipt with your lines already loaded: when the truck arrives they only count and confirm, with no re-typing.

Notices are created in the portal, Receipts section, Notify inbound button (it is also on the Overview page). Under the hood it is exactly the same as an advance ship notice that arrives by API or EDI: it comes in through the same door and follows the same path.

Before you start

Your account needs Write on Receipts. If you do not see the Notify inbound button, ask the warehouse for it.
The warehouse must have the receiving module enabled. If you work with several warehouses, pick the warehouse the goods are going to at the top before you start: the notice is created in the selected warehouse and only offers your products there.
Your products should already exist in your catalog for that warehouse. If one is new, you can create it from the notice itself (see below).

Step by step

Click «Notify inbound». The form opens with three blocks.
Fill in the truck details. Only the date is required.
Add the lines: product and, if you know it, quantity. There must be at least one line with a product.
Attach documents if you have them.
Click «Send notice». You get «Inbound notice … sent to the warehouse», with the notice number, and the receipt that was created opens.

Truck details

Field	Required?	What to enter
Expected arrival date	Yes	Today or a future date. Past dates are not accepted.
Reference	No	Your purchase order or order number, up to 64 characters. Useful to search for the receipt later.
Carrier	No	The carrier bringing the goods.
Driver	No	The name of the driver, if you know it.
Trailer #	No	The trailer number. It helps identify the truck at the gate.
Seal # and PRO #	No	The trailer seal and the carrier’s PRO number.
Tracking #	No	The parcel tracking number, up to 128 characters.
Final destination	No	If the goods move somewhere else afterwards.
Notes	No	Any instruction for the warehouse, up to 2000 characters.

These details carry over as-is to the notice and the warehouse receipt: carrier, trailer, driver, seal, PRO, tracking and final destination appear in the header of the receipt your warehouse sees.

The lines

Under Items, each line is a product and a quantity:

Type part of the SKU or name into Select a product… and pick from the list. If you type something without picking, you get «Pick an option from the list».
Or click the magnifying glass to open the search window, tick several products with their quantities and add them together.
Add item adds another line; the X removes one (at least one always stays).
Once you pick the product, its unit of measure appears next to the quantity.
The quantity is optional and accepts decimals: if you do not know it yet, leave it blank and the warehouse records what actually arrives.

Only your active products in the selected warehouse appear. One-time products that no longer have stock are not offered.

The documents

In the Attachments block, drag files in or click to choose them: up to 10 files per notice, each a PDF, JPG or PNG up to 10 MB. You can mark what each one is (POD, packing list, photo, signed BOL or other). They are attached to the receipt that is created and the warehouse sees them there.

Documents are only uploaded when you create the notice or later, from the receipt detail; the notice edit screen does not change them.

Load the lines from Excel or CSV

For a long notice, use Import lines from Excel/CSV below the lines:

Formats: .xlsx, .xls or .csv, up to 5 MB. Up to 500 rows are read.
Columns: SKU and quantity. The header is optional; the system recognizes common names such as «SKU», «Item», «Part number», «Product», «Qty», «Quantity» or «Pieces», and their Spanish equivalents. Without a recognizable header, column A is taken as the SKU and column B as the quantity.
SKUs are matched ignoring case. If a SKU repeats, the quantities are added up.
A quantity with commas or text («1,200 pcs») is cleaned and the number is taken. An empty quantity leaves the line without a quantity.
Imported lines are added to the ones you already had; they do not replace them.
SKUs that do not exist in your catalog for that warehouse are not added: they are listed in the yellow notice «SKUs not found in your catalog (not added):». Importing does not create products.

Tip: after importing, review the yellow notice and add by hand (or with «Create new») the products that were missing before you send.

A product that does not exist yet

In an inbound notice you can register goods that are not in your catalog yet:

Type the product name into the line search (or the magnifying-glass window).
If there are no matches, pick Create new: «…» at the bottom of the list.
The product is created in your catalog for that warehouse and set on the line.

What you typed is saved as the product name, and the system assigns an automatic SKU based on it: for example, «Large red box» becomes LARGE-RED-BOX-001, with «each» as its unit of measure. It is a normal product: afterwards it can be stored, counted and shipped, and it will show up in your future notices.

Important: if your company already has its own code for that product, do not create it from the notice: ask the warehouse to set it up with your SKU. An automatic SKU cannot be renamed from the portal, and your Excel files with your own code will not find it.

