A SHARED WORKING STANDARD
Agree the work.
Approve the release.
Clear responsibilities make stock, orders and exceptions easier to manage.
The operating agreement.
- 01
Acceptance
Confirm product, quantity, route and handling restrictions.
- 02
Scope
Agree included work, materials, fees, target timing and responsible parties.
- 03
Approval
Obtain approval for samples, label files, substitutions and additional work.
- 04
Release
Reconcile quantities and approve the final shipment and destination records.
Exceptions need a decision.
Shortages, damage, address conflicts and packaging changes are reviewed with the merchant. Destination availability, local returns, transport estimates, insurance and claims terms belong in the shipment-specific written agreement.
Name the people responsible for the work.
Keep the operation reference and approving contact with the instruction. Agree who performs the work and who decides when a quantity, version or destination changes.
| Role | Work or decision | Confirm for your scope |
|---|---|---|
| Merchant or appointed approver | Product information, suppliers, inspection criteria, packing versions, costs and stock release decisions. | Authorized contact, current instruction version and the approval reference. |
| Guangzhou operations team | The accepted coordination and 3PL tasks; quantity and exception records; requests for decisions affecting that work. | Receiving, checks, storage, preparation and dispatch-record format. |
| Appointed external providers | Accepted transport, destination receiving or return arrangements within the confirmed shipment responsibilities. | Named handover parties, booking and document responsibilities, and the agreed receiving model. |
Confirm the contracting party, receiving address, authorized approver and external handover responsibilities before paying or sending goods.
Review company and website information →Keep the approval attached to the work.
Record the batch or release reference, instruction version, affected quantity, agreed work, cost responsibility and approving contact together. Keep the approval with the supplier, stock or shipment record.
When an instruction changes, identify the version it replaces and what has already been completed. Confirm the revised quantity, repeat work and charges before restarting the affected batch.
When an exception or release decision remains unanswered, keep the affected quantity pending. Agree the next review date, applicable storage or extra handling costs and the responsible contact. Silence does not approve substitution, rework or dispatch.
Make the decision traceable.
Edit this draft, then confirm it with the responsible contact.
This is a draft record. The named approver confirms the final instruction with the team before the affected work or release proceeds.
Review the quotation scope