# Create an inbound shipment

An inbound shipment is how you send stock to the Linkolis warehouse. There are two ways to start creating an inbound.

***

### Method 1 — From the Inbounds page

<figure><img src="/files/wex4MPikO37oIlYyoC2Y" alt=""><figcaption></figcaption></figure>

Go to **Inbounds** in the left menu → click **"Send inventory"** button at the top right.

***

### Method 2 — From the Inventory page

<figure><img src="/files/GsJUnAaWNiDdMXnYPDY8" alt=""><figcaption></figcaption></figure>

Go to **Inventory** → select the products you want to restock using the checkboxes → click **"Send inventory"**.

The inbound creation form will open with your selected products already added at quantity 1. Adjust quantities as needed.

{% hint style="info" %}
This method is the fastest way to restock existing products — no need to re-enter SKUs or product names.
{% endhint %}

***

### Step 1 — Add products

<figure><img src="/files/iS1YZNTorl8xLYGh2F7U" alt=""><figcaption></figcaption></figure>

When the form opens you have two options to add products :

| Option            | Description                                        |
| ----------------- | -------------------------------------------------- |
| **Add product**   | Add products one by one manually                   |
| **Import a file** | Upload an Excel or CSV file with all your products |
|                   |                                                    |

***

### Option A — Add products manually

<figure><img src="/files/Apw5d2yjcCszN4lmOwCr" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/zxSGW0MI4BGJFqEE85DB" alt=""><figcaption></figcaption></figure>

Click **"Add"** to expand the input row. For each product, fill in the following fields:

| Field        | Required | Condition       | Description                    |
| ------------ | -------- | --------------- | ------------------------------ |
| SKU          | ✅        | < 20 characters | Your unique product identifier |
| Product name | ✅        | < 35 characters | Name of the product            |
| Quantity     | ✅        | Integer > 0     | Number of units to send        |

<figure><img src="/files/4vC4WzOVak8MM6N5FZ4g" alt=""><figcaption></figcaption></figure>

Click **"Add"** to add the product to the list. Repeat for each additional product.

#### Smart autocomplete — existing products

Both the **SKU** and **Product name** fields are connected to your product catalogue. As you type, Linkolis suggests matching products to help you fill in information faster and avoid duplicates.

Start typing at least **2 characters** in either field — a dropdown appears with matching products. Click a result (or use the arrow keys + Enter) to select it : both fields are filled in automatically and the cursor moves to **Quantity**.

If no match is found, the dropdown indicates **"New SKU"** or **"New product"** — you can continue typing freely and the product will be created automatically when the inbound is confirmed.

> 💡 You can search from either the SKU or the Product name field — both work the same way.

***

#### Option B — Import a file

<figure><img src="/files/vFHhkk0m28uSMAmZOfdl" alt=""><figcaption></figcaption></figure>

Click **"Import a file"** to upload an Excel or CSV file containing all your products.

Click **"Get the template"** to download the official import template. Fill it in respecting the following rules :

| Column           | Required | Condition       |
| ---------------- | -------- | --------------- |
| **SKU**          | ✅        | < 20 characters |
| **Product name** | ✅        | < 35 characters |
| **Quantity**     | ✅        | Integer > 0     |

Once your file is ready, click **"Import a file"** and select your filled template. Products will be added to the inbound automatically.

{% hint style="info" %}

* If the SKU **does not exist** in your catalogue → a new product is created automatically
* If the SKU **already exists** → the inbound line is linked to the existing product. If you entered a different name → the product name is updated
* SKU must be **unique** across your entire catalogue
  {% endhint %}

You can then add more products manually using **"Add product"** before confirming.

***

#### IMEI — For mobile phones and IMEI products

If your inbound contains mobile phones or products with IMEI numbers, click the orange **"Scan IMEI"** button next to the product line.

<figure><img src="/files/ibidtT4QwMuOwJuJc2C9" alt=""><figcaption></figcaption></figure>

A panel opens where you enter one IMEI per product unit. You can enter IMEIs manually or import them via the IMEI template.

**IMEI rules :**

* Must be between **15 and 17 digits**
* Must be **unique** — the same IMEI cannot be used in multiple inbounds as long as the product is still in the warehouse
* Cannot be duplicated within the same inbound

<figure><img src="/files/8SMyegtfauPcTuXdAMfW" alt=""><figcaption></figcaption></figure>

> ⚠️ Error: IMEI must be between 15 and 17 digits

<figure><img src="/files/qst4vQnPpVnoQDS75w71" alt=""><figcaption></figcaption></figure>

> ⚠️ Error: IMEI is duplicated

<figure><img src="/files/pW37i7PKgq8TljrU3LGp" alt=""><figcaption></figcaption></figure>

Once all IMEIs are valid, click **"Confirm"** in the panel.

