| Product Specification | Piece weight and pack format | Target piece weight: 3.0–4.0 g. Confirm inner-pack count, outer-carton count, net weight, and gross weight before purchase. | 3.5 g per candy; 100 pieces per inner bag; 12 inner bags per carton; approximately 4.2 kg net weight per carton. | Approved if matched |
| Product Specification | Ingredient and allergen review | Obtain the current ingredient declaration, allergen statement, nutrition panel, and permitted additive information for every production lot. | Ingredient list received before sampling; no undeclared milk, soy, gluten, or nut ingredients identified in the reviewed specification. | Documented |
| Quality Check | Appearance and wrapping | Inspect at least 200 pieces per lot for broken candy, loose wrapping, oil staining, unreadable print, and seal defects. | Sample result: 196 acceptable pieces, 3 with minor wrapper creases, 1 with a loose seal; total defect rate: 2.0%. | Review if above 2% |
| Quality Check | Moisture and texture | Use the agreed laboratory or factory method. Set a written moisture limit appropriate for hard candy to reduce stickiness and texture changes. | Release limit recorded as moisture not exceeding 3.0%; sample result: 2.1%; texture remains hard and non-sticky after ambient storage. | Within limit |
| Quality Check | Taste and coffee profile | Compare each lot with the approved reference sample for coffee intensity, sweetness, bitterness, aftertaste, and odor. | Five-person panel score: 4.2 out of 5.0; no burnt, rancid, chemical, or stale odor detected. | Release approved |
| Quality Check | Microbiological and food-safety records | Request a certificate of analysis or equivalent batch report covering applicable microbiological and food-safety tests. | Batch report received before shipment; lot number, production date, test date, and laboratory method are traceable. | Traceable |
| Contract Terms | Minimum order quantity and price basis | Define the minimum order by carton, price per carton, currency, trade term, packaging charge, and any quantity discount. | Minimum order: 100 cartons; quoted price: USD 18.50 per carton; price validity: 30 days; freight and duties listed separately. | Include in contract |
| Contract Terms | Lead time and delivery tolerance | Specify production lead time, shipping window, partial-shipment rules, and the required notice for delays. | Production lead time: 20 calendar days after payment and artwork approval; delivery window: 5 days; delay notice required within 48 hours. | Track milestones |
| Contract Terms | Shelf life and remaining-life requirement | Set minimum shelf life at receipt and require production-date and best-before-date coding on cartons and inner packs. | Declared shelf life: 12 months; minimum remaining shelf life at delivery: 9 months; date code printed on two sides of each carton. | Receiving rule |
| Contract Terms | Nonconformance and replacement terms | Define inspection evidence, claim deadline, replacement or credit process, and responsibility for verified defects. | Buyer submits photos, sample details, carton numbers, and quantity affected within 7 days of receipt; verified defects receive replacement or credit. | Written protection |
| Inventory Control | Demand planning | Use the average of the latest three months, adjusted for promotions and seasonality, as the initial monthly demand forecast. | Recent monthly usage: 72, 84, and 96 cartons; three-month average: 84 cartons per month. | Update monthly |
| Inventory Control | Safety stock | Safety stock = average daily demand × safety days. Use higher safety days when lead time or demand variation is high. | Average daily demand: 2.8 cartons; safety period: 10 days; safety stock: 28 cartons. | Buffer defined |
| Inventory Control | Reorder point | Reorder point = average daily demand × supplier lead time + safety stock. | 2.8 cartons × 20 days + 28 cartons = 84 cartons reorder point. | System threshold |
| Inventory Control | Stock rotation | Apply FEFO: first-expiring, first-out. Record lot number, production date, expiry date, received quantity, and issued quantity. | Lot expiring in March is issued before the lot expiring in April, even when the March lot arrived later. | FEFO active |
| Reorder Management | Reorder quantity | Order quantity = target stock level − inventory position. Inventory position = on-hand stock + confirmed inbound − allocated stock. | Target stock: 140 cartons; on hand: 58; confirmed inbound: 40; allocated: 12; reorder quantity: 54 cartons. | Place order |
| Reorder Management | Purchase-order confirmation | Confirm quantity, unit price, production slot, shipping date, lot coding, documents, and payment milestone within one business day. | Purchase order acknowledged within 24 hours; all 6 commercial and quality checkpoints confirmed. | Confirmed |
| Receiving Control | Inbound inspection | Check carton count, visible damage, seal condition, lot codes, shelf life, temperature or humidity exposure, and shipping documents. | Received 100 cartons; 2 cartons dented but inner bags intact; 98 cartons released and 2 cartons held for inspection. | Hold affected units |
| Performance Review | Supplier scorecard | Review on-time delivery, defect rate, document accuracy, response time, and claim resolution every quarter. | Quarterly target: on-time delivery at least 95%, defect rate below 2%, document accuracy at least 98%, response within 2 business days. | Quarterly review |