Keep one shipment record from supplier receiving to final delivery. Separate customs preparation, product requirements, carrier acceptance and stock-release authority so each decision has an owner and supporting evidence.
Operating scenarios
US inventory imports, US order dispatch and US–China returns.
China → US warehouse inventory
Use this workflow for imported inventory that will later fulfil customer orders. Confirm the US receiving location and approved customs and warehouse handover.
Start here: Name the importer and stock owner
Recommended sequence
- Assign the import and stock roles
Name the stock owner, importer, customs broker and product compliance contact. Confirm entry documents, duties and fees, customs release and warehouse receiving instructions before making stock available for orders.
- Approve the shipment data before departure
Reconcile the supplier invoice, SKU quantities and packing list after final packing. Record separate references for the importer’s product review, the declarant’s customs-data review and the selected service’s cargo acceptance. Return unresolved fields to their owner.
- Receive against the expected stock
Compare the pre-alert with cartons and units actually received. Record the customs-release reference supplied by the customs contact, receiving discrepancies and the owner’s stock-release instruction separately. Hold affected stock until the agreed checks and authorisation are recorded.
Prepare before starting
- Stock owner, importer and customs contact; US destination and receiving reference.
- SKU or model, expected units, actual values and current invoice / packing-list versions.
- Goods characteristics, final package measurements and person authorised to release stock.
Keep as evidence
- Reviewed invoice, packing list and declaration-data instruction version.
- Product-review and service-acceptance records, plus the customs contact’s release reference.
- Receiving count, discrepancy photos where agreed and dated stock-release approval.
US inventory → domestic ecommerce order
Use an order-to-parcel record for approved stock dispatched within the US. Review the actual destination, goods and postal service before release.
Start here: Confirm stock and release authority
Recommended sequence
- Confirm which stock may fulfil the order
Match the order to the approved SKU, quantity and stock status. Check the US delivery address and any batch restriction. Keep unidentified, damaged or unreviewed goods outside the picking instruction.
- Approve the packed parcel and service
Verify the picked units, packaging, actual weight and final dimensions before applying the agreed product label. Flag special goods for the selected domestic service. A product-safety check and carrier acceptance remain separate even for stock already in the US.
- Link dispatch to physical handover
Connect the order, parcel reference, selected service and collection or posting record. Record the actual handover and subsequent tracking update separately from label creation. Retain the agreed return destination and merchant contact for exceptions.
Prepare before starting
- Order reference, SKU / batch, requested quantity and releasable stock status.
- US ZIP Code, selected domestic product and final packed weight / dimensions.
- Merchant release instruction, return destination and exception contact.
Keep as evidence
- Approved order version and pick / pack check linked to the parcel.
- Special-goods acceptance confirmation where needed, tied to the selected service.
- Physical handover evidence, parcel reference and latest recorded tracking event.
Records for this scenario
Link the order to the SKU, existing stock status and approving person. Record the requested dispatch action and approval reference; keep parcel and picking details in the merchant order record.
US → China return or repair shipment
Create a new record for the US → China return or repair movement. Confirm the departure location, Chinese importer and receiving instructions before dispatch.
Start here: Match the return to its order
Recommended sequence
- Identify the item and reason for return
Link the returned item to the original order and available shipment references. Record serial or batch identity, current condition and whether the instruction is return, repair or replacement. Obtain the owner’s instruction and the Chinese receiver’s acceptance details.
- Prepare current export and transport information
Confirm US export requirements with the customs contact and Chinese import requirements with the receiver or its representative. Prepare an accurate description and appropriate value basis for this movement. Disclose damage and special characteristics; follow the selected service’s document and acceptance instructions.
- Keep outbound and possible return-to-US decisions separate
Record departure, receiver confirmation and the approved next action after inspection or repair. If the item will later re-enter the US, the importer and broker review that separate movement and its evidence before dispatch. No relief or duty exemption is assumed.
