Core systems
Received System
The Received System is where inbound shipments become physical reality in your warehouse.
This system allows you to scan, verify, and check in items as they arrive — ensuring that everything received from clients is properly recorded, tracked, and stored.
The received module is divided into three main parts:
1. Receiving & Checking In Inbound Orders
When a shipment arrives at your prep center, the first step is to receive and check it in.
Getting Started
You can begin receiving an inbound order in two ways:
- Scan the tracking number of the package (recommended)
- Manually enter the client name
When a tracking number is scanned:
- If it matches a tracking number entered by the client, the associated inbound order(s) will appear automatically.
- If no match is found, you’ll need to manually select the client and locate their inbound orders.
Tip: Always verify the package label before scanning to ensure the correct tracking number is being used.
Finding the Correct Inbound Order
If you need to manually search for the inbound order, the system provides powerful filtering tools — the most useful being the UPC filter.
UPC Filter
The UPC filter allows you to scan a product’s UPC barcode using a barcode scanner.
PrepFlow will use its multi-center data network to intelligently find similar matches based on product name and historical data from other prep centers.
This dramatically speeds up the matching process when inbound items lack detailed descriptions.
Note: The accuracy of UPC matching depends on clean data input from both your center and others in the PrepFlow network.
Handling Unmatched Items
If you cannot find an inbound item (for example, the client entered incorrect details or forgot to create an inbound record), click
“Can’t find inbound item” in the top-right corner of the screen.
This lets you create a new received record for the item manually.
You’ll enter details such as:
- Product name and quantity
- Client name
- Optional SKU or tracking number
These records will appear later in the Needs Attention tab for review.
Checking In Items
Once you’ve selected the inbound orders to check in, confirm your selection and start entering the received details:
- Quantity received
- Warehouse location (where you’ll store the items)
- Optional fields:
- UPC code
- Damage quantity
- Client notes
If any items are damaged, mark them accordingly and record how many were affected.
Barcodes & Labeling
PrepFlow can automatically generate internal item barcodes.
These are critical for centers that use the Storage System and make item lookup faster in your dashboard.
You can:
- Download and print barcodes for internal labeling
- For FBA items, also download and print FNSKUs directly during check-in
Important: Internal barcodes are required if you plan to track storage or picking locations later.
2. Needs Attention Tab
The Needs Attention tab is where all unresolved received records appear — specifically, items that couldn’t be matched to an inbound order during check-in.
Each record includes:
- Item name and details
- Tracking number (if available)
- The staff member who created the record
- Date and time received
At this stage, these items are not yet added to inventory.
You’ll need to clarify their details with your client.
Resolving Received Records
You can contact the client directly from this tab via the Ticket System.
PrepFlow will automatically send them an email notification when you open a ticket about a specific received record.
For more details, see the Ticket System Guide.
Once you’ve confirmed which inbound order the received record belongs to:
- Select the received record(s)
- Click “Mark Checked In”
- A pop-up will appear showing the client’s inbound orders
- Choose the correct inbound order(s) and complete check-in
This moves the record to the Checked In tab and officially logs it as received inventory.
Tip: Regularly clear out your Needs Attention tab to keep your workflow organized and up-to-date.
Viewing Record Logs
Each record in the Needs Attention table includes a status tag on the left-hand side.
Clicking this status opens a detailed pop-up containing:
- Time received at: when the item was initially scanned or recorded
- Time checked in at: when the record was officially matched to an inbound order
- Activity logs: a chronological list showing which staff members created, updated, or checked in the record
This pop-up provides full traceability for every received item — essential for accountability and client transparency.
3. Checked In Tab
The Checked In tab serves as a historical log of all items that have been received and successfully checked in.
Each record shows:
- Product details
- Client name
- Quantity received
- Tracking number (if available)
- Date and time of check-in
This tab is read-only — it’s meant for visibility, reconciliation, and reporting.
You and your clients can use it to confirm when and what was received into your warehouse.
Understanding Received Records
A key concept in this system is that received records by themselves don’t affect inventory.
They are logs that must be linked to an inbound order through the check-in process.
- If you check in an inbound order immediately, a received record is created automatically and goes straight into the Checked In tab.
- If you create a received record manually without linking it to an inbound order, it remains in Needs Attention until resolved.
This ensures that every physical item entering your warehouse is always tied to a digital inbound record — maintaining full traceability across your operations.
Summary
The Received System connects your physical workflow with your digital records.
It ensures every box, SKU, and tracking number entering your warehouse is properly logged, matched, and confirmed — with built-in safety nets for errors and unmatched items.
In short:
- Scan and check in accurately
- Resolve unmatched records in Needs Attention
- Review history in Checked In
By following this flow, you maintain a fully auditable and organized inbound receiving process across your entire prep center.