Inbound Shipment Plan — Common Mistakes and Best Practices

An Inbound Shipment Plan is most valuable when it reduces friction between suppliers, carriers, and receiving teams. Beginners often make simple mistakes that cause big headaches at the dock. This article highlights common errors and practical best practices to make inbound shipments predictable and efficient.

Common mistakes

• Inaccurate dimensions and weights — If carton and pallet measurements are wrong, carriers and warehouses can misallocate space or charge incorrect rates. Example: a pallet listed as 1.2m high is actually 1.8m; it may no longer fit the allocated space or exceed weight limits.
• Late or missing ASNs — Without timely Advanced Shipping Notices, warehouses cannot plan labor, storage, or inspection resources. A late ASN can trigger storage overflow or rejected deliveries.
• Poor labeling — Unclear or missing labels force manual checks. Common label issues include missing PO numbers, obscured barcodes, or inconsistent SKU names between supplier and buyer.
• No dock appointment or incorrect arrival windows — Delivering outside a scheduled window can result in long wait times or refused deliveries at busy facilities.
• Insufficient documentation for imports — Missing invoices, certificates of origin, or permits can delay customs clearance and add fees. Example: a shipment of textiles without a proper certificate may be held for verification.
• Lack of clear handling instructions — Fragile, hazardous, or temperature-sensitive goods need explicit handling guidance. Failing to provide it increases the risk of damage.

Best practices

• Be precise and consistent — Use standardized templates for dimensions, weights, and SKU naming. Consistency across documents prevents mismatches during receiving.
• Send ASNs early — Aim to send an ASN 24–72 hours before arrival. For international ocean freight, communicate expected arrival and any potential delays proactively.
• Use clear, machine-readable labeling — Barcodes (UPC, GS1-128) and human-readable PO/SKU info speed up scanning and reduce errors. Include carton sequence numbers (e.g., 1 of 5) when shipments span multiple cartons.
• Plan for appointments — Confirm whether the warehouse requires dock appointments and book them as part of the plan. Leave flexible windows for carrier delays.
• Document exceptions and escalation paths — If a shipment will be partial, delayed, or contains damaged items, include expected actions and contact points to avoid confusion at receiving.
• Automate where possible — Integrate your system with the warehouse WMS or use EDI/API for ASNs. Automation reduces manual entry errors and speeds up the receiving process.

Practical examples of improvements

• A retailer reduced receiving time by 40% after requiring suppliers to include barcode labels linked to the retailer’s SKU database and by sending ASNs 48 hours in advance.
• An importer avoided a customs hold when they pre-shared all documentation with their customs broker and confirmed the paperwork matched the inbound shipment plan.
• A manufacturer switched from ad-hoc carrier selection to a small panel of vetted carriers, improving on-time arrivals and simplifying appointment scheduling with their primary warehouse.

Checklist for a reliable inbound shipment plan

1. Confirm PO and SKU match between buyer and seller.
2. Verify carton and pallet dimensions and weights and record them accurately.
3. Create and send ASN with carton-level detail at least 24–48 hours before arrival.
4. Ensure barcode labels and human-readable information match the ASN and PO.
5. Schedule dock appointments if required and communicate arrival windows.
6. Include contact info for shipper, carrier, receiver, and any brokers.
7. Confirm handling instructions for fragile, hazardous, or temperature-sensitive goods.

Closing advice

Start with a template tailored to your most common shipment type and refine it after each delivery. Keep a simple log of recurring issues (e.g., frequent overages, label errors, late ASNs) and adjust supplier instructions or carrier choices accordingly. Over time, continuous small improvements in your inbound shipment plans compound into faster receiving, fewer claims, and lower operating costs.