1688 Warehouse Receiving Checklist for Multiple Suppliers
Prepare carton marks and domestic tracking rows for split 1688 deliveries, reconcile expected cartons, and resolve unmatched receipts before packing.
How do you prepare a receiving list for 1688 orders?
Create 1 batch reference and a row for every parcel expected at the warehouse. Give a 2-carton supplier dispatch distinct carton marks, record the courier tracking details and keep the order open until both cartons are matched.
Before dispatch, agree which mark each seller must use
Ask the warehouse to confirm the exact mark format and receiving instructions. Keep the warehouse reference, seller reference and carton sequence separate in your own list. For example, batch W-042, seller S-A and carton 1 of 2 identify one carton without needing to put a personal name or phone number into your custom mark.
Send each seller only the instructions for that seller’s cartons. Ask sellers to share tracking numbers when goods leave their premises and to update the carton count if an order is split. Keep warehouse marks clear of carrier barcodes and required courier labeling.
Use one row per parcel or separately identified carton
Record seller alias, 1688 order reference, expected item or SKU, carton sequence, domestic courier, tracking number and expected arrival. Add a status such as expected, matched or needs review. If a courier uses one tracking number for several pieces, keep their individual carton marks and any child tracking numbers so the pieces can still be reconciled.
Worked example: two sellers, three cartons
In this example, seller S-A plans 2 cartons and seller S-B plans 1. The warehouse matches S-A/1 and S-B/1 by their marks, but the courier record for S-A/2 still shows in transit. The batch record reads 2 matched, 1 pending, even though both sellers have at least one parcel on site.
If an unmarked carton arrives, compare its courier label, sender and expected contents with the pending rows. Ask the seller for its dispatch photo or packing slip if the tracking details are incomplete. Keep the carton in review until you can connect it to a specific order, then record the evidence used for the match.
What the receiving record should contain
Use the reconciled list as the input for photo requests and packing instructions. Keep one line for each physical carton, the receiving timestamp or confirmed arrival date, its condition and any exception. Decide whether to hold the batch or prepare the matched cartons only after you know which lines remain open.
Common questions
Can two sellers use the same receiving reference?
Yes, if the warehouse instructs them to. Add separate seller and carton identifiers so their parcels stay distinguishable within the batch.
What if a seller changes couriers after dispatch?
Keep the old tracking number in the order notes and record the replacement courier and number on the affected parcel row. Ask for a label photo if the relationship is unclear.
Is a courier delivery scan enough to confirm warehouse intake?
Treat carrier delivery and warehouse matching as separate events. Confirm the warehouse has reconciled the carton against your batch before approving any work that depends on it.