Prepare before starting
- Original order / shipment reference, item identity and current return or repair purpose.
- US departure location, Chinese receiving contact and authorised disposition.
- Condition, special characteristics, value basis and any planned onward movement.
Keep as evidence
- Original references, item or serial match and agreed condition photographs.
- Current export documents and receiver’s import / receiving instructions.
- Service-acceptance and handover records; any later US procedure review kept separately.
Resolve a product discrepancy at Guangzhou receiving
A carton arrives with a different model, description or special characteristic from the reviewed supplier record. Identify the affected goods before consolidation.
Start here: Compare the received goods with the reviewed SKU record.
Recommended sequence
- Identify and hold the affected units
Record the arrival, carton, SKU, quantity and observed difference. Keep the affected units separately identified while the supplier confirms the actual product. A discrepancy in one line does not establish the status of every other line.
- Send revised details to the right contacts
Request the corrected specification and invoice or packing-list version. Send the change to the product contact, customs representative and booking provider where it affects their review. Keep their responses linked to the same discrepancy.
- Close the change before consolidation
Record the authorised action and reviewed quantity. Replace superseded documents in the working pack while retaining the revision history. Include the new packaging, measurements and route decision where they changed.
Prepare before starting
- Reviewed SKU specification and supplier documents.
- Actual receiving quantity, condition observations and carton references.
- Supplier contact, reviewer contacts and intended dispatch date.
Keep as evidence
- Discrepancy and hold reference.
- Revised document version and responses from the affected reviewers.
- Dated instruction naming the approved quantity and next action.
Handle a returned item with an unresolved safety or recall question
A returned product needs a model or recall check before anyone decides whether it can be released. Keep the safety decision separate from a refund.
Start here: Identify the item and the original order before changing stock status.
Recommended sequence
- Match the identity
Capture the order or return reference, model, batch or serial number and the observed condition. Record missing parts and any uncertainty about the identity.
- Keep the safety question with its owner
Hold the affected stock while the responsible product business reviews the model, recall status and handling needs. Request instructions for damaged battery products rather than using an ordinary return route by default.
- Record the disposition and physical result
Record the approved action, quantity, recipient and dated instruction. Close the warehouse record with the actual stock movement or recipient evidence; keep unresolved units held with a named next action.
Prepare before starting
- Return reference, product identity and original order where available.
- Condition findings and any product notice or recall reference.
- Stock owner and responsible product contact.
Keep as evidence
- Identity match and safety review reference.
- Hold reason and handling instruction.
- Approved disposition and resulting stock or transfer record.
Records for this scenario
Confirm the movement and destination
China → US imports, US → China exports and US domestic dispatch have different document needs. Identify the actual delivery territory before preparing a declaration.
- Confirm the actual US entry location, importer of record and customs broker. Ask the broker to confirm importer identification, entry procedures and any required bond for the goods.
- Record the sale, sample, gift, return or repair purpose accurately. A commercial order does not become a gift because it is labelled as one.
- Review US export and China import requirements separately for US → China movements. For US domestic dispatch, confirm that the stock has been released and the actual destination and service are eligible.
Name the people responsible
The seller, importer, customs representative, tax payer and warehouse receiver may be different organisations. A warehouse address or delivery label alone does not establish who fulfils each role.
- Record the importer’s legal identity, contact, applicable importer identification and the agreed customs representative. Ask who supplies and checks the declaration data.
- State the agreed Incoterm, version and named place; list who pays freight, duty, applicable import taxes and destination charges. Door-to-door describes a delivery scope and does not automatically include taxes.
- Separate direct sales to a US customer from importing inventory into a US fulfilment warehouse. A low-value parcel rule must not be applied to every warehouse replenishment movement.
- Have the broker check current low-value entry rules and tariffs at booking. An old USD 800 threshold is not a basis for promising duty-free treatment or choosing an entry procedure.
Check product requirements and carrier acceptance
Customs clearance, the safety of a product sold in the US and a carrier’s acceptance rules are separate checks. Complete them for the actual goods and selected service.
