Choose who places the order
You can buy directly from a supplier or ask for assisted purchasing to be assessed. For direct purchases, retain the order confirmation and provide the seller’s contact details and domestic tracking reference. For assisted purchasing, agree who places the order, who receives payment and which coordination work is included before paying. A product link is a starting point; it does not establish the final specification.
Turn a link into a product specification
Record the supplier, model, material, size, colour, quantity and required accessories for every order line. Save the selected version and any agreed sample photos. For electrical products, include the nameplate and the required configuration. Ask the supplier to identify proposed substitutions before production or dispatch so that similar-looking products are not silently treated as equivalent.
Separate the purchasing decisions
Confirm product cost, service fees, China domestic freight and the expected ready date as separate items. State who approves substitutions, extra packaging and a change in quantity. A seller’s estimated ready date is different from a confirmed carrier departure. Where a sample is needed, document what was actually checked and whether approval applies to appearance, function or another agreed requirement.
Match every delivery to its order
Before the seller dispatches, obtain receiving instructions and an order identifier for the warehouse. Send the carton count, contents and domestic tracking number. If different suppliers deliver on different dates, decide whether to wait for all orders or assess a partial shipment. Unresolved purchase discrepancies should be recorded before consolidation hides the original parcel identity.
Your preparation checklist
- Product links and saved specification version
- Quantities by model, size and colour
- Supplier contact and estimated ready date
- Agreed sample or inspection requirements
- Budget, payment recipient and change approver
Turn a product link into a purchase brief
A listing URL alone is not a complete order instruction. Record the selected model, colour, size, quantity and included accessories, together with the seller's quoted version and date. State which substitutions require your approval. If the seller changes a specification during discussion, update the brief before payment or collection is arranged.
Example: a listing offers several versions
Illustrative example: a listing shows both a basic item and a kit with accessories. The buyer wants the kit. Put the kit name and accessory quantities into the order record and ask the supplier to acknowledge that version. Save the reference image with the order rather than relying on a listing that may later change.
Keep an approval record
Record the buyer's decision, the agreed specification and any open questions in one place. Separate the supplier's purchase price from requested sourcing, checking, domestic collection and onward freight work. Use the warehouse receiving guide to pass the approved order reference to the next person in the process.
