For building material distributors, managing inbound shipments from manufacturers is a critical part of the supply chain. It directly impacts inventory availability, job site delivery performance, and operational efficiency. Yet, many businesses still rely on manual tracking, emails, and siloed systems—leading to delays, errors, and miscommunication.
The solution? Digital transformation. By adopting the right technologies and workflows, you can gain real-time visibility, reduce errors, and streamline the entire inbound process.
Here’s a step-by-step guide to digitally transform how you manage inbound shipments from manufacturers.
- Centralize Purchase Order and Shipment Data in One System
Manual PO tracking across spreadsheets and emails creates confusion between procurement, warehouse, and logistics teams.
What to do:
Use an integrated ERP system that connects purchasing, inventory, and inbound logistics
Digitally generate and track POs from creation to delivery
Link each PO to a supplier, expected delivery window, and receiving location
Benefits:
No more lost paperwork
Real-time status updates for every inbound shipment
Better coordination between departments
- Implement Advanced Shipping Notices (ASN)
An ASN is a digital notice from the manufacturer that confirms what’s being shipped and when it will arrive.
Why it matters:
Prepares your receiving teams ahead of time
Allows you to plan labor, equipment, and staging
Prevents surprises and discrepancies at the dock
How to implement:
Require ASNs from key suppliers
Automate ASN uploads through EDI or supplier portals
Link ASNs to POs and expected delivery times in your ERP
- Use Real-Time Freight Tracking Tools
When you don’t know where a shipment is, you can’t plan receiving schedules or keep contractors informed.
Digitally transform this step with:
GPS-enabled tracking for truck, rail, or container shipments
Integration with freight partners and carriers
Real-time alerts for delays, arrivals, and route changes
Outcome:
Better control over inbound timelines, faster decisions when disruptions occur.
- Digitize Receiving and Inspection Workflows
Manual receiving processes can lead to bottlenecks and errors—especially when documentation doesn’t match actual shipments.
What to do:
Use barcode or RFID scanning at the dock
Automatically update inventory levels upon receipt
Capture digital proof (photos, timestamps, and receiver notes) for damaged or shorted items
Bonus:
Digitally flagged discrepancies can trigger automatic alerts for procurement or supplier follow-up.
- Establish Supplier Portals for Collaborative Inbound Planning
Miscommunication with suppliers is a major cause of late or incorrect shipments.
A supplier portal allows manufacturers to:
Confirm PO status and expected ship dates
Upload shipping documents and compliance certificates
Communicate directly with your receiving and logistics teams
Result:
Stronger supplier relationships, reduced back-and-forth, and fewer shipment surprises.
- Automate Inbound Scheduling and Dock Management
Inbound congestion can waste time and labor. Digitally scheduling inbound deliveries prevents this.
How to improve:
Let carriers or suppliers book dock appointments via a digital system
Assign dock doors and time slots based on shipment type and volume
Integrate this with your warehouse calendar to balance labor demand
Outcome:
Less waiting, faster unloading, and improved warehouse throughput.
- Leverage Analytics for Continuous Improvement
Digital transformation isn’t complete without tracking and learning from performance data.
Key inbound KPIs to monitor:
On-time arrival rate
ASN accuracy
Receiving time per shipment
Quantity discrepancies
Damaged goods on arrival
Supplier performance trends
Use dashboards and reports to identify patterns, improve workflows, and hold suppliers accountable.
Final Thoughts
Digitally transforming inbound shipment management allows distributors to operate with greater precision, speed, and control. With real-time visibility, proactive planning, and automated processes, your team can move from reactive to strategic—and position your business for scalable growth.
Inbound logistics isn’t just about what’s coming in—it’s about how well you can see it, plan for it, and respond to it.
