Order and shipment of material from Chinese manufacturers

Ordering materials from Chinese manufacturers is a complex process that requires strict compliance with regulations, clear interaction with suppliers and control at all stages. To ensure smooth operation and minimize risks, it is important to follow the established procedure.

In this article we will discuss in detail:

• Stages of ordering material
• Sequence of material verification
• Internal transportation and warehouse acceptance process

Stages of ordering material

The process of ordering material includes several key stages, each of which requires careful control.

1. Approval of the list of productions and nomenclature

• Identify the factories with which work will be carried out.
• A list of necessary materials is compiled with the indication of articles, technical characteristics and other parameters.

2. Submitting the application

• The application is sent by email to the executing company directly to the factory.
• After sending the application, representatives of the company call the production to clarify the details (prices, terms, production conditions).

3. Obtaining confirmation from the factory

The factory sends a response letter with:

• Product prices
• Time of production
• Terms of payment and delivery

4. Prepayment of payments

• After agreeing on all conditions, an advance payment of 30% of the order amount is made.
• Payment is made on the details of the factory or through the aggregator company.

5. Pre-shipment control

• Upon completion of production, the factory notifies the shipment of the goods.
• The curator of the transaction or a trustee who checks the quality of the goods before sending them goes to the factory.

The sequence of actions when checking the material

Before sending, it is important to make sure that the goods meet the declared characteristics. The inspection takes place in several stages.

1. Acceptance time arrangement

• The time of inspection of goods with the representatives of the factory is coordinated.
• Be sure to have a printed order form with you to check all positions.

2. Visual inspection and photography

• Acceptance begins at the first position of the list.
• Every detail is photographed in and without packaging.
• Photos and videos are sent to the responsible person for remote verification with the application.
• All indicators shall be checked:
  • Appearance
  • Colour
  • Number of
  • Sizes.
  • Packaging quality

3. Calculation of volume and weight of goods

• The total number of items is counted.
• Weigh the goods, compare the indicators with the declared.
• The received data is transmitted to the transport company for the organization of shipment.

4. Final order payment

• After successful acceptance of the goods, the remaining payment is made (70%).
• Payment is confirmed by receipt or payment order.

5. Shipment by transport company

• After payment, the transport company organizes the collection of goods from the factory.
• The cargo is sent to an intermediate warehouse or directly to the customer.

Internal transportation and acceptance in the warehouse

After the goods arrive at the warehouse, a detailed inspection is carried out.

1. Reception of goods in the warehouse

The acceptance process includes:

• Photographing the status of the cargo when entering the warehouse.
• Notification of the responsible person on receipt of goods.

2. Control of cargo parameters

• Dimensions and weight control are carried out.
• The presence of markings at each place shall be checked.
• All information is entered in a special database.

3. Verification of accompanying documents

The packing sheet shall be carefully checked:

• Name of goods
• Number of
• Compliance with order

4. Packaging control and repackaging if necessary

• The integrity of the package shall be checked.
• If necessary, additional packaging or repackaging is made.

5. Organization of loading and unloading (DPR)

• Goods are prepared for shipment to a container, car or other transport.
• The cargo is placed taking into account weight and volume for optimal load distribution.

6. Maintenance of warehouse records

• The goods are registered in the warehouse.
• The timing of shipment and arrival of cargo is controlled.

The process of ordering and shipping materials from Chinese factories requires strict compliance with regulations and strict control at all stages. It is important to monitor:

• Correctness of the order (nomenclature, articles, characteristics).
• Timely coordination of conditions with the factory.
• Quality control before shipment.
• Timely payment.
• Competent logistics and warehouse accounting.

Following this regulation allows you to avoid errors, delays and problems with the quality of goods, and also ensures the smooth operation of the business.