Inbound acceptance at a warehouse is a scanner: if the code did not read, or the wrong one read, then as far as the warehouse is concerned your goods do not exist. Most "losses" and mis-sorts on a shipment are born not at the warehouse but at the labeling stage on the seller side. Here are the three levels of codes and the mistakes that cost money.
Three levels of labeling
- The item unit - the SKU barcode. The code from the card (an EAN or one generated by the platform), one per unit, machine-readable: what an article number, SKU and barcode are. Categories under mandatory traceability also carry a Chestny Znak code (the Russian state product traceability system) - and it must match the paperwork.
- The freight unit - the box barcode. Generated in the dashboard for one specific shipment and tied to its contents. Last year's code from an old shipment is junk that confuses inbound acceptance.
- The pallet - a pallet list or label stating the freight units it holds, per the requirements of the platform.
The rules for generating and placing codes differ in detail between WB and Ozon - check the mechanics of your own platform when you create the shipment: a shipment to WB, to Ozon.
Top labeling mistakes
- Double barcodes. The old manufacturer label is left uncovered - the scanner reads it and the goods end up mis-sorted or unidentified. Cover it completely, not just at one corner.
- A box code from the wrong shipment. You copied the previous request and the labels stayed the old ones. Every shipment = fresh freight-unit codes.
- Print the scanner cannot read: a faded ribbon, a creased surface, the code on a corner or seam of the box, glare-prone film over the code.
- Contents that do not match the code. The box holds something other than what is tied to its barcode in the request - hello, short shipment and mis-sorting.
- A label inside the packaging (visible but not scannable through glaring film) or on the bottom of the box.
- One code on two boxes - the label was run off twice on the printer: acceptance takes one box in, the second goes missing.
Checklist before dispatch
- Every unit: one readable barcode matching the code in the card, old ones covered over, a Chestny Znak code where required.
- Every box: a fresh label for this shipment, on a flat side surface, contents matching the request.
- Pallets: a label or list per the rules of the platform, stretch film not glaring over the codes (the code goes on top of the film or into a pouch).
- A test scan with a phone - does the camera read it? Then the warehouse scanner will too.
- Photos of every freight unit with its labels, filed away: this is your evidence in a dispute over losses.
FAQ
"Where do I get the box barcode?" It is generated in the platform dashboard when you create a specific shipment and is tied to its contents. Codes from past shipments cannot be reused - acceptance will not match the cargo to the request.
"What happens if a barcode does not scan?" The unit goes into the unidentified pile and drops out of your stock; the box goes to manual sorting, with the risk of mis-sorting and delays. Prevention is high-contrast print and a test scan before dispatch.
"Do I have to cover the manufacturer barcodes?" Yes, completely: two codes on one pack is a lottery over which one the scanner reads. The only visible code should be the one registered in the platform card.
"Where on the box should the label go?" On a flat side surface, away from seams and corners and not under stretch film (or with the code on top of the film). The rule is simple: a warehouse worker with a scanner should not have to hunt for it or smooth it out.
"Can one label cover several boxes?" No, every box gets its own unique code from the request. A duplicated label means the second box does not exist as far as the system is concerned.
