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Sending your products to Shipwire

There are several ways to send products to Shipwire. Each of these must follow the Shipwire receiving guidelines in order to simplify inventory processing, decrease errors, and avoid unnecessary damages.

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Shipwire Receiving Guide 2

Download the Shipwire Receiving guide

Our printable Shipwire Receiving PDF guide will show you how to prepare a shipment, send a shipment, and ensure Standard Receiving.

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Before you send

Prior to sending your shipment to a Shipwire warehouse, make sure it satisfies Shipwire receiving guidelines. Your receivings must also:

  1. Contain the products listed on the ASN.
  2. Contain Acceptable Products. For a complete list of excluded products see our Acceptable Use Policy.
  3. Contain the same number of products as the quantities listed on the ASN (10% variance allowed).
  4. Contain products that are organized, clean, packaged and/or stacked.
  5. Contain unmixed inventory (only one product type per package).
  6. Have matching dimensions and weights with the product values in your Shipwire account.
  7. Be received from the carrier you specified and at the time you specified when you created the ASN.


Tracking requirements

For each received shipment, adequate tracking information must be included with the pending receiving order.

Pending ASN
For a shipment to meet receiving guidelines, the ASN must be “Pending Delivery” in your Shipwire account at the time of arrival at the warehouse. For an ASN to be granted this status, it must:

  1. Be associated with a funded Shipwire account (i.e. not past due).
  2. Be associated with an account funded sufficiently to satisfy any required security deposits.
  3. Not require an accepted Terms of Service addendum on file.
  4. Not have an Expected Arrival Date seven (7) business days past due. You can un-cancel an ASN and update it with a revised Expected Arrival Date in order to ensure the ASN remains valid.

Each “Pending Delivery” ASN must also include the following carrier tracking information to satisfy the tracking requirements:

  1. Trackable carrier service must be used.
  2. Tracking number must be provided at least 3 days before arrival.
  3. Carrier contact information must be provided.


Avoiding receiving fees

At Shipwire, we aspire to simplify the fees charged for our services and align the timing of charges with your revenue model. We do not charge receiving fees for incoming product, and incur the costs involved in receiving your inventory. We only charge you when your products ship. Included in the handling fees for each item shipped are the receiving costs we incurred when the products were originally received. This is just one example of how we strive to make the industry less costly and confusing.

While most receivings will not incur any fees, two types of receivings require additional labor and equipment to process:

  • Floor-Loaded Containers – a method of loading containers where goods are loaded directly on the floor rather than using pallets. Floor loading provides the greatest opportunity for utilizing the full cube of the truck, but tends to be more labor intensive.
  • Nonstandard Receivings – receivings that meet Shipwire receiving guidelines are able to be processed quickly and efficiently. However, when these guidelines are not met additional processing may be required for inventory to be received accurately.

Because non-standard processes require additional labor and management oversight, Shipwire may require additional time to process your receiving and charge a standard hourly fee of $40 (charged in 15-minute increments, with 1 hour minimum).

Floor-loaded containers
While floor-loaded containers can be a more cost-effective way to get products to Shipwire, unloading the contents requires additional labor.

The number of unique products in the receiving and the weight of product will be the big drivers in influencing the time it takes to receive. The fees incurred will be billed after the receiving order is complete and Shipwire will itemize any such charges by specific receiving order.

shipping containters

Palletized containers will not incur these fees as long as the pallets are configured in a way that makes them easy to extract with a forklift. Pallets that are not properly braced or require restacking before they can be removed will require additional non-standard receiving time.

US Customs and the US FDA have specific requirements around the type of pallet used. Generally, hardwood or plastic pallets will not have any issues at customs. Softwood pallets need to have been fumigated and you or your customs broker will need a certificate attesting to that fact. Please contact the Shipwire Care team or your customs broker before shipping if you have any questions.

Nonstandard receiving
Nonstandard receiving is used to denote receivings that do not meet the Shipwire receiving guidelines. These types of receiving are subject to delays and fees as they require additional labor or equipment to complete. The following are common problems encountered with nonstandard receivings:

  • Unlabeled product
  • Product and cartons not labeled in compliance with Shipwire labeling guidelines
  • Mixed receiving that require additional sorting/separation
  • Damaged cartons or products
  • Unexpected delivery in warehouse (without an ASN in the system)
  • Unscheduled delivery for receiving orders larger than 8 pallets
  • Receiving that is not clear of customs, tax, and duty charges upon arrival to the warehouse
  • Significant unit or product count variances (> 10%) between what was reported in ASN, and what is received
  • Palletized containers that cannot be handled with forklift
  • Unqualified receiving fees can usually be avoided by following standard receiving guidelines.


