Inbound Orders

When to use this: your goods are on their way to an overseas warehouse and you need the warehouse to count, put away, and receive them into stock. The flow in one line: create the inbound order → fill in basic information → add inbound products by box → submit → wait for review and receiving.

What it's actually called

In the system this is an inbound order, found under Warehouse → Inbound. The same menu also contains Work Order — that is a separate service-ticket feature and has nothing to do with receiving goods.

▶Full walkthrough: creating an inbound order from scratch

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Overview

Add inbound order  →  Basic Information  →  Inbound Products (by box)  →  Submit
                                                                          ↓
      Shelved  ←  Received  ←  Receiving  ←  Awaiting  ←  Reviewing

Step 1: Open the Inbound page

1. Sign in to Topwell OMS.
2. In the left menu, go to Warehouse → Inbound.
3. Click Add at the top left of the list.

▶Step 1: finding the Inbound page

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Step 2: Fill in Basic Information

Fields marked * are required.

Field	Required	How to fill it in
Warehouse	✳︎	Pick from the dropdown; shown as "Warehouse name (code)"
Arrival method	✳︎	Parcel / Carton / Pallet / Container (20GP, 20HQ, 40GP, 40HQ, 45HQ, 53HQ) / Other, and more
Inbound type	✳︎	For Parcel or For Freight. Usually For Parcel
Delivery Pallets		Fill in when shipping on pallets
Estimated date of arrival		The warehouse plans capacity around this
Tracking number		Up to 255 characters. The warehouse matches arrivals by this
Reference Number		Your own reference for reconciliation
Note		Up to 255 characters, for special requests

Note A wrong tracking number is by far the most common problem. If it does not match, the shipment becomes unidentified freight and has to be claimed manually through Warehouse → Return Claim.

▶Step 2: entering basic information

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Step 3: Add Inbound Products

This section is organised by box, not by SKU. Use Add box for one row at a time, or Import to load them from Excel.

Column	Required	Notes
Box Qty	✳︎	How many boxes use this packing pattern. Supports Bulk fill
SKU		Search and pick an existing SKU
Product Name		Filled in automatically once you pick the SKU
Quantity per box	✳︎	Units inside each box
Custom box barcodes		When you want to set the box barcode yourself
Box barcode rules		Generates the barcode when you don't set one
Box Size		Switch Metric / Inch at the top right
Box Weight		Same as above

Total amount below the table shows Total Products and Total boxes live. Check both before submitting.

Use Import for many packing patterns

One row covers one packing pattern (same SKU, same quantity per box) — just set Box Qty. When you have many patterns, Import is faster and less error-prone.

▶Step 3: adding inbound products by box

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Step 4: Attachments (optional)

Pick a Business type and upload. Supports zip, rar, xlsx, docx, pdf, png, jpeg, jpg; 10M per file; up to 10 files per attachment type — zip them up if you have more.

Packing lists and customs paperwork normally go here.

Step 5: Submit

Three buttons at the bottom:

• Save draft — come back to it later; status becomes Drafts
• Submit — submit for real; status becomes Reviewing
• Cancel — discard what you entered

▶Step 5: submitting or saving a draft

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Step 6: Track progress

The tabs at the top of the Inbound list are the status flow:

Status	Meaning	What you do
Drafts	Saved but not submitted	Select it in the list and click Submit
Reviewing	Submitted, under review	Wait
Awaiting	Approved, waiting for the goods	Chase your carrier if needed
Receiving	The warehouse is counting	Wait
Received	Counting complete	Reconcile received quantities
Shelved	Stock is available	You can create outbound orders
Rejected	Review failed	Check the reason, fix, resubmit
Void	Order cancelled	—

Open the order number or Actions → detail to see:

• The timeline at the top: Create → Submit → 收货完成 → Shelf, each with the operator and timestamp
• Received/total products, Received/total boxes, Standard product/Damaged product, Rcved/Total Pallets
• Inbound Products in two views — By Product and By single box — with Barcode, Expiring Date and Number of shelves
• Separate Fee details, Message board and Value-added Services tabs
• Print SKU at the top right prints product barcode labels

Note Use the Message board to talk to the warehouse. It stays attached to the order, which makes it far easier to trace later.

▶Step 6: tracking progress and reading the detail page

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About the English UI

The English localisation is incomplete — a few labels still show in Chinese, such as "收货完成" in the timeline. This guide reproduces what is actually on screen.

What's next

Once your stock is shelved, you can start shipping it → Parcel Outbound orders