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: pick the inbound type → create the inbound order → fill in basic information → add inbound products by box → submit → wait for the goods to arrive.
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.
First decide: how will this batch ship out?
Important The 入库类型 (inbound type) you pick when creating the order decides how this batch can ship later, and it cannot be changed once the goods are shelved. Settle where the goods are headed before you start.| 常规入库 (regular · ToC) | 备货中转入库 (transfer · ToB) | |
|---|---|---|
| Who this batch goes to | End customers, one parcel per order | Another warehouse / FBA / distributors, in bulk |
| Where it lands on put-away | Product stock (loose) | Box stock (intact boxes with label numbers) |
| Which outbound order you'll use | Parcel Outbound (ToC) | Freight Outbound (ToB) |
| Outbound method | By product | Whole boxes, on dedicated truck or consolidated freight |
There is one test: after this batch arrives, will it be shipped onward again? If yes, pick 备货中转入库; if it goes straight to buyers, pick 常规入库.
The steps are identical for both types
Everything below applies to either type. The only differences are the inbound type in Step 2 and the box barcode rule in Step 3 — pick those according to the table above.
Overview
Step 1: Open the Inbound page
- Sign in to Topwell OMS.
- In the left menu, go to Warehouse → Inbound.
- Click Add at the top left of the list.
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 | ✳︎ | This column decides whether stock lands in product stock or box stock, and cannot be changed later. Pick 常规入库 (regular) for goods going to end customers, or 备货中转入库 (transfer) for anything shipping onward as whole boxes (FBA restock, transfers, distributor supply) — see Step 3 |
| 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 |
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 | Decides whether goods land in product stock or box stock — see below | |
| 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.
| Box barcode rule | Effect |
|---|---|
| 不自增 (none) — the default | No box label number is issued |
| 自增箱号 (auto-increment) | Generates <inbound no.>-S1-<n> automatically |
| 自增箱号（自定义） (auto-increment, custom) | You set the starting number |
| FBA箱唛号 (FBA box label) | Uses Amazon's box label number — the one for FBA |
| 美客多箱唛号 (Mercado box label) | Uses Mercado Libre's box label number |
You can also type your own box number straight into the 自定义箱条码 (custom box barcode) column.
Important What puts goods into box stock — required for box-level transfer — is choosing备货中转入库 (transfer inbound) as the 入库类型 (inbound type) back in Step 2.Verified against the live system:
| Inbound type | Where stock lands on put-away | Can it ship by box? |
|---|---|---|
| 常规入库 (regular inbound) — the default | Product stock (loose) | ✗ by product only |
| 备货中转入库 (transfer inbound) | Box stock (intact boxes) | ✓ by box |
Choosing 备货中转入库 changes two more things:
- Box dimensions become required (optional under regular inbound), and the totals row gains total volume and total weight
- The box barcode rule must be something other than 不自增 (none), so each box gets a label number
Box types in box stock are numbered <inbound no.>-C1, -C2 — one record per box.
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; the order goes straight to Awaiting and waits for the goods
- Cancel — discard what you entered
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 | Only when review is triggered; normally skipped | 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
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 ship it. Which outbound order you use follows from the inbound type you picked:
- Regular inbound stock sits in product stock → Parcel Outbound (ToC)
- Transfer inbound stock sits in box stock → Freight Outbound (ToB)
库存 (Inventory) → 综合库存 (Combined inventory) shows the product-stock and box-stock split for every SKU.