Personal purchase with three suppliers and several variants
In this fictional order, supplier A lists six black and six grey cable organisers, supplier B four small and four large zipped pouches, and supplier C three blue and three green notebook covers. The customer records a product link, variant and quantity on each line. Our team checks the selling unit, availability and any minimum quantity with each supplier. A pack containing several pieces needs its own explanation before it can be compared with a single-piece listing.
- The customer states which size or colour is essential and whether a proposed replacement may be considered.
- An unclear selling unit or unavailable variant stays open in the item list. The record names the supplier and the line needing a decision.
Approve the purchase lines and identify the payment purpose
The customer reviews the quote version and approves the chosen lines, quantities and purchasing work. Our team separates the goods, purchasing service and agreed transport within China. Payment to us is assigned to those approved positions. Supplier payment then follows the separately agreed recipient and instruction. If one supplier changes a variant, the affected line returns for a decision. The team checks whether the change affects the amount or the allocation of funds before placing that part of the order.
- Keep the approved quote version, line-by-line decisions and the purpose of each payment together.
- If the payment instruction changes, confirm it through an established contact before acting. Record which instruction was checked and who approved the change.
Check arrivals and approve consolidation and freight separately
At receipt, the team associates the parcels with the expected supplier lines. The agreed checks might cover counts, visible variants and selected photos. The customer decides what to do if, for example, a pouch size differs or one parcel has not arrived. The choice may be to wait, ask for clarification or discuss a partial shipment. After the agreed packing work, final carton dimensions and weight support the freight quote. Shipping proceeds through its own agreed approval, with the handover point and import responsibilities recorded.
- The handover record lists received and outstanding lines, the checks performed and the customer's decision on discrepancies.
- The final packing record and freight approval remain traceable to the same enquiry. A purchasing payment can cover the scope stated in its quote while freight is still being assessed.
Business order with two samples and 120 printed gift boxes
A second fictional brief asks for two sample versions before an order for 120 printed gift boxes. The customer provides the intended use, dimensions, material and print file version. Our team agrees what the sample exercise will compare and identifies any open production specification. The customer names the selected sample and confirms the artwork to use. If the sample shows a different colour or construction, the team records the discrepancy and asks whether a revised sample or specification is required.
- Keep a sample identifier and the approved artwork version with the written decision.
- The record states the next authorised action, such as preparing a revised offer or placing a defined production order. Sample selection alone leaves that action to be agreed.
Allocate sample costs, deposit and balance to agreed stages
The customer and team identify what each payment is intended to cover. Sample work, a production deposit and a later balance can have separate references and approval conditions. Our team checks the agreed amount and currency against the amount received and records any unallocated part. The customer confirms the order and the production instruction associated with the deposit. If a transfer is pending or a deduction needs explaining, the team clarifies the existing transaction and the next authorisation before requesting a further payment.
- The payment record shows the transaction, the amount matched to each stage and the balance still to be agreed.
- Record whether the balance is due before or after the agreed inspection under the supplier terms. Confirm that sequence before authorising the instalment.
Define the inspection scope and the production and shipping approvals
Before inspection, the customer and team agree which boxes and characteristics will be checked. Counts, print placement, visible damage and packing can be separate points. The record identifies the pieces examined and the findings. If a print is misplaced, the customer can ask for clarification, revised work or another agreed check before deciding on release. Production instructions, the inspection scope and shipping approval each need a clear owner. The final handover also identifies the packed shipment and the freight arrangement to be confirmed.
- Keep the approved sample and artwork, production instruction, inspection record and response to findings as separate dated decisions.
- The next responsible person receives the released quantity, any held items, the available packing details and the outstanding freight decision.
A reported payment is pending or differs from the expected amount
In the third fictional situation, this order stage requires CNY 2,400 and the transfer instruction also states CNY 2,400. The customer has a transaction record, while the team can verify an incoming amount of CNY 2,380. The CNY 20 difference still needs an explanation and an agreed allocation. Start with the existing transaction and its displayed status. Record the payment method, date, amount, currency and transaction reference. Our team compares that record with the current quote and the incoming payment information available for the order. If the sending bank still shows the transfer as pending, the customer asks the bank about that transfer before deciding whether another action is needed.
- The customer reports the status actually shown and when it was checked. A timeout or incomplete message leaves the outcome to be verified.
- The team's working record separates the amount due, the amount debited and the amount confirmed as received, with the currency beside each.
Reconcile currency, charges and the intended order allocation
The CNY 20 in this fictional example is an unexplained difference. It has not been identified as a bank fee or agreed as a new balance to pay. The customer checks the sending account record and any conversion shown. Our team checks which quote lines the payment covers and whether part belongs to an earlier stage. For a bank transfer, agreed sending, intermediary or receiving charges may matter. The sending bank can clarify the applicable charge option and available tracing information. A charge borne by the service provider does not automatically become a customer debt. If the beneficiary details also differ, verify the instruction through the established contact before using it for another payment.
- Record the original amount and currency, the evidenced deductions or conversion and the allocation accepted for the order.
- An unexplained difference stays open. Ask the responsible party to confirm the cause and the revised instruction before making a balancing payment.
Add the findings to the original CH enquiry and agree the next action
Use the original CH enquiry reference and the same email address to add the transaction details. Include the relevant quote version, the order positions and the specific question still open. Our team can then review the payment with the existing purchasing context. The resulting record should name the next action and its owner, such as asking the bank to trace a transfer, confirming a line allocation or reviewing a refund request. Keep the team's subsequent reply with the original transaction and the approval needed for the next order stage.
- The form receipt confirms that your information was saved. The follow-up exchange records the outcome of the payment check and any later order approval.
- If a refund is discussed, keep its request and any later refund reference with the original payment. The original payment record remains part of the history.
Sources
Stripe · Verify payment status
Stripe · Refunds and reversals
UBS · Track an international payment