- Describe the goods precisely: material, intended use, quantity, value, currency and country of origin. Review the commodity code and any product-specific licence or restriction.
- The importer confirms the safety, certification, labelling and traceability requirements applicable to the actual product. Customs release and carrier acceptance are separate approvals.
- Disclose batteries, liquids, powders, food, medicines, plant or animal products and other special characteristics before booking. Battery configuration, quantity and packaging can affect acceptance.
- Use the selected USPS product’s domestic or international restrictions. Acceptance on one product does not establish acceptance on another; hold the goods while a required check remains open.
Keep documents and shipment data consistent
Use one controlled version of the invoice, packing details, shipping instructions and label data. Corrections should reach everyone using the earlier version.
- Match SKU or item references, descriptions, quantities and declared values across the order, invoice, packing list and applicable customs data. Samples and returns still need an accurate description and appropriate value basis.
- Record final outer dimensions, gross weight, piece count, destination postcode and receiving contact after repacking. Preserve arrival photos and discrepancy notes where those checks were agreed.
- For China → US consolidation, the broker confirms the US import documents before postal induction. USPS domestic labels do not replace customs entry records. For a separate US-origin international postal shipment, follow the customs forms and electronic data instructions for that booked USPS product.
Control receiving, stock release and returns
A delivery signature, warehouse receipt and available-for-sale inventory are different events. Give each a reference and a clear next action.
- Pre-alert supplier deliveries, reconcile expected and received counts, and separate damaged, unidentified or unreviewed goods from releasable stock.
- Record the named person who approves consolidation, repacking, relabelling and dispatch. Resolve quantity or compliance exceptions before releasing the affected items.
- For returns, keep the original order or export reference, item identity, condition check and the owner’s instruction: restock, repair, return, recycle or dispose. Re-import relief needs its own eligibility and evidence review.
- Before storing stock with a US warehouse partner, agree ownership, receiving checks, hold status, release authority, inventory reconciliation and the applicable product responsibilities.
Close the handover with evidence
Keep a traceable record of what was approved, collected and delivered, including unresolved exceptions and the next responsible person.
- Before dispatch, confirm the selected service, quote scope, acceptance checks, final package count and release authorisation. An open licence, product or cargo-acceptance question is a reason to pause the affected shipment.
- Distinguish label creation, carrier handover, tracking scans and proof of delivery. A printed label is not evidence of collection or delivery.
- Keep operational records with controlled access and a retention rule appropriate to their purpose. Share the information a partner needs for its role and review the website’s privacy and service terms.
Review a US → China return before booking
Treat a return or repair as its own cross-border movement, even when the original order is available.
- Name the US exporter and Chinese consignee or importer. Confirm the actual receiving address, intended work and expected onward destination.
- For goods subject to US export controls, have the responsible exporter review classification, destination, end user, end use and any licence requirement. Keep the decision reference before release.
- Ask the customs contacts to review filing requirements, valuation and any proposed return or repair treatment. Use the current requirements for that shipment; do not assume an exemption.
- Record the original shipment, serial or batch, condition, planned repair and any later re-import as separate linked events.
Responsibility register
| Review area | What to record or confirm | Who to involve |
|---|---|---|
| Import and product checks | Importer identity, importer identification where applicable, commodity review, licences and product evidence. | Importer / responsible product business |
| Declaration data | Reviewed descriptions, values, origin, supporting documents and instruction version. | Seller / customs representative |
| Charges and taxes | Incoterm and named place; included, excluded and pending freight, duty and applicable import taxes items. | Buyer / seller / appointed adviser |
| Receiving and release | Arrival reference, quantity differences, holds, packing instructions and release approval. | Warehouse / stock owner |
| Transport and aftercare | Selected product, acceptance confirmation, handover reference, delivery and return action. | Carrier / logistics coordinator / merchant |
Import and product checks
- What to record or confirm
- Importer identity, importer identification where applicable, commodity review, licences and product evidence.