{% hint style="success" %}
**IMEI added successfully** — products with a confirmed IMEI **do not need a product label**. Linkolis identifies them via their IMEI barcode directly on the product. No label will be generated for these items.
{% endhint %}

{% hint style="warning" %}
**IMEI and insurance claims — important** For mobile phones, IMEI numbers are **required to file an insurance reimbursement claim** in case of loss, theft or damage during transit or storage. Without a registered IMEI, no insurance claim can be processed for that device.

Always make sure to register the IMEI of every mobile phone before sending your inbound shipment.
{% endhint %}

***

#### Packaging requirements

Before sending your shipment, make sure every product and every box complies with the following requirements. Non-compliant shipments may result in processing delays and additional charges.

#### Product barcodes

Every product sent to the warehouse must have a **visible and scannable barcode**:

* Format: **EAN-13, EAN-8 or UPC**
* Black bars on white background — high contrast
* Applied on a flat surface
* Minimum dimensions: 13mm x 6mm

#### Box dimensions and weight

|                        | Maximum         |
| ---------------------- | --------------- |
| **Weight per box**     | 23 kg           |
| **Dimensions per box** | 60 x 50 x 50 cm |

> For voluminous or heavy products exceeding these limits, shipment must be sent **on pallets**.

***

### Step 2 — Confirm your inventory

<figure><img src="/files/LLnjD3ntXCSjm1Qo1XKK" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/5ADx7nUyT7sf0895PS90" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/L5hMF60fYgZpXWMXwrRt" alt=""><figcaption></figcaption></figure>

Once all products are added, select your label format from the dropdown (choose the format compatible with your label paper) then click **"Print products labels"** to print the identification labels to stick on each product unit.

<figure><img src="/files/KKkeHSpmgKy7TcHlQn9V" alt=""><figcaption></figcaption></figure>

{% hint style="warning" %}
Every product unit must be labelled before being sent to the warehouse — except mobile phones with a confirmed IMEI, for which no label is required.
{% endhint %}

***

### Step 3 — Shipping details

<figure><img src="/files/ED80HpcPfwu3LTijQMui" alt=""><figcaption></figcaption></figure>

**1.** Enter the **number of packages** (boxes or pallets) that will contain your products.

**2.** Select the **paper type** for your box labels (plain paper or label paper).

**3.** Click **"Print box labels"** to generate the box labels.

<figure><img src="/files/3CNJk5KvKMtUu07nwHiK" alt=""><figcaption></figcaption></figure>

{% hint style="warning" %}
**Important — box labelling rules:**

* Each box label is **unique** — never photocopy or reuse a label
* A box ID label is **required even if the box contains a single item**
* Stick the **Linkolis box ID label** AND the **carrier label** on each box
* The shipping address is printed on the box label
  {% endhint %}

> 💡 The warehouse address is pre-printed on every box label generated by Linkolis. You do not need to enter it manually.

#### Shipping lead times

Respect the following lead times depending on your shipment type:

| Shipment type | Create inbound before delivery       | Appointment required |
| ------------- | ------------------------------------ | -------------------- |
| **Parcels**   | At least **24 hours** before arrival | No                   |
| **Pallets**   | At least **48 hours** before arrival | **Yes — mandatory**  |

> ⚠️ **Pallets without a prior appointment will be systematically refused.** Late deliveries (more than 30 minutes after the scheduled time slot) may also be refused. To book a delivery appointment, contact our logistics team at **<logistics@linkolis.com>** with your expected delivery date and number of pallets.

***

### Summary — Full process

| Step                                                          | Action                                          |
| ------------------------------------------------------------- | ----------------------------------------------- |
| 1                                                             | Go to Inbounds → click **Send inventory**       |
| 2                                                             | Add products manually or via file import        |
| 3                                                             | For mobile phones → add IMEI numbers            |
| 4                                                             | Select label format → **Print products labels** |
| 5                                                             | Click **Confirm**                               |
| 6                                                             | Enter number of boxes → select paper type       |
| 7                                                             | Click **Print box labels**                      |
| 8                                                             | Label every product and every box               |
| 9                                                             | Ship to Linkolis warehouse                      |
| to understand inbound statuses and how to track your shipment |                                                 |
| once it is on its way.                                        |                                                 |

***

### Adding tracking details

<figure><img src="/files/PrpQzphZF2MNdrUfn07B" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/2aEc0dUtZwYHFtn8oVwb" alt=""><figcaption></figcaption></figure>

Once your inbound shipment has been created, you can attach carrier tracking information directly from the **Inbounds** list. This allows Linkolis to monitor the progress of your shipment and confirm its reception by our team.

To add tracking details:

1. From the **Inbounds** list, click the **`...`** action button on the relevant inbound row.
2. Select **Add tracking details** from the dropdown menu.
3. A panel will open on the right side of the screen with three fields to fill in:
   * **Carrier name** — Select the carrier used to ship your inventory (e.g. DPD, Colissimo, Chronopost…).
   * **Tracking number** — Enter the tracking number provided by the carrier.
   * **Estimated reception date** — Indicate the expected delivery date to our warehouse.
4. Click **Confirm** to save the tracking information.

