To be frank, It does not matter how long a company has been around, how strict the management is， every year somebody (the sales or clients) makes some mistakes in orders. These are very low-level mistakes, but they always occur multiple times.
To keep things simple, I’m going to cut right to the chase and list common mistakes and solutions that I hope will help you and save more money. Because mistakes happen, are often irreversible, especially once you receive the goods.
1, Quotation Stage
| Ref. | Mistake | Solution |
| Supplier | Prices forgot to add the package and accessories | If both parties notice price anomalies, it’s best to check again |
| Supplier | Prices are not labeled with an expiration date, so the price changes when the order is placed a few months later, making it difficult for the customer | Ask the supplier to add an expiration date |
| Supplier | Do not add contact information and company information to the offer sheet so that some months later, you cannot find the person. | Ask them to add it. |
| Supplier | Do not send the offer sheet via mail so you cannot find the original records | Ask them must send important files via mail. |
| Supplier | Unprofessional document name that cannot be distinguished from historical quotations | The quotation shall be to ABC company + project name + from supplier company + date. |
| Client | Prefer to work with just-in-time chats, not sending and answering emails. This leads to trouble finding records and confusing message logs. | Email communication is a very important business tool |
| Client | Potential requirements are not clearly stated, leading to misdirection of suppliers | If you are sincere, in addition to informing the basic information of the product, it is better to have an approximate QTY to the supplier, otherwise, the supplier will directly quote according to MOQ. If your quantity is very high and you don’t tell them, you will get a high price. Then you will judge the supplier as unprofessional, but you may lose a good supplier. |
This is a sample to show the professional offer sheet. Of course, you can add as much information as you need, for example, how many sets of containers you need to know, etc.
Sometimes we have to use a BOM sheet with prices instead of a quotation because of the many accessories. It depends on the actual situation of the product.
2, Design Stage
Great care must be taken in the design phase, which determines whether your first sample is accurate or not to help smooth the order in the program.
The other important thing is the supplier shall know your supplier quality standard, so if you have a sample for them, that would be great!
| Ref. | Mistake | Solution |
| Supplier | 1) Use the wrong color or miss some information from the original artwork 2) Do not add important signs, like LOGO, tracking number, and so on 3) Wrong measure so that cannot match products well. No matter for products and package | 1) &2)Must confirm the final film and then start pre-production samples. Especially check the files in advance before sending them to clients 3) Must make a white sample to check the toys or package. |
| Client | 1) do not check details after the supplier sends the final film to confirm. 2) Confusing design documents, e.g. different packaging、tracking number & LOGO for the same product | 1) check details, and focus on the words, images, and important information. 2）Allow more time for product development, such as confirming samples, and packaging, and that everything is in order before placing an order. |
The below image is a sample to show we need 1 month at least to develop a new product. Takes about 4 – 5 months from development to ready for shipment!
That’s a very simple product. If the new toys need to make a mold. Will need much more time!
3, Sample Stage
Well, it’s come to the exciting step where we can finally see ideas become reality. The result of this is not often satisfying, but if we did the first 2 parts perfectly, the sample is usually not a problem.
The problems often arise from using the wrong design, material, finishing process, wrong print size and position, etc.
Did you find out that none of this would have happened if the design draft was professional and sound enough, the confirmation process was careful enough, and your supplier was professional enough?
| Ref. | Mistake | Solution |
| Supplier | 1) Use the wrong artwork of toys or packages. Do not make a die line of package based on samples and do not make white samples to test package. 2) Do not print important signs or print the wrong position 3) Use the wrong material and size 4) Use the wrong technology. | 1) Keep professional contact with the client and let them know what step you are. 2) Take clear pictures and videos to clients before sending samples 3) Product samples and packaging samples must be confirmed by the customer’s colleague before production. 4) Stick sample label with sample date, sample name (order number? pre-production sample? testing sample?…), company name, contact info, item number, description and so on to help clients know what they are, even if some months later |
| Clients | Do not clarify the clear standard | Offer samples or detail requirements, ask the supplier to send you pictures and videos, and then make a sample report before sending them. |
Here’s a screenshot of photos and videos of our team in action with our guests.
