Procurement Facilitation Services
PROCESS FLOW & SERVICE SCOPE

The goal of this service is to assist, consult and facilitate your direct procurement with Chinese factories.

It is very likely that due to language, culture or simply trade jargons, you might meet some difficulty in managing your order with the factories directly.  Being physically based in China, you can leverage on our years of experience, network and resources to walk through this whole process.  We can help execute hands-on work here in China on your behalf and look ahead to point out potential pitfalls if any!  Hopefully making your China procurement experience easier, safer and more enjoyable.

Below are 8 steps of the procurement process:  with descriptions of how the flow goes;  and how we can help.
STEP 1:  SOURCING
FREE SERVICE
PROCESS:

  • Once we receive your initial enquiry, we will gather all necessary info & requirements for your order
  • Our team starts sourcing for suitable and qualified factories
  • We will then propose the shortlisted factories to you
SERVICE SCOPE:

1)  Sourcing for suitable factories
2)  Shortlisting based on:
  • Production ability
  • Specialization
  • Experience
  • Reputation
  • Service quality
  • Your budget & timeline
​3)  Presenting 2-3 factory options to you
4)  General Consultation
STEP 2:
​FACTORY  SELECTION
INCLUDED IN
SERVICE PACKAGE
PROCESS:

  • We will link you up directly with the factory where you can discuss and confirm your buying price, terms, timeline, etc.
  • At this stage you will probably also want to check your shipping options and costs.
  • Next is to select a factory!
    (You may decide to first check & compare stock samples from factories)
SERVICE SCOPE:

1)  Facilitate Client-Factory communication
2)  Assist in coordinating, receiving, checking and reporting of the stock samples from factories by means of photos and videos.
(If requested, we can consolidate and courier samples to you for checking)
3)  Assist in retrieving cargo volume estimate for shipping quotations.  
4)  Recommend and/or coordinate shipping forwarder
​
Not included or liable for:
1)  Price negotiations
2)  Selection of factory
STEP 3:
ORDERING
INCLUDED IN
SERVICE PACKAGE
PROCESS:

  • Signing official order contracts with your supplier to safe-guard your order
  • Transferring of deposit payment to the factory
​SERVICE SCOPE:

1)  Consultation and facilitation for contracts:
  • Purchasing Order  and/or
  • Proforma Invoicing  and/or
  • Trade Assurance Insurance

2)  Assisting in China fund transfers (if needed)
STEP 4:
PRODUCTION
​PLANNING
INCLUDED IN
SERVICE PACKAGE
PROCESS:

  • Now that the order is placed, it's a good idea to create a clear overview of the production and shipping schedule, so you know when to expect what
​SERVICE SCOPE:

1)  Assisting in creating and updating a  "Production Schedule" for keeping track of each stage
2)  Following up with factory & shipping forwarders on their progress, and informing you of any changes

Not included or liable for:
1)  Unforeseen delays in factory production
2)  Unforeseen delays in customs /shipping
STEP 5:
SAMPLING
INCLUDED IN
SERVICE PACKAGE
PROCESS:

  • After the factory receives your deposit, they will proceed to make your Pre-production Sample (customized sample)
  • Check carefully and approve sample for mass-production
​​SERVICE SCOPE:

1)  Assist in communication, coordinating, production, receiving, checking and reporting of the Pre-production Sample from factories by means of photos and videos.
(If requested, we can courier the sample to you for checking)

2)  General Consultation

Not included or liable for:
1)  Unforeseen delays in sample production
2)  Unsatisfactory samples which requires re-production, leading to extension of lead time
STEP 6:
MASS
​PRODUCTION
INCLUDED IN
SERVICE PACKAGE
PROCESS:

  • Once the Pre-production Sample is approved, the factory commences with mass production
​​​SERVICE SCOPE:

1)  Weekly follow-up with factory to check on progress
2)  Request for mid-production photos/videos to check on production
3)  We will send you updates by email from time to time!
STEP 7:
PRE-SHIPPING
​INSPECTION
INCLUDED IN
SERVICE PACKAGE
PROCESS:

  • The bulk order is ready for shipping but first, it is important to inspect the final goods before you pay the balance payment
 
  • You may either choose for  a simple inspection to be done by us (send a sample size to our office in Shanghai for inspection, and send back to the factory for shipping with the bulk order);
    -or-
    Hire a professional AQL inspection company to conduct inspection at the factory grounds
​​​​SERVICE SCOPE:

1)  Coordinate a simple inspection at our office  by asking the factory to send a sample size to our office in Shanghai for inspection, and send back to the factory for shipping with the bulk order. You will receive a written clear report with photos and videos. (This service is included in your package)

2)  Recommend and coordinate for a professional AQL inspection company to conduct inspection at the factory grounds. They will supply a professional report of their inspection.
(their fees typically ranges from USD 150 - 350 per man per day, excluding transportation or accomodation costs if any)

Not included or liable for:
1)  Product quality issues
2)  Delivery time delays caused by re-production if necessary
STEP 8:
CUSTOMS &
​SHIPPING
INCLUDED IN
SERVICE PACKAGE
PROCESS:

  • Assuming the goods pass the final round of inspection, they are ready for shipping!
  • At this point, you may need to settle the balance payment before shipping (EXW Terms) or upon release of BL (FOB Terms), depending on the shipping terms you deal with the factory
  • The cargo then proceeds to custom clearance and is loaded onto the ship / plane
  • You will pay the freight forwarder the shipping costs at this point
  • Finally your order will go through another round of custom clearance before being delivered to your door
​SERVICE SCOPE:

1)  Recommend and coordinate with a suitable freight forwarder for your shipment

2)  Tracking and updating you on the progress of the delivery

3)  Assist and advise you on how and when to check your goods when you receive them

4)  Incase of product issues, we will assist and advise on how to solve / claim compensation from the factory is necessary

Not included or liable for:
1)  Delays related to shipping or customs
2)  Any additional time or costs incurred at port due to random custom inspections
3)  Product quality issues 
By engaging our service, you acknowledge that you understand and agree to the scope of service and shall not hold Handpicked Group Pte Ltd liable and Shanghai Yan Xuan Trading Co. Ltd for any losses, damages or additional costs incurred during and after the course of your procurement with the Chinese suppliers, due to (but not limited by) late deliveries or product quality issues.