    Scheduling a container

    If you are sending 8 or more pallets (512 cu.ft.) to Shipwire, on a single ASN number, you need to schedule a delivery window. Please have your shipper call Shipwire with the following details at 888-SHIPWIRE (888-744-7947) between 9am and 5pm PST Monday to Friday (a message can be left if the call is made outside these hours):

    1. ASN number
    2. Destination warehouse city
    3. Carrier name
    4. Carrier contact name and phone number
    5. Number of pallets or indication of floor loading

    Shipwire will schedule the delivery window and contact the carrier with the delivery date & time. Our standard service level agreement for delivery appointments is 1-2 business days after receiving a scheduling request. For shipments with less than 8 pallets no appointment is required.

    Please note the following important notes regarding container deliveries:

    • If your driver misses the delivery window, they should follow the same steps as scheduling. We will need at least 1-2 business days’ notice, and there must be an available time slot in our dock schedule. We cannot make exceptions to this process. If your driver attempts delivery outside the scheduled delivery window, they will be turned away. You are responsible for all fees incurred by your carrier resulting from a missed delivery window.
    • Most delivery carriers will allow a standard 2-hour unloading time. If the inbound shipment is floor-loaded and not palletized, unloading may take longer. Please expect either drop and hook fees ($200+) where the trucker will drop the container and pick up the empty the next day, or wait fees (typically $30-50/hr) from the trucking company. Shipwire is not responsible for these fees. Having the supplier ship the inbound receiving in a palletized form can help you avoid wait fees.


    Sending international shipments & Federal Tax ID

    If you are importing inventory into the US, Canada, Hong Kong, or the UK, as a merchant you need to clear customs and pay taxes and duties on 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 ASN:

    Importer of Record (only required for importing)
    The merchant must be listed as the Merchant of Record, Importer of Record, or Owner of Record. Shipwire cannot be listed in these records.

    Federal Tax ID (AKA Employer Identification Number)

    1. For importing into the US, a United States Federal Tax ID is required by customs.
    2. A merchant 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).

    Please make sure you have a Tax ID for the local jurisdiction that you are importing into. Shipwire provides several guides to help you establish a Tax ID:

    If you have questions please contact the Shipwire Care team.

    In order to ship merchandise into the US, customs requires the owner of record to have a US Federal Tax ID number. If you are a merchant using Shipwire to ship merchandise for you, then you are the owner of record for anything we receive on your behalf.

    Customs on imported goods
    For customs and duties on imported goods, you must be the ultimate consignee, and take responsibility for merchandise clearing customs. If you are not shipping the merchandise directly to Shipwire, be sure whomever is denotes you as responsible for customs duties. Merchandise we receive must be free and clear of customs duties in order for us to sign for it.

    Your inventory must arrive at the warehouse free of customs, tax, and duty (CTD) charges. If Shipwire is asked to pay for any CTD fees at the point of receiving, these charges, plus Shipwire fees will be passed through and must be paid for before inventory is ready for shipment. Shipwire reserves the right to reject shipments that require CTD payments.


    Q.How is storage calculated?

    A.The dimensions you provide are used to approximate storage. This is compared to actual information coming from the warehouse, including extra space for packaging, stacking, and cushion between cartons.

    Q.How do I move inventory between warehouses?

    A.Moving inventory from one warehouse to another is done by scheduling an ASN for receiving in the destination warehouse, and shipping the inventory out of its current warehouse. When you ship your product your account will be charged the per-item fee for each item shipped. We recommend that you minimize outbound shipping fees by using master and inner cartons for your inventory. Follow the Shipping in bulk guide for the best practices.

    Q.Why does it take 2-5 days to receive inventory?

    A.Shipwire provides a service level for receiving your products to set a reasonable expectation on when your inventory will be ready to ship out of any one of our warehouses. We keep this same service level all year in all our warehouses to ensure we properly set expectations for all of our customers. It is important to keep your receiving order up to date with the expected arrival date and tracking information. This allows Shipwire to do capacity planning, ensuring timely receiving. Even if you are sending in less than a pallet of inventory, keeping us informed about arrival times will ensure we can receive your inventory in a timely manner even if a large volume of shipping containers is being received at the same time.

       Initial receiving may involve counts, measurements, rack configuration, and warehouse IT system processing to ensure we can provide you real-time inventory counts on your products. You can still submit orders to Shipwire during the receiving time, which will be held as backorders and shipped by the warehouse once the inventory is sorted and available.

    Q.Can I see my inventory in person?

    A.No, once product is received by Shipwire, it is unavailable for inspection, exchange or pickup. If you wish to move the product to another location, including other Shipwire warehouses, you will need to submit a standard shipping order.

    Q.Can I personally drop off a shipment?

    A.No, our facilities are secure, and no visitation is allowed. Only a carrier licensed by the Department of Transportation carrying a shipment with a properly formatted shipping address and ASN number is permitted on the lot.

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