We often only focus on confirming the product and ignore the packaging, resulting in packaging appearing packaging is too small, different areas of packaging confusion, packaging forgetting to paste labeling stickers, different areas of the mark with the wrong, and so on.
These errors once occurred is fatal, because once the wrong packaging is likely to lead to the wrong market, we must pay attention!!!
These are different insert cards for the same toy, they also have DIFFERENT marks. If everybody does not notice that are different and inform the original supplier, you know, the boss will kill you!
4, Production Stage
If your product and packaging samples are totally fine, congratulations, you are professional and lucky to have found a professional supplier. We can finally place the order and produce it. Then how we can do the next step.
Of course, we can’t take this lightly, what if the factory samples are right and the wrong design is used in the production process? Isn’t it unbelievable? that this happens every year in different companies!
| Ref. | Mistake | Solution |
| Supplier | 1) Supplier uses wrong artworks of products or package. Pacakge is small or box is small. 2) Forget to purchase small accessories or Purchase the less QTY 3) Quality issue and safety issue 4) Forget to test the safety package before production and offer professional suggestions or arrange test products. 5) Delay | 1) Must supply correct signature samples to workable, not only e-files. 2) Pre-production meeting with workshop workers and merchandiser to remind important points again. 3) Making detail quality control documents (Quality control points to look out for) and packing details (Details of the packaging method, barcode, tracking label, logo position, list of accessories, etc.). 4）Pre-production drop box test, products physical test, timely feedback to guests and giving solutions. 5) Strictly follow the production & testing plan and send out to the guests at the important point of time. 6) Quality inspection of important nodes. For example, blanking stage, painting stage, printing stage, packaging stage… 7) Send mass production samples ASAP, so that clients can see final products in advance. |
| Client | Send the wrong signature samples | 1) Signature the pre-production samples, that’s important. 2) Ask the supplier how to control their quality, if they have a QE and QC team. 3) Pay deposits are made promptly so that your supplier can schedule production, and in most cases, your supplier will need to pay the raw material supplier to start the process. They usually need to receive a deposit to schedule production. 4）Tell your supplier testing standard (testing projects) before production, EU or US. That helps them to know the standard deeply. 5) Ask 3-rd inspection company to inspect products or your colleague to inspect them if possible. Dual insurance. Suppliers should be professional enough to help you with everything. |
Notice; We must confirm artworks of toys, packages, marks, other labels, etc EACH ORDER. Suppliers must be sensitive and professional enough to take the initiative and confirm with the guest.
If you want to know the files of quality control documents, package documents, sample label, sample report, inspection report and any things I mentioned, feel free to contact me.
Below is the process we (Tooky) produce wooden toys, You can learn systematically as a sample.
If the packaging documentation is designed during the production process, please provide it at the time requested by the supplier, otherwise, the production schedule may be affected.
Sometimes, We’ll make adjustments or process changes as we go along, but make sure you’re buying what you need.
5, Shipping Stage
What can go wrong with this process? You might not even think of it, so let me tell you.
| Ref. | Mistake | Solution |
| Supplier | 1) Feedback on the wrong carton/box size, clients use it to calculate shipping fees and costs. Then the CBM is more than 2) Book the wrong destination port 3) Cargo short-loading 4）Use broken containers then damaged goods | 1) Update the carton size to the client once you make the white sample before production 2) Confirm the Consignee and port before booking space 3) Reconfirm material sufficiency before packing 4）Check containers before loading and take pictures and videos as records. Send them to customers together with the document |
| Client | Do not confirm the consignee and port immediately and the documents you want for customs before loading. | Give that info when you place an order if possible. And tell them special requirements if you have them. |
6. Customs clearance stage
The problem here arises mainly from inconsistencies in the data of the clearance documents.
Documents here refer to bills of lading, invoices, packing lists, certificates of origin or other documents. So, both the supplier and the client must know that the documents are confirmed before proceeding, especially the bill of lading and the certificate of origin.
The client needs to inform whether the customs clearance documents need to be original or electronic copies are sufficient.
And remember to pay the balance and then ask for the customs clearance documents from the supplier, so that you pick up the products.
Note that free storage at the port is limited, so remember to pick up your goods early!
If you want to learn more, pls feel free to contact me.
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