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A squishy toy split shipment needs one master order balance and a separate packing record for each dispatch. Before approving it, identify what will ship now, what remains pending, and which additional charges or timing changes still need agreement. Splitting a shipment does not itself guarantee an earlier retail launch.
On this page
- Ask whether the ready portion can be sold independently
- Use a balance that reconciles every line
- Copy a dispatch record for every shipment
- Decide what the second dispatch must achieve
- Reconfirm packing data for the actual dispatch
- Resolve cost and timing before release
- Close the first dispatch without closing the order
This guide applies when part of an order is ready and the buyer is considering receiving that part separately. It helps control quantities and decisions; actual freight arrangements and commercial terms must be confirmed for the order.
Ask whether the ready portion can be sold independently
A partial shipment may be useful when the ready items form complete retail units. It may be less useful when missing components prevent assembly of a gift set or leave a display incomplete. Identify the smallest complete selling unit before deciding which cartons to release.
Write a reason for the split: a store opening, a confirmed event, or another operational need. Then compare the expected benefit with the revised freight offer and receiving workload. Avoid approving two dispatches merely because one product is ready a little earlier.
Use a balance that reconciles every line
For each SKU and version, record the agreed order quantity, cumulative quantity dispatched, agreed cancellations and quantity still pending. A useful reconciliation is: agreed quantity = dispatched quantity + pending quantity + agreed cancelled quantity. Track received quantities separately, because dispatched goods may still be in transit.
| Illustrative line | Agreed | Dispatch A | Dispatch B | Pending |
|---|---|---|---|---|
| Variant A, pieces | 120 | 72 | 0 | 48 |
| Variant B, pieces | 60 | 0 | 60 | 0 |
The quantities above are hypothetical, not RUIWO minimums or packing commitments. Each dispatch must also reconcile with its own packing list. If an order is revised, retain the previous version and record the approved change rather than silently replacing the original balance.
Copy a dispatch record for every shipment
Keep the order balance at SKU-and-variant level. Keep the dispatch record at carton level. Connect both with the same order reference and revision date.
| Record | Fields to complete | Check before release |
|---|---|---|
| Master order line | Order revision; SKU; size; filling; color ratio; agreed quantity; approved cancellation; cumulative dispatch; pending balance | Use pieces consistently. Record cartons and retail sets separately. |
| Dispatch | Dispatch reference; included SKUs; pieces per SKU; carton numbers; packing-list revision; readiness and dispatch dates | Every dispatched piece belongs to one dispatch record. |
| Carton | Carton number; SKU quantities inside; measured dimensions; gross weight; packing version | Recheck mixed or repacked cartons instead of scaling a full-carton estimate. |
| Receiving | Arrival date; received quantities; damaged quantities; discrepancy evidence; resolution | Distinguish goods still in transit, goods intentionally pending and confirmed shortages. |
| Commercial approval | Freight scope and cost for each dispatch; extra handling; payment allocation; approval reference | Agree additional charges and remaining commitments before release. |
Quantity control: pending to dispatch = agreed quantity − approved cancellations − cumulative quantity dispatched. A receiving discrepancy has its own resolution record; do not silently change the ordered or dispatched quantity to make the balance match.
For the hypothetical Variant A above, 120 agreed pieces minus 72 dispatched leaves 48 pending. If the buyer subsequently approves cancellation of 12 pieces, record that change and the pending balance becomes 36. If only 70 of the 72 dispatched pieces are received, investigate the two-piece difference against that dispatch; it is separate from the 36 pieces still pending.
Decide what the second dispatch must achieve
Write down the latest useful receiving date for the remaining goods and the next review date. Check whether an alternative style would still complete the retail set before proposing a substitution. A replacement needs its own approved SKU, quantity, price and packing record.
Use the current wholesale catalog to review alternatives, and the packing-list checklist to keep each dispatch identifiable. Catalog availability and shipping dates still need order-specific confirmation.
Reconfirm packing data for the actual dispatch
A carton reference for the complete order cannot automatically describe a partial shipment. Ask for carton count, contents by carton, measured dimensions and weights for the proposed dispatch. Confirm whether cartons are full, mixed or repacked and whether retail packs remain intact.
The Rainbow Mystery Bun catalog gives separate size-specific carton references. Use the record for the exact size and actual packing arrangement. Do not apply one size's carton quantity to another or assume a partly filled carton uses proportionally less volume.
Give each dispatch its own reference and use the carton marks and packing-list guide to connect those cartons to the master order.
Resolve cost and timing before release
Request a revised offer that identifies freight, handling and any additional charges for each dispatch. Ask who will arrange each movement and what the quoted service includes. A lower weight for one movement is not enough to infer the combined cost of two movements.
Keep three dates distinct: estimated readiness, dispatch and expected arrival. Agree on how changes will be communicated. If the second portion has no useful availability estimate, decide whether to leave it pending, review alternatives or agree a cancellation; do not let an open balance disappear from the conversation.
Close the first dispatch without closing the order
On receipt, compare the delivered cartons and counts with the corresponding dispatch record. Mark that dispatch received while keeping the remaining purchase lines active. Record damage or discrepancies against the correct dispatch reference, supported by the relevant packing and receiving evidence.
Use the shipment shortage guide if a dispatched quantity appears missing. A quantity deliberately left pending should not be recorded as a shipping shortage.
Ask RUIWO for a line-by-line readiness review with your required receiving date. Confirm the proposed split, costs and remaining balance in writing before either portion is released.