For construction material suppliers, the supply chain starts long before products reach your warehouse or staging yard. It begins with your inbound shipments from manufacturers—the critical first step in fulfilling contractor orders accurately and on time.
Whether you’re new to logistics or expanding your operations, managing inbound shipments can be complex. But with the right systems, processes, and visibility in place, you can avoid delays, reduce inventory issues, and set the stage for smooth downstream logistics.
This beginner’s guide covers everything you need to know to successfully manage inbound shipments from manufacturers, with a focus on visibility, efficiency, and supplier accountability.
What Are Inbound Shipments?
Inbound shipments refer to the movement of goods from your manufacturer or supplier to your facility—typically your warehouse, cross-dock, or staging yard. This includes:
Full truckload (FTL) and less-than-truckload (LTL) shipments
Container shipments for imported materials
Direct deliveries to staging areas for large projects
Inbound logistics is your first line of control over inventory, delivery timelines, and customer service quality.
Why Inbound Shipment Management Matters
Poorly managed inbound shipments lead to:
Delayed fulfillment for customer orders
Stockouts or inventory discrepancies
Unprepared warehouse receiving teams
Higher transportation and labor costs
Frustrated contractors and project delays
Good inbound shipment management gives you:
✅ Real-time visibility into incoming orders
✅ Accurate inventory forecasting
✅ Faster warehouse receiving
✅ Fewer disruptions across your supply chain
Step-by-Step Guide to Managing Inbound Shipments from Manufacturers
Step 1: Confirm Purchase Orders (POs) and Lead Times
Before a shipment is even in transit, confirm that:
The purchase order is approved and aligned with contract terms
The manufacturer’s production schedule and shipping lead time are realistic
Any seasonal or regional delays (e.g., holidays, weather, customs) are factored in
Pro Tip: Track average lead times per manufacturer to improve planning.
Step 2: Require and Review Advanced Shipping Notices (ASNs)
An ASN (Advanced Shipping Notice) is a document sent by the manufacturer that outlines:
What is being shipped
How it’s packaged (e.g., pallets, crates, bundles)
Expected arrival date
Carrier and tracking details
This helps your team prepare to receive the shipment and compare it to what was ordered.
Step 3: Schedule Inbound Deliveries
Avoid dock congestion and labor inefficiency by setting up:
Delivery appointment scheduling for carriers
Time slots for unloading and inspections
Prioritization for urgent or high-value shipments
Use a calendar-based system or yard management software to coordinate timing.
Step 4: Track Shipments in Transit
Use tracking tools (provided by the manufacturer or freight carrier) to monitor:
Shipment location
Estimated time of arrival (ETA)
Any delays or route changes
Some suppliers integrate shipment tracking into their ERP system for real-time updates.
Step 5: Prepare Your Receiving Team
Ensure your warehouse or yard crew knows:
What shipment is arriving
What equipment (e.g., forklifts, cranes) is needed
What packaging or labeling to expect
Who to notify if discrepancies arise
A well-informed team speeds up unloading, reduces errors, and protects material quality.
Step 6: Inspect, Verify, and Document Upon Arrival
Once a shipment arrives:
Compare items received against the ASN and PO
Check for visible damage or missing items
Record quantities and conditions
Report discrepancies immediately to the manufacturer or logistics partner
Pro Tip: Use barcode or RFID scanners for faster and more accurate receiving.
Step 7: Update Inventory and Close the Loop
After verification, update your inventory management system to reflect:
New stock levels
Product availability for fulfillment
Reordering triggers (if needed)
Also notify your purchasing and sales teams that the shipment has arrived, so they can proceed with contractor commitments.
Bonus: Key Terms to Know
Lead Time – The time between placing an order and receiving it
ASN (Advanced Shipping Notice) – A digital notice outlining what’s being shipped
Carrier – The company responsible for physically transporting the shipment
Bill of Lading (BOL) – The legal document accompanying a freight shipment
Dock Appointment – A scheduled time for a truck to arrive and unload
Final Thoughts
Managing inbound shipments from manufacturers may seem overwhelming at first, but with the right structure in place, it becomes a strategic advantage. Visibility, communication, and standardization are the pillars of success.
As a supplier, your ability to stay ahead of inbound deliveries ensures fewer delays downstream—resulting in faster fulfillment, stronger inventory control, and happier contractors.
Start simple, stay consistent, and grow your systems over time.
