Fulfyld Standard Receiving Guide

This guide outlines what qualifies as standard receiving at Fulfyld. Meeting these requirements lets our receiving team process your inbound product quickly and accurately.

• 7 business daysASN submitted before arrival
• 2 business daysStandard receiving window
• 1 SKUPer master carton
• 50 lbsMax master carton weight
• 48″ x 40″Max pallet footprint, 72″ tall
• Mon to Fri, 8 to 4 CSTReceiving hours

1. Advance Shipment Notice (ASN)

Before any shipment arrives at the warehouse, a proper ASN must be submitted through the Fulfyld Warehouse Management System (WMS). The ASN is found in the Replenishments tab of the WMS. Replenishments must be uploaded at least 7 business days before your inventory arrives at our facility. Reach out to your Account Manager if you have any questions about uploading replenishments.

Step-by-step instructions are on our knowledge base: How to add a Replenishment manually or How to add a Replenishment using a CSV file.

Requirements for standard receiving

• The ASN must be submitted and listed as In-Transit status at least 7 business days before the shipment arrives so we can schedule labor.
• Do not mark a replenishment as “Arrived.” It must remain in In-Transit status. It moves to Processing automatically once the receiving team begins locating the product.
• The receiving window does not begin until the replenishment is entered in the WMS. Notify your Account Manager once the replenishment is complete so the receiving team can be alerted.
• The standard receiving window is two business days, beginning on the first business day after the shipment arrives. If a Service Level Agreement (SLA) is in place, the terms of the SLA apply instead.
• The ASN must include an itemized list of every SKU being sent.

2. Inbound Product Requirements

All inbound products must meet the following standards before being received into inventory to qualify for standard receiving.

A. Product Format and Quality

• Products must arrive in ready-to-ship format unless an alternate arrangement has been confirmed in writing by Fulfyld.
• Only one SKU per master carton is allowed for standard receiving. Mixed-SKU cartons take more time to process because each SKU must be separated, sorted, and counted before it can be received.

B. Barcodes

• A scannable UPC or SKU barcode must appear on the exterior of every product. Acceptable formats: UPC, Code128, and EAN.
• Make sure your barcode meets the printing requirements for its format. For example, a Code128 barcode that has been compressed to fit specific packaging will likely not scan, and all of your inventory would need to be relabeled by Fulfyld at your expense.
• Each barcode must be a unique identifier for the product.
• All SKUs must have a UPC entered into the WMS prior to arrival to prevent confusion between similar-looking products. The only exception is when the SKU and UPC are identical.
• An accurate product description must be listed in the ASN.
• If lot numbers or expiration dates need to be noted, they must be clearly labeled on the exterior case pack.
• The barcode must be applied to the product being sold to customers. A single item sold individually gets the barcode on the individual item. A bundle of 5 items sold together gets the barcode on the bundle.

C. Required Paperwork

Every shipment must include a packing list with the following details. It may also be emailed to Fulfyld in advance.

For shipments involving multiple truckloads, each truckload must have its own unique packing list.

D. Pallet Requirements

• Pallets must be no larger than 48″ x 40″ (GMA standard). Two-way entry reversible pallets and CHEP/PECO pallets are the preferred types.
• Wood pallets are accepted. Plastic pallets are accepted only if they have solid bottom slats, which makes them suitable for storage on steel shelving. Plastic pallets with posts are not sturdy enough for shelving and will be restacked, the same as broken wood pallets.
• Maximum height: 72″ including the pallet, unless agreed upon in writing.
• Europallets (1200 mm x 800 mm, or 47″ x 31″) are also accepted.
• Cartons must conform closely to the pallet footprint to minimize lost space and transit damage. Loads must be stretch wrapped around the cartons and around the pallet at the base to prevent in-transit shifting.
• All quantities of a single SKU must be consolidated onto one pallet unless the quantity exceeds what fits on a maximum-size pallet.
• Pallets that arrive damaged or broken will be restacked onto a pallet supplied by Fulfyld to protect team safety and product. Pallets supplied by Fulfyld incur additional charges.

E. Tracking Information

To make sure labor and resources are ready for your shipment, we require tracking information for inbound shipments at least 7 days in advance. BOLs, AWBs, and small parcel tracking IDs are all accepted.

Replenishment processing may not begin until all the tracking numbers associated with the shipment are delivered.

F. Carton and Case Requirements

• Master cartons must not exceed 50 lbs. Cartons over 50 lbs must be clearly marked as a team lift and may require additional handling time.
• Cartons must arrive sealed, stackable, and in good condition. Wet, crushed, or open cartons will be reported to you and may be set aside for inspection.
• Each master carton must be labeled on the exterior with the SKU and the unit quantity inside.
• If a carton contains multiple SKUs, the label must identify it as a mixed carton and list the quantity of each SKU rather than a total quantity. Mixed cartons are non-standard and increase receiving time.
• If a carton is labeled with a full-carton quantity but is not full, it must be marked as partial, preferably with a bright-colored sticker, or by crossing out the original count and writing the corrected count beside it.

G. Small Parcel Inbound Shipments

• Small parcel shipments (UPS, FedEx, USPS) still require an ASN, with all tracking numbers listed in the ASN.
• The Replenishment ID must appear on the shipping label or the packing list so cartons can be matched to the correct ASN.
• Shipments arriving freight collect or C.O.D. may be refused. Fulfyld is not liable for related carrier fees.

H. International and Import Shipments

• Fulfyld is not the importer of record and cannot serve as the consignee for customs purposes. Shipments must clear customs with all duties, taxes, and brokerage fees prepaid before delivery.
• Commercial invoices and customs paperwork should be emailed to support@fulfyld.com in advance of arrival.
• Shipments arriving with duties or brokerage charges unpaid may be refused. Fulfyld is not liable for related carrier fees or storage charges.

