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 four main parts:
1. Scanning Tab
The Scanning tab is the first step in the physical receiving process.
This page is designed only to log incoming packages — it does not mark anything as received or checked in.
Its purpose is to create a tamper-proof record of every package that physically enters your warehouse.
Why the Scanning Tab Exists
The scanning workflow helps you:
- Log all packages as soon as they’re unloaded
- Verify whether a tracking number actually arrived
- Prevent or investigate lost or stolen packages
- Reconcile disputes about missing shipments
- Organize packages by fulfillment type before processing
Think of it as a dock-level intake log, before any operational work begins.
How to Use the Scanning Tab
- Navigate to Received → Scanning
- Start scanning package tracking numbers using a barcode scanner
- Each scan is immediately saved as a log entry
When a tracking number is scanned:
- If it matches an inbound order, the system will display:
- The client name
- The fulfillment type (FBA, FBM, Storage, etc.)
- If sound is enabled, the system will announce the client name and fulfillment type out loud, allowing staff to:
- Sort packages quickly
- Place them in the correct staging area without looking at the screen
If a tracking number does not match any inbound order, it is still logged — ensuring every physical package is accounted for.
💡 Best Practice:
Use the Scanning tab immediately when trucks are unloaded, before any receiving or check-in work begins.
2. Receiving & Checking In Inbound Orders
When you’re ready to process packages, move from Scanning to Mark Received / Check In.
When a shipment arrives at your prep center, the first step here 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.
3. 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”
- Choose the correct inbound order(s) and complete check-in
This moves the record to the Checked In tab.
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 showing:
- Time received at
- Time checked in at
- Activity logs (who created, updated, or checked in the record)
4. Checked In Tab
The Checked In tab is a read-only historical log of everything that has been successfully received and checked in.
Each record shows:
- Product details
- Client name
- Quantity received
- Tracking number (if available)
- Date and time of check-in
This tab is used for reconciliation, auditing, and client transparency.
Understanding Received Records
Received records do nothing by themselves — they are logs.
They must always be linked to an inbound order to affect inventory.
- Immediate check-ins create records that go straight to Checked In
- Manual records stay in Needs Attention until resolved
This guarantees that every physical package entering your warehouse is digitally traceable.
Summary
The Received System now supports a full intake-to-check-in workflow:
- Scanning logs every package at arrival
- Receiving matches and checks in items
- Needs Attention resolves exceptions
- Checked In preserves a permanent audit trail
By using the Scanning tab first, you add an extra layer of security, accountability, and operational clarity to your warehouse intake process.