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China sourcing guide

What to check before paying the balance

Before paying a supplier balance, the buyer should confirm completed quantity, specification compliance, inspection results, approved corrective actions, final packing and the documents required for collection or shipment.

The approved order specification, reference sample, packaging artwork and any signed change confirmations.The final production quantity, shortage or overproduction tolerance and supplier completion statement.The inspection report, defect classification, corrective-action evidence and any re-inspection result.The packing list, carton photos, marks, dimensions, weights and required invoice or shipment-document drafts.

What this topic means

Before paying a supplier balance, the buyer should confirm completed quantity, specification compliance, inspection results, approved corrective actions, final packing and the documents required for collection or shipment.

  • A supplier statement that production is finished does not prove that the complete quantity meets the approved specification.
  • Inspection results should identify sampled quantity, defect findings and whether acceptance criteria were passed or failed.
  • Packing confirmation should cover unit packaging, carton quantity, carton marks, dimensions, weights and any pallet requirements.
  • Required commercial and shipping documents should be reviewed before payment when release of cargo depends on their accuracy.

Information the buyer should prepare

Prepare the topic-specific information below before requesting quotations, professional review or execution support.

  • The approved order specification, reference sample, packaging artwork and any signed change confirmations.
  • The final production quantity, shortage or overproduction tolerance and supplier completion statement.
  • The inspection report, defect classification, corrective-action evidence and any re-inspection result.
  • The packing list, carton photos, marks, dimensions, weights and required invoice or shipment-document drafts.

Decision points before proceeding

Make these decisions explicitly before committing money, disclosing sensitive material or approving the next operational step.

  • Decide whether the available inspection evidence covers the actual finished batch and agreed acceptance criteria.
  • Confirm whether every material defect requires correction, replacement, discount, retained payment or rejection before release.
  • Determine whether packing and documentation errors could create customs, warehouse, labeling or customer-delivery problems.
  • Release the balance only after unresolved exceptions are documented with a specific remedy and responsible party.

Topic-specific risks

Check these risks in the context of this guide rather than relying on a generic supplier statement.

  • The buyer pays against selected photos while defects or shortages remain outside the photographed cartons.
  • A failed inspection is treated as closed even though corrective work was not independently verified.
  • Carton marks, quantities or packaging differ from the approved order and create shipment or customer-receiving problems.
  • Payment removes leverage before the supplier provides accurate documents or completes agreed replacement work.

Worked example and practical next steps

Scenario: An inspection finds labeling errors on several cartons while the supplier asks for immediate balance payment to meet a vessel cutoff. Analysis: The buyer separates the shipping deadline from acceptance, requires corrected labels and documented carton verification, and confirms that revised packing data matches the booking. Outcome: The balance is released after correction evidence is accepted, preserving shipment timing without approving an undocumented packaging exception.

  • Compare the finished-order evidence with the approved specification and reference sample.
  • Review inspection findings and confirm closure of every agreed corrective action.
  • Check final packing quantities, carton data, markings and required commercial documents.
  • Record the payment-release decision and retain the evidence used to approve it.