Consignment Intakes

The paperwork for every drop-off: what a consignor handed you, what you agreed to pay them, which pairs you accepted, and when those pairs hit your shelves.

The paperwork for every drop-off: what a consignor handed you, what you agreed to pay them, which pairs you accepted, and when those pairs hit your shelves.

Where to find it: Open Consignment Intakes in AIM — you will be asked to sign in first.

What you can do here

• See every drop-off you have taken in, and how far along each one is
• Write up a new drop-off — scan or search the pairs, set the listing price and the consignor’s payout
• Go through a submitted drop-off pair by pair and accept or turn down each one
• Receive the accepted pairs into a location so they become real, sellable stock
• Print box labels, and reverse a receive if you took the wrong pairs in

Buttons, fields, and controls

Control	Where	What it does	When to use it
New Intake	Top right of the intakes list	Opens a blank drop-off form.	Use it the moment a consignor hands you pairs, so nothing gets written on a sticky note.
Import Shopify sheet	Top right of the intakes list	Builds a drop-off from a spreadsheet exported out of Shopify instead of typing pairs one by one.	Use it when a consignor sends you a long list, or when you are moving an existing Shopify store into AIM.
Refresh	Top right of the intakes list (circular arrow)	Reloads the list so recent drop-offs and status changes show up.	Use it after someone else on your team submits or receives a drop-off.
Export CSV	Top right of the intakes list (download arrow)	Downloads the drop-offs currently shown — filters and all — as a spreadsheet.	Use it when settling up with a consignor or handing records to your bookkeeper.
Search	Left panel of the intakes list	Finds a drop-off by its number, its notes, the consignor, or any product, SKU, or barcode inside it.	Use it when a consignor asks “did you ever take in my size 10 Panda?”.
Status	Left panel filters	Narrows the list to Draft, Submitted, In Review, Approved, Received, or Cancelled drop-offs. You can tick more than one.	Tick “Submitted” and “In Review” to see everything still waiting on your decision.
Consignor	Left panel filters	Limits the list to one consignor.	Use it before an export when you are reconciling with a single person.
Intake date from / Intake date to	Left panel filters	Limits the list to drop-offs dated inside a window.	Use it to pull “everything taken in last month”.
Sort by	Left panel filters	Reorders the list — newest, oldest, by drop-off number, by status, by most items, or by highest value.	Switch to “Highest value” when you want to handle the biggest drop-offs first.
Progress column	Intakes list table	Shows how many pairs in that drop-off have been dealt with out of the total, e.g. 6 / 12.	Scan it to spot a drop-off that was half-reviewed and then forgotten.
Previous / Next and page numbers	Above the intakes table	Moves through the list 50 drop-offs at a time.	Use it when the counter says you are only seeing part of the list.
View intake (eye icon) / row click	Intakes list row	Opens the full details for that drop-off. The three-dot menu has the same “View details” action.	Use it to review, receive, or print labels for a drop-off.
Intake Date	New intake form, Basic Information	Records the day the pairs physically arrived. Defaults to today.	Back-date it if you are writing up a drop-off that landed earlier in the week.
Scan Products	New intake form, Scan Items	Reads a box barcode with a handheld scanner and looks up the matching size. Every scan stacks up in a panel on the left.	Use it for a pile of boxes — it is much faster than searching each pair by name.
Apply All / Clear All	Scan panel, left of the new intake form	Apply All drops every recognised scan into the product list (repeat scans of the same size add up). Clear All throws the scans away.	Scan the whole pile first, then hit Apply All once.
Add Individual Item	New intake form, Products	Adds one blank row you fill in by typing a product name.	Use it for a pair with no barcode, or when the scanner is not to hand.
Add Product Variants	New intake form, Products	Opens a full-screen picker so you can tick many sizes across several products at once.	Use it when someone drops off a size run — e.g. sizes 8 through 13 of the same shoe.
Create Custom Product	New intake form, Products	Takes you off to build a product that is not in the catalog yet, then brings you back to the drop-off.	Use it for an obscure or vintage pair that search cannot find.
Qty	New intake form, product row	How many identical pairs of that size the consignor handed over. Locked at 1 for anything not graded New, because each worn pair is its own item.	Raise it only for sealed, brand-new duplicates.
Condition	New intake form, product row	Grades the shoe itself — New, Refurbished, Tried On, VNDS, or the worn grades.	Grade honestly at drop-off; it drives how the pair is listed and priced later.
Box Condition	New intake form, product row	Records the state of the box (good box, damaged box, no box, and any other grades your store uses).	Set it while the box is in your hand — you will not remember later.
Listing Price	New intake form, product row	The price the pair will be offered at. Required on every row before the drop-off can be created.	Enter the number you and the consignor agreed on.
Payout	New intake form, product row	What the consignor gets when it sells. It fills in automatically from their commission rate once you type a listing price, and you can type over it.	Override it only when you agreed a special split for that pair.
Notes	New intake form, Additional Information	A free-text note stored with the whole drop-off.	Use it for things like “left the receipt in box 3” or “consignor wants unsold pairs back by the 30th”.
Create Consignment Intake	Bottom right of the new intake form	Saves the drop-off and gives it a number.	Once every pair has a listing price. Until then the button rejects the form.
Submit for Approval	Top right of a Draft drop-off	Moves the drop-off out of draft so the pairs can be reviewed one by one.	Use it once the write-up is complete and accurate.
Review Items / Approve All	Top right of a submitted drop-off, and above the item list	Jumps to the item list, or accepts every still-undecided pair in one click.	Approve All when the whole drop-off checked out; otherwise work down the list.
Approve / Deny	Item row on the drop-off details page	Accepts that pair, or turns it down. Deny asks for an optional reason that stays on the record.	Deny a pair that arrived damaged, fake, or that you simply will not take.
Mark Approved	Top right of the drop-off details page	Closes out the review once every pair has a decision and moves the drop-off to receiving.	Use it after the last pair has been accepted or turned down.
Receive Items	Top right of an approved drop-off	Opens the receiving window where you choose a location, scan or count the pairs, and turn them into real stock.	When the accepted pairs are physically going onto your shelves.
Receive to Location / Scan to Receive	Receiving window	Sets which location the stock lands in, and lets you scan a barcode or SKU to add one to that row’s count.	Pick the location first, then scan each box as you shelve it.
Receive All Remaining / Clear	Receiving window	Fills in every outstanding pair at once, or resets the counts back to zero.	Use Receive All Remaining when the whole approved batch arrived intact.
Receive Selected Items	Bottom of the receiving window	Commits the counts you entered. Those pairs become sellable stock at that location.	Only when the physical count in front of you matches what is on screen — you can receive part of a drop-off now and the rest later.
Line item search, sort, and status filter	Above the item list on the drop-off details page	Finds one pair by name, SKU, size, or barcode; reorders the list alphabetically or by the order added; and hides everything except Pending, Approved, or Denied.	Use the status filter on a big drop-off to see only what still needs a decision.
Print labels	Three-dot menu, top right of the drop-off details page	Opens label printing for the pairs in this drop-off.	Print box labels right after receiving so every pair is scannable on the shelf.
Set up products (shown as “Configure N products”)	Three-dot menu and the orange banner on the details page	Fills in the missing store details for products that are not ready to sell yet, so they can be created on Shopify and keep their counts in sync.	Whenever the orange banner appears — until then those pairs have no storefront listing.
Retry Shopify sync	Three-dot menu and the Shopify banner	Tries again to push received quantities to Shopify for pairs whose sync failed.	After fixing whatever the banner complained about, such as a missing product setup.
Undo receive	Three-dot menu of a received drop-off	Reverses the receive: the stock is removed, emptied marketplace listings come down, Shopify counts are corrected, and the drop-off goes back to Approved.	Use it when you received the wrong pairs or the wrong location. It refuses if any of those pairs already sold.

