When you ship inventory to a fulfillment center in China, the goal is simple: stock should arrive labelled, counted and ready to sell within a day or two of reaching the dock. In practice, the handoff between your supplier and the warehouse is where most delays start. Unlabelled cartons, missing paperwork and quantities that do not match the order all slow down receiving and push back your first dispatch.
This guide covers how to set up that handoff properly, from the terms you agree with suppliers to the carton labels and inbound notice the warehouse needs.
Why fulfilling near the factory changes the process
If your products are made in China and you fulfill from a China-based warehouse, inventory makes one short domestic trip instead of an international freight journey. That removes ocean freight, import customs and weeks of transit before you can sell. It also means your supplier, not a freight forwarder, is usually the one delivering to the warehouse, so your supplier needs clear instructions.
Step 1: Agree delivery terms with your supplier
Decide who arranges and pays for delivery to the warehouse. Trade terms are defined by the Incoterms rules published by the International Chamber of Commerce, with Incoterms 2020 the current edition. For domestic delivery to a fulfillment center, many brands simply ask the factory to deliver to the warehouse address as part of the unit price. If you want a refresher on the main terms, see our guide to what Incoterms are.
Put these instructions in your purchase order, not just in a chat message:
- The exact warehouse address and receiving contact
- Delivery window and any booking requirement
- Carton labelling and packing rules (below)
- Who pays for delivery and any unloading charges
Step 2: Set packing and labelling rules
Every carton should be identifiable without opening it. Give your supplier a short labelling standard:
| Rule | Why it matters |
|---|---|
| One SKU per carton where possible | Mixed cartons must be opened and sorted by hand |
| Carton label with SKU, quantity and carton number (e.g. 3 of 12) | Lets the warehouse count without unpacking |
| Barcode on each unit or polybag | Enables scan-based picking and accurate stock counts |
| Consistent carton quantities | Speeds up receiving and cycle counts |
| Your PO number on every carton | Links the delivery to the right order |
If units arrive without barcodes, the warehouse can label them, but it adds time and cost. Receiving labour is billed at many 3PLs: Fulfill.com’s 2026 data puts typical US receiving at $5 to $15 per pallet or $30 to $60 per hour. Clean cartons keep that line small wherever you fulfill.
Step 3: Send an advance shipping notice
An advance shipping notice (ASN) tells the warehouse what is coming before it arrives. Send it as soon as the supplier confirms a dispatch date. Include:
- Supplier name and expected delivery date
- Number of cartons and total gross weight
- SKU list with quantity per SKU
- Carton dimensions
- Any special handling such as fragile goods or batteries
The warehouse checks the delivery against the ASN and flags any shortage or damage immediately, while you still have leverage with the supplier.
Step 4: Inspect on arrival
Receiving is your best chance to catch supplier problems. Ask the warehouse to count against the ASN, photograph damaged cartons and spot-check units for obvious defects before stock goes live. Finding a bad batch at receiving costs far less than finding it in customer returns.
Working with multiple suppliers
Many brands buy from several factories. Rather than having each one ship separately to customers, consolidate everything in one warehouse. Stock from different suppliers can then be combined into single orders, kitted into bundles or shipped together in bulk freight when you need inventory elsewhere. Fulfillmen’s consolidation services are built for exactly this.
Common inbound mistakes to avoid
- Supplier ships before the ASN is sent, so the delivery arrives unannounced
- Carton labels in a format the warehouse cannot match to your SKUs
- Partial deliveries with no note of what is still to come
- No agreed process for short shipments or damaged goods
How Fulfillmen receives supplier stock
Fulfillmen operates warehouses in China, Hong Kong and India and receives directly from your suppliers. Inbound goods are counted and checked, then made available to sell through your connected Shopify, WooCommerce or Amazon store. Each order is checked against your product specification during pick and pack, before dispatch. There is no minimum order quantity, so you can send a first small production run and scale from there.
Frequently asked questions
Can my supplier deliver directly to a fulfillment center?
Yes. Give the supplier the warehouse address, labelling rules and delivery window in your purchase order, and send the warehouse an advance shipping notice.
Do I need barcodes on every unit?
It is strongly recommended. Unit barcodes enable scan-based picking and accurate inventory. If they are missing, the warehouse can apply labels for a fee.
What happens if the delivery is short or damaged?
The warehouse records the discrepancy against your notice and shares photos, so you can raise it with the supplier quickly.
Can stock from several factories ship in one order?
Yes, once all items are stored in the same warehouse, they can be picked into one parcel or kitted together.
Setting up your first inbound shipment? We will send you our receiving checklist for your supplier. Contact our team.
