Create one order record everyone can identify
Assign an order reference and attach the product link, specification, design version, variant quantities, destination and agreed quote. Record which approvals are still open and who can release the next step. For a repeat order, confirm that the specification is unchanged rather than relying on “same as last time”.
Separate the desired arrival date from confirmed production and dispatch dates. If the deadline depends on a sample, an incoming component or a particular route, write that dependency into the record before paying. Keep amendments dated and ask the affected party to acknowledge them.
Approve a sample against acceptance criteria
Tell the supplier what will be checked before requesting the sample. Specify the dimensions, material, finish, artwork placement, quantity per pack and any relevant functional checks. Agree measurable tolerances where they matter. A phrase such as “good quality” leaves both parties free to interpret the result differently.
Photograph the approved sample and record the approval date and specification version. Screens can distort colours and hide surface defects; decide when a physical sample is necessary. Arrange specialist testing separately when the product needs it. A visual inspection does not establish safety or regulatory compliance.
Check arrivals before releasing consolidation
Reconcile received units with the order record by variant. Record shortages, substitutions, visible damage and items awaiting a decision. Keep photographs that identify the product, discrepancy and relevant label. Agree what will be checked and whether the check covers every unit or a defined sample.
Give each discrepancy an outcome: accept as agreed, rework, replace, return or hold for a decision. Confirm any cost and timing change before continuing. Packing an unresolved issue into a consolidated shipment makes it harder to correct and can spread the cost across the whole order.
Approve the packed parcel and route
Confirm what each parcel contains, how fragile items are protected and whether the packing plan matches the intended journey. Request final packed weight and dimensions. Ask the carrier or service provider how the route calculates chargeable weight; a compact-looking product can become costly when protective packaging increases volume.
Check recipient details, required shipping documents, declared contents and the confirmed service scope before dispatch. Use accurate transaction and product information. Record which import costs or destination procedures still need confirmation so they are not mistaken for an inclusive delivery quote.
Close the handover with an evidence file
Keep dispatch date, parcel references, tracking, final packing photos and the confirmed charges with the order. Update the buyer-facing schedule when a confirmed change affects it. Share what is known, what is being checked and when you will update the buyer again.
For damage, loss or shortage, preserve the packaging, label, parcel photos and purchase record. Follow the relevant supplier or carrier reporting process and deadlines. Close the record with the resolution and actual cost; use that information when approving the next sample, packing method or route.
Practical worksheets
Purchasing-to-dispatch record
Keep approvals, observations and next actions together. You can contact us directly before this record is complete.
| Record | Approved reference or observed fact | Open question or next action |
|---|---|---|
| Approved brief | Blank for your own record | Blank for your own record |
| Checking agreement | Blank for your own record | Blank for your own record |
| Receiving observation | Blank for your own record | Blank for your own record |
| Packaging approval | Blank for your own record | Blank for your own record |
| Dispatch release | Blank for your own record | Blank for your own record |
| Follow-up | Blank for your own record | Blank for your own record |
On a narrow screen, scroll sideways to see every column.