How to: Write up a drop-off a consignor just handed you

1. Click “New Intake” from the intakes list.
2. Choose the consignor (or add them on the spot) and confirm the intake date.
3. Scan each box with your handheld scanner, then click “Apply All” in the scan panel. No scanner? Use “Add Individual Item” and type the product name, or “Add Product Variants” to tick a whole size run.
4. On each row, set the condition and box condition, then type the agreed listing price — the payout fills itself in from the consignor’s commission rate.
5. Add a note if there is anything worth remembering, then click “Create Consignment Intake”.

Marcus drops off four pairs: a deadstock Dunk Low Panda size 10 at $130, and three Jordan 4 Bred size 9, 10, and 11 at$420 each. Scan all four boxes, hit Apply All, set the Jordans to “New” with a good box, type the prices, and create the drop-off. At a 20% commission Marcus’s payout shows $104 and$336.

How to: Go through a drop-off and decide what you are keeping

1. Open the drop-off from the list and click “Submit for Approval” if it is still a draft.
2. Work down the item list. Click “Approve” on each pair you are keeping.
3. For a pair you will not take, open its three-dot menu, click “Deny”, and type a short reason so the consignor can be told why.
4. If the whole drop-off is fine, use “Approve All” above the list instead of clicking row by row.
5. When every pair has a decision, click “Mark Approved” at the top.

Of Marcus’s four pairs, the size 9 Bred has a creased toe box and a torn lid. Deny it with the reason “heavy crease, damaged box — returned to consignor”, approve the other three, then Mark Approved.

How to: Receive the accepted pairs onto your shelves

1. On the approved drop-off, click “Receive Items”.
2. Choose the location the pairs are going to.
3. Scan each box into the “Scan to Receive” field as you shelve it, or type counts by hand. “Receive All Remaining” fills everything in at once.
4. Check the Remaining column matches the pile in front of you, then click “Receive Selected Items”.
5. Print box labels from the three-dot menu so every pair is scannable later.

Three of Marcus’s pairs go into Main Warehouse. Scan all three, receive them, and they immediately show as sellable stock. If only two physically turned up, receive 2 and come back for the third — the drop-off remembers what is still outstanding.

How to: Find an older drop-off and export it

1. On the intakes list, type the consignor name, drop-off number, or a product into Search.
2. Narrow further with the Status filter and the intake date range.
3. Check the Progress column to spot anything left half-finished.
4. Click “Export CSV” to download exactly what is on screen.

To settle up with Marcus, filter Consignor = Marcus and set the date range to last month, then export. You get every pair he brought in, with listing prices and payouts, in one spreadsheet.

Good to know

• The new intake form saves itself as you type — the “Saved a moment ago” tag next to the title tells you when. You can close the tab and pick it back up.
• Anything graded worse than New is treated as a single, one-of-a-kind pair, so its quantity is locked at 1. Add a second row if the consignor brought two worn pairs of the same size.
• Nothing counts as stock until you receive it. A drop-off sitting in Draft, Submitted, or Approved has not touched your inventory at all.
• If an orange banner says products are not set up yet, fix that before you expect them on Shopify — until then they have no storefront listing and their counts will not sync.

Where to go next

• Consignment overview
• Consignors
• Consignment inventory
• Import a Shopify sheet