Choose between buying directly and requesting purchasing assistance.
Buy directly and request consolidation
You choose and pay the supplier, then request receiving and consolidation instructions. Send the order reference, expected packages and domestic tracking number before arrival. Confirm the receiving contact and shipment reference before using the warehouse address.
Request purchasing assistance
Provide product links, specifications, variants and quantities. Ask the team to confirm which supplier communication or purchasing steps can be included. Approve the chosen product and the agreed cost before an order is placed. Freight enquiries do not themselves authorise purchasing or payment.
Separate the cost items
Record product cost, purchasing support, domestic delivery, warehouse work, international freight and destination services separately. Ask what happens if the supplier changes the price or a product is unavailable. Confirm the contracting party and payment instructions through the agreed contact channel.
Approve changes and discrepancies
Keep an explicit decision for substitutions, missing units, damaged packaging or late orders. Ask about the supplier’s return conditions before purchase. Agree who approves extra work, how it is priced and whether the shipment should wait for a replacement.
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Keep substitution decisions with the order
If a supplier offers another colour or model, keep its description, photos and proposed price alongside the original order. Avoid a general approval such as “similar replacement” when particular specifications matter to the buyer.
- Identify the changed line, affected quantity and impact on readiness.
- Record the decision-maker, date and whether the decision is accept, reject or wait.
- After approval, update the order register and request the corresponding supplier document.