- Who to involve
- Importer / responsible product business
Declaration data
- What to record or confirm
- Reviewed descriptions, values, origin, supporting documents and instruction version.
- Who to involve
- Seller / customs representative
Charges and taxes
- What to record or confirm
- Incoterm and named place; included, excluded and pending freight, duty and applicable import taxes items.
- Who to involve
- Buyer / seller / appointed adviser
Receiving and release
- What to record or confirm
- Arrival reference, quantity differences, holds, packing instructions and release approval.
- Who to involve
- Warehouse / stock owner
Transport and aftercare
- What to record or confirm
- Selected product, acceptance confirmation, handover reference, delivery and return action.
- Who to involve
- Carrier / logistics coordinator / merchant
Exceptions and changes
| Situation | Next action | Action owner | Evidence before proceeding |
|---|---|---|---|
| Quantity or value does not match | Hold the affected items and compare the actual count and value basis with the invoice and packing list. Ask the document owner to correct the version; if customs data was already submitted, refer the correction to the customs representative. | Supplier or document owner; warehouse for the count; customs representative for declaration changes. | Count record, disputed document version, discrepancy reference and correction approval. |
| A special goods characteristic was not disclosed | Pause booking or release of the affected parcel. Obtain the actual product details and send them for separate product, customs and transport reviews where relevant. Keep the description accurate while acceptance is being resolved. | Goods owner supplies details; responsible product business, customs contact and service provider review their own scope. | Product or battery details, required supporting documents and service-specific acceptance response. |
| Release instructions or authority are unclear | Keep the affected stock on hold. Ask the authorised stock owner to identify the items, quantity and action in a dated instruction. Record who approved it before changing stock status or dispatching. | Authorised stock owner; warehouse records and follows the agreed instruction. | Hold reason, instruction version, approving role and approval date. |
| Return identity or original movement evidence is missing | Keep the return awaiting identification rather than adding it to saleable stock. Request the order, item identity and available original shipment records. Ask the customs representative to review any proposed relief for a future US re-import separately. | Merchant or stock owner identifies the item; warehouse records condition; customs representative reviews any relief. | Receiving reference, condition photos, identity match and recovered order / shipment references. |
| The booked route changes after acceptance review | Hold the affected dispatch and share the revised route, carrier, mode and packing details with the booking contact. Obtain the relevant revised acceptance and customs review before using the replacement arrangement. | Booking provider with the importer, product contact and warehouse where affected. | Old and new route references, affected goods, revised acceptance and dispatch instruction. |
| A safety notice cannot yet be matched to the returned model | Keep the relevant stock held. Request exact model, serial or batch details and ask the responsible product business to resolve the match before giving a disposition instruction. | Responsible product business; warehouse maintains item identification and hold status. | Product identity, notice reference, review response and approved action. |
Quantity or value does not match
- Next action
- Hold the affected items and compare the actual count and value basis with the invoice and packing list. Ask the document owner to correct the version; if customs data was already submitted, refer the correction to the customs representative.
- Action owner
- Supplier or document owner; warehouse for the count; customs representative for declaration changes.
- Evidence before proceeding
- Count record, disputed document version, discrepancy reference and correction approval.
A special goods characteristic was not disclosed
- Next action
- Pause booking or release of the affected parcel. Obtain the actual product details and send them for separate product, customs and transport reviews where relevant. Keep the description accurate while acceptance is being resolved.
- Action owner
- Goods owner supplies details; responsible product business, customs contact and service provider review their own scope.
- Evidence before proceeding
- Product or battery details, required supporting documents and service-specific acceptance response.
Release instructions or authority are unclear
- Next action
- Keep the affected stock on hold. Ask the authorised stock owner to identify the items, quantity and action in a dated instruction. Record who approved it before changing stock status or dispatching.
- Action owner
- Authorised stock owner; warehouse records and follows the agreed instruction.
