Sellerboard restock alert fires, or remaining days of cover for a SKU falls below total lead time (production window plus transit plus check-in).
Applies to all FBA-replenished SKUs sourced through Alibaba suppliers. Does not cover new product launches, which follow the launch roadmap instead.
Operations. Single owner end to end; no step is handed off without a written confirmation.
| # | Step | System | Output |
|---|---|---|---|
| 1 | Confirm the alert against actual velocity - check whether recent sales are a genuine trend or a promotion spike | Sellerboard | Go / no-go on the reorder |
| 2 | Calculate order quantity using the reorder point model | Google Sheets | Target units per SKU |
| 3 | Confirm current lead time and capacity with the supplier before committing | Alibaba | Written lead time confirmation |
| 4 | Issue RFQ or confirm existing pricing; compare MOQ, unit cost and lead time | Alibaba | Quotation |
| 5 | Set the Incoterm - EXW where freight is managed in-house, DDP where the supplier delivers door to door | Agreed term on the invoice | |
| 6 | Route the proforma invoice to the client for payment; log the expected ship date | Asana | Payment confirmed, milestone dated |
| 7 | Confirm spec sheet and packaging artwork against the approved version before production starts | Google Sheets | Approved artwork on file |
| 8 | Book third-party pre-shipment inspection to close before the ship date | Inspection scheduled | |
| 9 | Review the inspection report; approve or reject release | Release decision | |
| 10 | Build the FBA shipment plan; generate FNSKU labels and box content file | Amazon Seller Central | Shipment ID, labels issued |
| 11 | Confirm the supplier has applied FNSKU labels and carton marks correctly | Alibaba | Photo confirmation before dispatch |
| 12 | Select mode — air for samples and light SKUs, sea for bulk — and release to the forwarder | Booking confirmed | |
| 13 | Track transit and customs clearance; update the expected receive date if it moves | Asana | Current ETA |
| 14 | On check-in, reconcile received units against shipped units per shipment | Amazon Seller Central | Variance figure |
| 15 | Confirm the listing is live and compliance documentation is current before units go sellable | Amazon Seller Central | Listing verified |
| 16 | Close the shipment; update actual lead time in the reorder model and supplier scorecard | Google Sheets | Updated actuals |
| Condition | Action |
|---|---|
| Supplier lead time extends past the point where cover runs out | Switch to air freight for a bridge quantity, or hold FBM cover while FBA inbound lands |
| Inspection fails | Do not release. Require rework and re-inspection before dispatch |
| Received units short of shipped units | Open a reimbursement case with packing list and bill of lading attached |
| Listing suppressed at check-in | Submit the compliance documentation held on file for that SKU; units stay unsellable until reinstated |
Any deviation from this procedure is logged in the weekly review with the reason. Recurring deviations are a signal that the SOP is wrong, not that the operator is the step gets rewritten rather than worked around.
Client identity redacted. Reflects live procedure for a US natural supplement brand.