ShipEdge Replenishment Guidelines

We’ve created these Replenishments to work hand-in-hand with our documentation on Manually Uploading a Replenishment and Creating a Bulk Replenishment with a CSV.

When you set up your Shipedge account, you enter product descriptions. For each product, you provide information such as name, SKU, dimensions and weight. By providing precise descriptions of your products, you’re guaranteeing that the Shipedge optimization algorithms and processes will make every interaction with your product an effective one. From there you will create a Replenishment to inform us what products you will be sending to one of our warehouses and when it will get there so we can be ready for it. The entire receiving process flows from this Replenishment.

Qualified Receiving Requirement List:

For receiving to be qualified, the Replenishment must be either “In transit” or marked to “Arrived” status at least one day before scheduled arrival*.  You should also include the name of the carrier and the number of boxes expected in the comments area along with any special instructions for processing your replenishment.

*Replenishments containing more than three (3) pallets or 100 or more SKUs must be scheduled in advance through a support ticket.  ShipEdge will schedule the delivery window and call back the carrier with the delivery date/time. Our standard service level agreement for delivery appointments is 48 hrs after receiving a scheduling request. For Replenishments with less than four (4) pallets or less than 100 SKUs, no appointment is required.

NOTE:   Please keep us up-to-date on any last-minute changes.  Use Inline Edit in the Replenishment list area to make changes on scheduled arrival date, tracking number, and comments on the Replenishment.

Supplier’s Box & Labeling Requirements

  1. Supplier must address the package correctly to the address provided by ShipEdge’s Purchase Order, with attention to the Receiving Department:

Attn: Receiving Department
Warehouse Complete address

2. Each box should include the name of the supplier in the shipping label.  The supplier’s name should match the supplier field in ShipEdge’s replenishment.
3. If the package looks damaged we will refuse and have it sent back to the supplier.

Tracking Requirements & Active Replenishment

For receiving to be qualified, one of the following must be met:

      1. The supplier should mark each box with the Replenishment number visible next to the shipping label.
      2. The package’s shipping label tracking number must match the tracking number provided in ShipEdge.*

* A tracking number must be included in the tracking field for each Replenishment.

NOTE:  For multi-box shipments, you may want to create multiple Replenishments or have the supplier mark each box with the Replenishment number visible next to the shipping label.  Suppliers may only use one carrier for each Replenishment in ShipEdge.

Packaging List

Each Replenishment must include a packing list.  This is a physical piece of paper paper or invoice listing the products being sent.  The packing list should include the supplier’s name and/or logo on the header.

  1. The packing list should include how many packages are arriving, including master cartons or boxes in a multi-box shipment.
  2. The packing list contents should match the information provided in the related ShipEdge Replenishment.

Product Labeling

Each individual item must be identifiable as a SKU by a label matching the SKU code in ShipEdge or a bar-code matching the UPC code provided in ShipEdge.

  • For bar-coded items, the bar code reading should match exactly the UPC code provided in ShipEdge for each product.
  • Labels may not come off easily and should be placed at an obvious and consistent easy-to-find place on the outer packaging (not the item itself).
  • If items come in a master carton, the master carton must be identifiable by a label or bar code and contain a SKU code or barcode and the exact count or quantity of items in each carton.
  • If the products do not have proper labeling, then they must have proper pictures visible from ShipEdge that are accurate, up-to-date, and accessible at all times.

Products Description

The description of each individual SKU must include:

    • General physical description of the product.
    • Variation of each product (e.g. Size, Color, etc).
    • The brand of each product.

Replenishment Content  

In order to expedite processing of your replenishments, it is recommended that you share our guidelines with your suppliers:

    • Products should be segregated by SKU.
    • Each unit item must include a product label.
    • Have matching picture with the SKU values in the ShipEdge System.

Importer of Record & Tax ID

If you are importing inventory into the U.S., Canada or the U.K. you will need to clear customs and pay taxes and duties on your inventory.  The received shipment must arrive free and clear of customs, duties, and taxes.  For the documentation requirements to be satisfied for a received shipment, the following must be associated with the Replenishment:

  • All packages must be addressed to a valid USA-based company name.
  • For importing into the US, a United States Federal Tax ID is required by Customs.  You can obtain a Tax ID by Incorporating or register for a Tax ID online, by calling 215-516-6999, or sending in a completed Form SS to the Internal Revenue Service (IRS).
  • The company name must be listed as the Importer of Record (i.e. legal USA-based company name).

Note: If ShipEdge is asked to pay for any CTD fees at the point of receiving, these charges plus ShipEdge’s fees will be passed through and paid by you before your inventory is ready for shipment. ShipEdge reserves the right to reject shipments that request CTD payments of ShipEdge.

  • Please feel free to open a support ticket with any questions or concerns.

Examples of Unqualified Receiving

Unqualified receiving may result in additional charges, as they require the use of additional labor and equipment to identify and properly enter your product into inventory.  The following are common problems encountered with unqualified receiving:

  •   Unlabeled product    (hourly)
  •   Mislabeled product  (hourly)
  •   No barcodes on boxes or products received. ($0.07 /label)
  •   Product and cartons not labeled in compliance with ShipEdge’s Labeling Guidelines.  ($0.07 /label)
  •   Damaged cartons/product.
  •   Unexpected delivery in warehouse.
  •   Unexpected returns  ($1)
  •   Returned merchandise without RMA that was not fulfilled by ShipEdge.  (hourly)
  •   Incomplete or missing Replenishment resulting in unscheduled delivery to warehouse.  ($5 + delays)
  •   Significant unit or SKU count variances between what was reported in replenishment and what is received.  (hourly on detail count and looking for missing pieces)
  •   Un-palletized Containers or Palletized Containers that cannot be handled with forklift.  (hourly)
  •   Oversized product that are not palletized. ($10 + hourly)
  •   Packing lists/ PO’s do not match the Replenishment they correspond with in ShipEdge. (hourly)
  •   Packages that come with no PO. (hourly)
  •   Packages with multiple Replenishments. (hourly)
  •   Packages that come with no Packing Lists. (hourly)
  •   Packages containing new products with no SKU created in ShipEdge.

Unqualified receiving fees can usually be avoided by following standard receiving guidelines outlined at the top of this document. For additional information about deposits and fees please see our Terms of Service and payment and billing.

Moving Inventory Between ShipEdge’s Warehouses

If you find it necessary, you can move your inventory from one ShipEdge warehouse to another. This may be done by shipping inventory out of one warehouse and scheduling a Replenishment for the inbound inventory into the new warehouse. When you ship your product, your account will be charged the regular man-hour rate for packing all of your inventory.


Last updated byShipedge on October 24, 2018