- Evidence before proceeding
- Hold reason, instruction version, approving role and approval date.
Return identity or original movement evidence is missing
- Next action
- Keep the return awaiting identification rather than adding it to saleable stock. Request the order, item identity and available original shipment records. Ask the customs representative to review any proposed relief for a future US re-import separately.
- Action owner
- Merchant or stock owner identifies the item; warehouse records condition; customs representative reviews any relief.
- Evidence before proceeding
- Receiving reference, condition photos, identity match and recovered order / shipment references.
The booked route changes after acceptance review
- Next action
- Hold the affected dispatch and share the revised route, carrier, mode and packing details with the booking contact. Obtain the relevant revised acceptance and customs review before using the replacement arrangement.
- Action owner
- Booking provider with the importer, product contact and warehouse where affected.
- Evidence before proceeding
- Old and new route references, affected goods, revised acceptance and dispatch instruction.
A safety notice cannot yet be matched to the returned model
- Next action
- Keep the relevant stock held. Request exact model, serial or batch details and ask the responsible product business to resolve the match before giving a disposition instruction.
- Action owner
- Responsible product business; warehouse maintains item identification and hold status.
- Evidence before proceeding
- Product identity, notice reference, review response and approved action.
Teaching example: a short receiving count
Fictional example for practising the receiving record. The quantities are assumptions.
A pre-alert lists 100 units of demonstration SKU DEMO-A. The warehouse counts 98 units twice and records the difference before any customer order is picked.
- Expected quantity
- 100 units · SKU DEMO-A
- Received quantity
- 98 units · second count confirms the result
- Hold reason
- Two units short; affected SKU awaiting reconciliation
- Next action and owner
- Stock owner requests supplier reconciliation; warehouse awaits a recorded release instruction
Keep 98 received and two short as separate facts. The difference alone does not prove transport loss or a customs hold. The stock owner can instruct whether to keep the affected stock held or release an agreed quantity after review. Record that instruction; refer any declaration correction to the customs representative.
Preparation checklist
Mark the items you have reviewed. Keep a copy or printout for your records; your choices stay in this page session.
Personal preparation notes. Checked items show what you reviewed; they do not confirm carrier acceptance, product compliance, customs clearance or permission to dispatch.
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https://uspsconsolidator.com/resources/compliance/
Compliance and circular-economy guidance updated 8 October 2026. Check the linked rules for your goods, destination and booked service before acting.
Worksheets
Template version: . The CSV contains blank input rows and no calculation formulas. In your spreadsheet app, import as UTF-8 and keep references, SKUs and batch codes as text.
Shipment compliance record
Blank fields for movement, importer, goods, document version, outstanding checks and release authority.
Using the worksheets
- Create one review reference and record the actual movement, parties, goods and final package data.
- Add document and review references; give every outstanding question an action owner before release.
- Save the approved version with its release reference. Route later changes back to the relevant reviewer; the worksheet does not amend a declaration.
- Use the same review reference when the product or route changes. Keep the superseded version in the history and record what changed and who reviewed it.
Field instructions
- Record version
- Use a new version when goods, parties, packing or the agreed route change. Keep the same review reference.
- Change description
- Name the changed fields and superseded document versions so the reviewer can identify what needs another check.
- Review owner
- Name the person coordinating unresolved questions. This does not replace the broker or stock owner's approval.
- Next review / action date
- Record the agreed follow-up date. A date alone does not authorise shipment release.
Related preparation checks
Warehouse release & return record
Record receipt differences, item condition, the authorised action and supporting references.
Using the worksheets
- Link the arrival or return to the expected order and compare expected units, received units and condition.
- Record the hold reason, requested action and supporting photos or discrepancy references before seeking approval.
- Record the authorised person, dated instruction and resulting stock status; keep customs or relief reviews as separate references.
- Split a mixed return into separate rows when quantities have different conditions or dispositions. Reconcile the received total with completed actions and units still held.
