Inventory Reviews in Zelph

Inventory Reviews is where you approve, track, and authenticate inventory submitted by your sellers. Every piece of seller stock — whether it’s being shipped to your warehouse or sold remotely from a seller’s own location — passes through this workflow, keeping you in control of what enters your catalogue and what leaves your dock.

Inventory Reviews is part of the Zelph Seller Network, available on the Consignment plan.

Where to find it

Go to Seller Network > Inventory Reviews in the sidebar. A warning badge next to the menu item shows the total number of items awaiting your action across all tabs.

You can also view reviews scoped to a single seller from Users > Sellers > [seller] > Inventory Reviews.

What you’ll see -

The table shows every seller inventory record with:

• Seller — clickable link to the seller’s profile, with their last login underneath so you can tell how active they are.
• Product — product title with the variant (size, colour, etc.) shown underneath.
• Method — a badge showing how the item is being sold:
  • Ship-to-Warehouse — the seller is sending stock to your warehouse for storage and fulfilment.
  • Order #XXXXX — the item belongs to a remote-sell order; click through to the order.
• Shipping — (on the Incoming tab) the seller’s chosen shipping method, or Awaiting shipment if they haven’t booked one yet.
• Price — formatted as “N items at £X.XX” in the seller’s currency.
• Status — the inventory’s current state (Pending Review, Incoming, Pending Auth, Pending Withdrawal, Rejected, Withdrawn).
• Reviewed — when it was last reviewed, or Pending if not yet actioned.

Use the search box to find a specific seller (by name or email) or product.

The tabs

Each tab is a stage of the workflow. The badge on each tab counts the items waiting for you there.

1. Ship-to-Warehouse

New ship-to-warehouse submissions awaiting your approval. The seller wants to send these items to your warehouse to be stored and fulfilled by your team.

• Click Approve → enter the Approved Quantity (between 1 and the submitted quantity) and confirm. The stock moves to Incoming. If you approve fewer units than were submitted, the remainder is automatically rejected and the seller is notified.
• Click Reject → provide a rejection reason (max 500 characters). Nothing is added to your inventory and the seller is notified.

2. Incoming

Inventory on its way to your warehouse. Two types of items appear here:

• Approved ship-to-warehouse stock — items you’ve approved that the seller is shipping in for storage.
• Remote-sell orders awaiting shipment — items that a non-trusted seller is keeping at home, sold via a customer order, and now need to come into the warehouse before being forwarded to the customer.

Manual Mark as Received is only required for drop-off shipments. If the seller shipped using a Zelph-provided label, Zelph automatically marks the inventory as received the moment EasyPost reports the parcel as delivered — it moves to the Authentication tab without anyone clicking anything.

For drop-offs (or any other case where you’d rather flip it manually), click Mark as Received on the row when the parcel arrives at your dock. The inventory moves to the Authentication tab, ready for your warehouse team to inspect.

3. Withdrawals

Withdrawal requests and previously withdrawn inventory. If a seller asks for unsold stock to be returned, the request lands here.

• Click Approve Withdrawal → the items are marked as withdrawn, removed from sale, and the seller is notified to arrange collection.
• Click Reject Withdrawal → provide a reason. The items go back to Available and stay listed.

4. Authentication

Inventory that has been received at the warehouse and is awaiting authentication by your team. Click Authenticate on the row to open the Authenticate Shipment flow, where you confirm what arrived (or didn’t) and set its final location. Authenticated items become Available for sale (or are added back to an existing customer order, in the case of remote-sell).

5. Rejected

Items you’ve previously rejected during review, kept for audit and reporting.

6. All

Every seller inventory record across all states — useful for searching the full history.

Bulk actions

Tick the checkboxes next to multiple rows to action them together:

• Approve Selected — approves every pending listing and pending withdrawal in your selection. Quantities are approved in full.
• Reject Selected — rejects every pending listing and pending withdrawal in your selection with a single reason.

Items that aren’t in a pending state are skipped silently.

Trusted sellers and the Incoming tab

Marking a seller as Trusted changes the workflow for their remote-sell items: they ship directly to the customer without your warehouse handling the parcel, so those items never enter Incoming or Authentication. Ship-to-warehouse submissions still go through the full review flow regardless of trust.

See Managing Sellers for how to set trust.

What happens if a remote-sell order is cancelled

If a customer order is cancelled on your sales channel before the seller has been paid out, Zelph automatically:

• Returns the inventory to Available so the seller can sell it again.
• Halts the settlement pipeline so no payout is triggered.

Used as intended, Zelph will not leave items stuck in Incoming for orders that are already cancelled or fulfilled — the cancellation flow above handles cancellations, and the authentication flow (whether auto-triggered by EasyPost or manually marked as received for drop-offs) handles fulfilments. If you do see remote-sell items lingering in Incoming for orders that no longer need them, it means a step on the warehouse side was skipped — for example, fulfilling the order directly on the sales channel instead of letting Zelph drive the flow. Sellers cannot cause this; it is entirely a warehouse-side process gap. Get in touch and we’ll help you clear them out.

Best practices

• Check Inventory Reviews regularly — pending items hold up sellers waiting for stock to go live.
• Be specific when rejecting — a clear reason saves back-and-forth with the seller.
• For drop-offs, click Mark as Received the moment the parcel arrives at your dock — Zelph-labelled shipments auto-receive when EasyPost reports delivery, so you don’t need to action those.
• For high-trust sellers shipping remote-sell orders, consider marking them as Trusted to skip warehouse handling entirely.
• Use bulk actions on quiet inventory lines to triage faster on busy days.

Related guides

• Managing Sellers — manage your seller directory and trust settings.
• Authenticating Inbound Shipments — verify physical goods when they arrive.