I. Product Data and Images

• Providing product weights and dimensions in advance is strongly recommended, although not required. If this information is unavailable on arrival, the receiving team must measure and record it, which extends the receiving timeline.
• Fulfyld uses product images to confirm the correct unit is dispatched. This may be a photo of the barcode or label, particularly for similar products such as apparel in multiple sizes, or an image of the packaging. Additional product photos may be included, but the main photo should remain unchanged, because it is the image viewed in the warehouse.

J. Labeling Requirements

Every carton on a small parcel shipment and every pallet on a freight shipment must carry a Replenishment Label. The same label file may be used for both, with the fields adjusted as shown below.

• Carton contents must be clearly and accurately identified on the outside of each carton. This information must be printed on a self-adhesive label or on the carton itself.
• When a carton is shipped as its own SKU for wholesale, it must carry a scannable barcode in Code 128, UPC-A, EAN, or ITF-14 format.

K. Expiration Dates and Lot Numbers

• Expiration dates and lot numbers can only be added during the replenishment phase, either when the replenishment is created or while the product is being actively received into inventory.
• Expiration dates take priority in product rotation. Fulfyld uses lot numbers only when specifically requested or when expiration dates are unavailable.
• If an expiration date includes only a month and year, the last day of that month is used. If a product lists only a manufacture date, the expiration date is recorded as two years minus one day after the manufacture date. For example, a manufacture date of May 30, 2026 yields an expiration date of May 29, 2028.
• The date format must be specified for each SKU. “05/10/26” can be read as either May 10 or October 5 depending on the format used, and an incorrect date caused by unclear formatting negatively affects pick rotation. The international standard format is YYYY-MM-DD, the European format is DD-MM-YYYY, and the U.S. format is MM-DD-YYYY.

3. Receiving Hours, Location, and Delivery Contacts

Hours and Location

Warehouse receiving hours: Monday to Friday (business days only), 8:00 AM to 4:00 PM CST.

Fulfyld Alabama Facility

Delivery Contacts

• General Support: support@fulfyld.com
• Fulfyld Alabama Warehouse (scheduling): (256) 298-9494

4. Delivery Policies

• No appointment required. Delivery is first-come, first-served.
• Loading dock available on-site. No liftgate required.
• All FTL and LTL shipments must be palletized unless otherwise agreed upon in writing by Fulfyld management. Product must not exceed pallet dimensions.
• FTL and LTL shipments must arrive on a dock-height truck. Fulfyld docks are 48″ high. Trucks that are not dock height require cartons to be unloaded by hand, which increases receiving time and is considered non-standard.
• Forklifts available on-site.
• Fulfyld is not liable for any fees associated with refused shipments due to closures or carrier scheduling concerns.
• Floor-loaded containers are accepted but are considered non-standard. Fulfyld must palletize the cartons, which involves significant time, labor, and resources, including the pallets themselves. Floor-loaded shipments carry a fee.
• Sprinter vans and other vehicles that cannot use our standard loading dock incur a fee of $175 per shipment. These vehicles require extra time and carry greater liability for damage.

Floor-loaded container fees, hourly processing rates, and non-dock vehicle fees are listed in Section 7, Receiving Fees.

5. Policies on Inventory Accuracy and Variance

• Inventory is monitored through random cycle counts at Fulfyld’s discretion.
• Individual unit counts inside cases are not verified unless specified. Fulfyld records the expected units in the ASN and the pack list quantities. Exact counts can be confirmed upon request, and the additional processing time is included in the receiving fees.
• Fulfyld is not responsible for inventory variances unless the variance exceeds 3% of the total volume of a given sellable SKU compared to the last total communicated via the WMS portal. A variance of 1% to 3% is considered expected during cycle counting, given standard receipt accuracy.
• Discrepancies found during inspections are communicated to you, and corrective action may be requested.
• Exterior physical damage noted at receipt is reported to you.

6. Additional Inventory Counts

Available upon request and subject to an hourly project fee. Reach out to your Account Manager to schedule an Inventory Recount project.

7. Receiving Fees

The standard fees below apply to non-standard shipments. Refer to your pricing proposal or reach out to your Account Manager to confirm the fees that apply to your account.

8. Restricted and Prohibited Items

The following cannot be received without prior written approval from Fulfyld:

• Hazardous materials (hazmat), aerosols, flammables, and compressed gases
• Loose lithium batteries shipped outside of an approved device or packaging
• Perishable, refrigerated, or frozen goods
• Firearms, ammunition, tobacco, cannabis, or alcohol
• Controlled substances or any product requiring licensed storage

9. Damaged, Short, or Overage Shipments

• Exterior damage, carton shortages, and overages identified at receipt are documented and reported to you through the WMS.
• Fulfyld notes visible damage on the carrier’s delivery paperwork when it is identified at the dock. Fulfyld does not file carrier claims on your behalf. You are responsible for filing claims with your carrier or insurer.
• Concealed damage or shortages discovered after receipt should be reported to your Account Manager within 5 business days of the receipt posting in the WMS.
• Units received in excess of the ASN quantity are recorded as an overage and may require additional processing time, billed at the hourly receiving rate.
• Products that arrive damaged are moved to a designated quarantine area. To avoid inventory delays, establish an acceptable damage threshold with your Account Manager in advance and provide photographs whenever possible. A detailed written description may be used if photographs are unavailable. If the receiving team cannot determine whether the damage exceeds the approved threshold, the product remains in quarantine while photographs are taken for a final decision.

10. Common Receiving Mistakes to Avoid

This guide is based on the Fulfyld Terms of Service Agreement. For the most current terms, refer to the Fulfyld Terms of Service or consult your Account Manager.