Field instructions
- Review reference
- Use one shared reference for rows belonging to the same receipt or return review.
- Disposition row reference
- Give each condition or disposition group a distinct row reference. Keep the arrival, SKU and order links.
- Quantity assigned to this row
- Allocate each received unit to one row only. Sum allocated rows to reconcile with the received total for that arrival and SKU. Do not add a repeated received total across rows.
- Authorised action quantity
- Record how many units the dated approval covers. Approval and physical completion are separate records.
- Completed action quantity
- Count units with evidence of the recorded action. Collection for recycling records a handover, not a confirmed treatment outcome.
- Quantity still held
- Record units remaining on hold and retain the existing hold reason. Exclude them from completed recovery.
- Quantity awaiting completion
- Record units awaiting the action without a hold. For one action per row, assigned quantity equals completed, held and awaiting quantities combined. Split a later action into a linked record.
- Action completion date
- Use the actual event date supported by the completion or handover record. Leave it blank while pending.
- Treatment outcome evidence reference
- For a treatment claim, link the operator's outcome evidence. Record unknown or awaiting confirmation when only a collection receipt exists.
Related preparation checks
Complete these blank worksheets offline. They are preparation records, not a customs declaration, product approval or verified emissions report. No file is uploaded to this website.
Bring the review to the right service
Use the same shipment references in the guide, worksheets and service request. Agree the actual work and responsibilities before sending goods.
Customs clearance support
When importer responsibilities, declaration data or a release hold need review.
- Bring to the review
- Movement, importer, invoice and packing-list version, origin, value, currency and open questions.
- Agree before proceeding
- The customs representative, missing documents, applicable charges and how the release reference reaches the warehouse.
Commodity codes & import taxes
When the material, use, composition or origin needs a classification review.
- Bring to the review
- SKU specifications, photos, composition, manufacturing origin and any previous ruling.
- Agree before proceeding
- The reviewed classification and valuation basis, who supplies final data and which shipment the decision covers.
Specialist & project cargo
When dimensions, batteries, contents or handling needs affect the route.
- Bring to the review
- Exact characteristics, final packed measurements, safety documents where applicable and receiving-site needs.
- Agree before proceeding
- Acceptance for the proposed legs, required packing and handling, and the instruction for goods awaiting a decision.
Record maintenance
- Before booking or release, check open questions against the latest goods, destination and document version; repeat the relevant review after changes.
- At each receiving, dispatch or return handover, connect the physical record to the shipment and name the next action owner.
- Review unresolved holds and completed records regularly. Recheck current requirements when the goods, entry route or service changes, and retain records under agreed access rules.
- Close a discrepancy only after linking its resolution to the affected quantity and actual next action. Keep pending reviews with an owner and next review date.
Frequently asked questions
Does preparing this checklist approve a shipment?
It helps organise the review. The importer, responsible product business, customs representative and carrier must confirm the checks within their roles. A worksheet does not issue a licence, approve a product or release goods.
Can a US warehouse be treated as the importer?
Only when that role has been expressly agreed and the relevant requirements are met. A receiving address by itself does not establish importer identity, tax responsibility or product responsibilities.
Can returned goods use the original paperwork?
Keep the original references as supporting evidence, then review the actual return movement, condition, value basis and any relief requirements. A return label or old invoice alone does not establish duty or applicable import taxes relief.
Does a USPS label confirm that imported stock can be released?
The label identifies a domestic postal shipment. Link it to the customs-release record and stock owner’s instruction before dispatch. Label creation alone does not establish physical handover or release authority.
What happens when the goods or route change after review?
Hold the affected SKU or parcel, record the change and send revised details to the relevant product, customs and carrier contacts. Keep the new document version and approval references with the original record.
Can a supplier’s revised product description replace the acceptance review?
Keep the supplier correction as one document in the record. Send the changed characteristics to the relevant product, customs and booking contacts and retain their revised decisions before releasing the affected goods.