Authenticating Inbound Shipments in Zelph

Authenticate Shipment is the step where you verify a seller’s shipment when it physically arrives at your warehouse. You confirm what came in, log any rejections (with reasons), and assign the accepted stock to a final warehouse location before it goes live in your inventory.

Authentication is part of the Zelph Seller Network, available on the Consignment plan. It applies to inbound seller/consignment shipments only — Trusted Sellers bypass authentication and ship remote-sell orders directly to customers.

When you’ll use it

Any time a seller’s approved stock lands at your warehouse. The shipment will be sitting in Seller Network > Inventory Reviews with the status Incoming. Clicking Authenticate on that row opens the authentication page for the shipment.

What you’ll see on the page

Shipment Details (read-only)

Seller — who sent the shipment
Order number — for remote-sell items, the customer order it’s for; otherwise the seller’s own reference
Packing slip — downloadable PDF if one was attached
Shipping method — Ship-to-Warehouse or remote-sell
From / To address — origin and destination on the shipping label
Tracking — carrier and tracking number

Target Location

Select the warehouse location you want the accepted stock to land in. This is where Zelph will record the inventory once authentication is complete.

Authenticate Items

Every line item from the shipment appears as a row. For each one:

Product and Variant are shown (locked — you can’t change them).
Expected Qty is what was supposed to arrive (locked).
Accepted Qty — enter how many units you actually received and want to add to your inventory.
Rejection Reason — appears when accepted is less than expected; you must explain why (damage, missing item, wrong variant, etc.).

Overall Notes (optional)

Any additional notes about the shipment as a whole — useful for audit and to flag follow-ups.

Completing authentication

Set the Target Location.
Enter Accepted Qty for each item, plus rejection reasons where needed.
Add overall notes if relevant.
Click Complete Authentication.
Confirm in the modal.

Once confirmed:

The accepted units are added to your inventory at the target location.
Rejected items are recorded with their reasons.
The Inventory Review status moves out of Incoming.
The seller is notified of the outcome.

Trusted Seller bypass

For remote-sell shipments from Trusted Sellers, the stock never passes through your warehouse — so there’s nothing to authenticate. These orders ship direct from the seller to your customer, with the customer’s address shared securely with the seller for the label.

You can mark a seller as Trusted on their profile. See Sellers for details on enabling trust and the trade-offs.

Best practices

Authenticate shipments promptly so stock can start selling.
Photograph or document any damaged items before rejecting so you have evidence.
Be specific in rejection reasons — “Left shoe scuffed, right shoe fine” is more useful than “damaged”.
Use the overall notes field to flag patterns (e.g. recurring packaging issues from the same seller).

Related guides

Inventory Reviews — approve and reject stock submissions.
Sellers — manage trust settings.