What happens next

At the warehouse: an advance ship notice is created with «portal» as its source and, at the same moment, a pending receipt with your lines as the expected quantity and the truck details. The staff bell shows «New arrival notice / receipt (ASN)» if the warehouse has that event on.
Your documents stay attached to that receipt.
In your Receipts list the notice shows as Pending and moves on its own: In progress (being unloaded or counted) → Captured (count done and under review) → Confirmed (the goods are now in your inventory).
Once confirmed, your stock goes up in the Inventory section and, if your warehouse set it up, you get the receipt-confirmed email with the detail of what was received.
If the warehouse charges for receiving, the charge is created when the receipt is confirmed, according to the agreed rates.

The full path, from notice to stock, is in From notice to stock.

Full example

Ana López, from Sample Imports, knows a trailer with two products arrives on Thursday the 15th. In the portal, with the Principal warehouse selected:

Expected date: Thursday the 15th. Reference: PO-7788. Carrier: Southern Logistics. Trailer: TR-4521. Seal: 884120.
She imports an Excel file with two rows: IE-500 | 240 and IE-510 | 96. Both lines are added.
The third product, a new display stand, does not exist: she types «Floor display» and picks Create new. It gets SKU FLOOR-DISPLAY-001; she leaves the quantity blank because she does not know how many are coming.
She attaches the packing list as a PDF and clicks Send notice.

On Thursday the warehouse counts 240, 90 and 12. In the detail, Ana sees IE-510 with «Expected 96 / Received 90» and the display with «Expected 0 / Received 12».

Edit or cancel the notice

While the warehouse has not started working on it, opening the receipt shows a blue box: «This notice has not been processed by the warehouse yet: you can still edit or cancel it».

Edit notice — change the date, truck details and lines. When you click Save changes, the new lines replace all the previous ones. The document number stays the same. You get «Notice updated».
Cancel notice — asks for a Reason of at least 3 characters (up to 500). The warehouse sees the notice and the receipt as cancelled. It cannot be undone from the portal; if you made a mistake, create a new notice.

The box disappears as soon as any of these happens: the receipt is no longer pending, the warehouse assigns a truck or a dock to it, or the notice is no longer in sent status. It also only appears on notices created from the portal: a receipt the warehouse created cannot be edited from here. From then on, any change is arranged directly with the warehouse.

Important: the warehouse gets no bell alert when you edit a notice already sent. If you change something important (the date, a product), tell them through your usual channel as well.

Messages you may see

Message	What it means
«The file could not be read. Use .xlsx, .xls or .csv.»	The file is damaged or is not a spreadsheet.
«No lines with SKU were found in the file.»	The SKU column is empty or was not recognized.
«The file could not be imported. Check the format and try again.»	The file is over 5 MB or has a format that is not allowed.
«SKUs not found in your catalog (not added):»	Those codes are not yours in the selected warehouse.
«Pick an option from the list»	You typed in the search but did not pick a product.
«Your account does not have access to this section»	Your account does not have Write on Receipts.

Best practices

Give notice as soon as you know the truck is leaving, not when it is already at the gate.
Always put your order number in Reference.
Enter the trailer and seal: it is the first thing the warehouse checks when the truck arrives.
Attach the packing list and the commercial invoice.
If you do not know the exact quantity, leave it blank instead of guessing.
Check the yellow list of SKUs not found after importing.

Troubleshooting

I cannot find my product in the list.

Check you are in the right warehouse. If the product does not exist, create it with «Create new» or ask the warehouse to set it up with your SKU.

The import did not add some lines.

Those SKUs are not in your catalog for that warehouse, or the code has spaces or different characters. Check the yellow notice.

The «Edit notice» button is gone.

The warehouse has started working on the receipt or assigned a truck or dock. Ask the warehouse for the change directly.

The date cannot be set.

Past dates are not accepted. If the truck already arrived, tell the warehouse directly.

I do not see the Notify inbound button.

Your account only has Read on Receipts, or the section is not enabled in the selected warehouse.

Frequently asked questions

Do I need to know the exact quantity?

No. The quantity is optional in an inbound notice. The warehouse records what actually arrives.

What if something different arrives?

The warehouse records what it actually received, with the differences (short, over or damaged). In the receipt detail you see the Expected and Received columns side by side, and the receipt-confirmed email flags the discrepancies.

Can I give notice of a truck that already arrived?

Not with a past date. If the truck is already at the warehouse, the warehouse receives it without a notice and the receipt shows up in your list anyway.