Agree purchase references, expected SKU quantities and carton identification before the supplier sends stock. Record discrepancies at receiving before consolidation or preparation.
Keep supplier invoices, product identifiers and any applicable authorization documents with the handover record. Physical receiving and preparation do not replace marketplace approval. Confirm account and product requirements against the current official guidance.
State the expected quantities and agree whether arrival checks count sealed cartons, individual units or components. A carton receipt does not verify the contents or establish that a kit is complete.
If a supplier provides only a basic bag or loose components, identify the remaining work before the stock moves. Confirm who supplies the box, assembles the set, applies the approved label and records the finished quantities.
Incoming product condition and current packaging photos
Components included in one sellable unit or set
Packaging materials supplied by each party and any unresolved specifications
Approved sample, label version and work scope
Supplier delivery references and quantities for reconciliation
For a small trial batch, ask the operator to assess available packaging options and the proposed scope. Acceptance, material availability and costs need confirmation; the supplier’s readiness does not establish that the finished stock is ready for dispatch.
Ask suppliers to separate SKUs and mark cartons consistently. Compare the received quantity with the expected delivery and hold unresolved differences for approval.
Planning example: Three suppliers send components for one kit. Keep the component counts separate until all approved parts are available; do not record a kit as complete because only its main product arrived.
What should I send when similar variants look almost identical?
Provide a SKU list with variant photos or distinguishing features, the current label files and quantities by carton. Keep each physical SKU mapped to its approved channel identifier so appearance alone does not determine the label.
Can the supplier print labels from an older file?
Confirm one approved version for the current batch before printing. Mark superseded files clearly and record any change in the work instruction. If a file changes after labels are applied, agree whether stock needs to be held and relabeled.
Who pays if supplier labeling needs to be corrected?
Agree responsibility and the approval process with the supplier and handling operator before work begins. Keep the instructions, evidence and approved rework scope. Cost allocation depends on those agreements; a warehouse inspection does not itself settle a dispute.
Discuss the next supplier handover.
Share the supplier and purchase references, expected SKU or component quantities, carton list, ready dates and current packaging photos. Identify missing parts, unfinished packing or unresolved differences.
Confirm the receiving reference, address and accepted work before the supplier sends stock. You can mark details that are still undecided in your first message.
