Retailer onboarding should separate supplier-level information from SKU-level product data. A buyer may approve the company first, but each product still needs its own commercial, packaging, compliance and logistics record before item setup or purchase-order release.
Supplier-Level Onboarding Fields
- Legal/company name and business contact.
- Business address and published verification/contact channels.
- Product categories and operating scope.
- Payment/beneficiary verification procedure.
- Standard commercial documents the buyer requires.
- Primary communication and escalation contacts.
SKU-Level Item Setup Fields
| Section | What to collect |
|---|---|
| Product identity | Exact SKU/model, product name, dimensions, material/function and intended user/use. |
| Commercial | Quoted quantity, product-specific MOQ, currency, price basis and applicable setup/tooling/sample charges. |
| Branding | Logo method, artwork reference, color/position and approval status. |
| Packaging | Unit pack, insert/label, barcode/GTIN/SKU, retail display and pack hierarchy. |
| Compliance | Buyer/destination requirements plus the exact evidence available or still required for that SKU. |
| Carton data | Units per carton, dimensions, gross weight, carton marks and pallet data where applicable. |
| Timing | Sample/proof route, production timing assumptions and reorder considerations. |
| Receiving | Routing guide, labels, ASN/appointment or warehouse instructions where applicable. |
Documents to Keep With the Onboarding Record
- Product and packaging images.
- Approved product data sheet or specification reference.
- Artwork/packaging proof where available.
- Relevant product-specific test/compliance evidence when applicable.
- Carton/packing information.
- Current quote/PI/PO references.
- Buyer routing or receiving instructions.
Common Onboarding Gaps
Common gaps include mixing company claims with SKU-specific evidence, missing carton data, unclear barcode ownership, using outdated product files, and assuming one compliance document applies to every model. The onboarding record should make unresolved items visible before the first shipment.
FAQ
Does every retailer use the same onboarding form?
No. Supplier and SKU requirements vary by retailer, distributor, marketplace and country.
Can supplier onboarding begin before final SKU selection?
Yes. Company-level onboarding can begin earlier, but item setup still requires exact product and packaging data.
Should compliance be recorded at company or SKU level?
Both may matter, but product-specific testing, warnings and destination requirements should be tied to the exact SKU rather than treated as a universal company claim.