> 💡 **Why this matters**: Adding tracking details helps our team anticipate your shipment's arrival, prioritize reception, and flag any delays early. It also gives you visibility on the status of your inbound directly from the platform.

***

### Reprinting labels

<figure><img src="/files/jncOnDuNI8fzJUrXJZmF" alt=""><figcaption></figcaption></figure>

At any time after an inbound shipment has been created, you can reprint the labels associated with it directly from the **Inbounds** list.

To reprint labels:

1. From the **Inbounds** list, click the **`...`** action button on the relevant row.
2. Choose one of the two options:
   * **Print items labels** — Reprints the individual product labels for all items in the inbound.
   * **Print box labels** — Reprints the box labels associated with the shipment.

> 💡 Labels can be reprinted at any time, regardless of the inbound status. This is useful if labels were damaged during transit or if additional copies are needed for your records.

***

### Exporting inbound data as CSV

<figure><img src="/files/EGQFaZhVtdcHRJkcx64L" alt=""><figcaption></figcaption></figure>

You can export the details of any inbound shipment as a CSV file for reporting, reconciliation, or archiving purposes.

To export:

1. From the **Inbounds** list, click the **`...`** action button on the relevant row.
2. Select **Export as CSV**.
3. The file will download automatically and will contain all key information related to that inbound shipment.

***

### Non-conforming shipments

Shipments that do not comply with the requirements described in this article will result in additional processing time and charges.

The following irregularities will be billed as a special operations fee:

* Products arriving at the warehouse **before the inbound has been created** in Linkolis
* Products with **missing or non-compliant barcodes**
* Boxes with **no box label** attached
* Boxes **exceeding the weight or dimension limits** (23 kg / 60×50×50 cm) — reconditioning will be charged
* Pallet deliveries **without a prior appointment**

> ⚠️ Always create your inbound in Linkolis before shipping your products to the warehouse.

***

### Prohibited and restricted items

As a sender, you are responsible for ensuring that only permitted items are shipped through the Linkolis network. Please review the lists below before sending any inbound shipment.

> ⚠️ Sending prohibited or restricted items may result in the shipment being refused, destroyed, or returned at your expense.

#### Prohibited items

The following products are not accepted under any circumstances:

* Bullion (any precious metal)
* Cash (legal tender — banknotes and coins) and traveller's cheques
* Commemorative coins and medals with an individual or total shipment value exceeding €2,000
* Firearms, ammunition, explosives or explosive devices (including inert explosives and prototypes, air guns, toy guns, Taser guns, replicas and imitations, and firearm parts manufactured solely to create a functional weapon)
* Counterfeit goods in violation of intellectual property rights (IPR)
* Damaged or defective batteries
* Flowers and plants
* Human remains or ashes in any form
* Hunting trophies, animal parts (including ivory and shark fins), animal remains or ashes, and animal by-products not intended for human consumption whose movement is prohibited under the CITES convention and/or local legislation
* Illegal products, including narcotics
* Jewellery, costume jewellery, watches, and items made of precious metals and/or precious stones with a value exceeding €5,000 per waybill
* Live animals (including but not limited to mammals, reptiles, fish, invertebrates, amphibians, birds, insects, larvae and pupae)
* Negotiable instruments
* Tyres and products composed of at least 50% polymers
* Used car parts and engines
* Pornography (printed, filmed or digital)
* Alcohol

#### Restricted items

The following products may require special storage or transport conditions depending on their nature, formulation, packaging, volume stored, and other factors.

> 👆 Please contact us at [**logistics@linkolis.com**](mailto:logistics@linkolis.com) before shipping any of the products listed below, or any chemical product bearing a hazard pictogram.

* Animal skins (non-domesticated)
* Items of exceptional value (e.g. works of art, antiques, fine art, precious stones, gold and silver)
* Tax stamps / fiscal banderoles
* Cigarettes, cigars, tobacco products and e-cigarettes
* Clinical and/or biological samples (including but not limited to bodily fluid and tissue samples)
* Dangerous goods, including perfumes, aftershaves, aerosols, flammable substances, dry ice, biological substances, etc.
* Furs
* Lithium batteries, power banks, laptops (max. 2 laptops per package)
* Loose precious and semi-precious stones (cut or uncut, polished or unpolished)
* Nail polish
* Items that cannot be transported or do not comply with maximum deployed dimensions (length + height + width = 150 cm maximum) and weight (20 kg)
* Poppers
* Perishable goods and products requiring temperature-controlled storage

> Linkolis reserves the right to refuse inbound requests and to destroy any inventory identified as counterfeit.


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