A purchase order should freeze the commercial and technical scope that has already been quoted and approved. For a custom toy order, the PO should match the exact product, quantity, branding, packaging, approval status and delivery instructions.
Purchase Order Checklist
| PO field | What to confirm |
|---|---|
| Product identity | Exact product name, SKU/model, reference link or approved specification. |
| Quantity | Total quantity plus any SKU/color split. |
| Price | Currency, unit price, setup/tooling/sample charges and total agreed commercial scope. |
| Branding | Logo method, artwork reference, number of colors/positions and approval status. |
| Packaging | Unit packaging, inserts, labels, barcode/SKU requirements, display or retail presentation. |
| Approval reference | Approved sample, artwork proof, packaging proof or written product reference. |
| Timing | Required shipment/arrival milestone plus the production start condition. |
| Shipping | Destination, named shipping term/place, consignee or receiving instructions. |
| Warehouse / retailer rules | Carton marks, routing labels, PO labels, appointment or receiving requirements. |
| Payment | Agreed deposit/balance or other payment milestones. |
PO vs. Quote vs. Proforma Invoice
The quotation defines the proposed commercial scope. The PO communicates the buyer’s approved order. The proforma invoice should reconcile the final commercial terms before payment and production release. These documents should not contradict each other.
Common PO Errors
- Changing quantity without reconfirming the quoted price or production route.
- Adding packaging, labels or barcode requirements that were not in the quote.
- Referencing an outdated artwork or sample.
- Leaving the exact product/SKU unclear.
- Using a required arrival date as if it were a guaranteed factory-completion date.
- Sending retailer or warehouse instructions after packing has begun.
How Changes After PO Should Be Handled
If product, quantity, artwork, packaging, labels, timing or destination changes after PO confirmation, the impact should be reviewed before production continues. Material changes may require a revised quote, artwork/sample approval, PI or schedule.
FAQ
Should a PO include packaging details?
Yes when packaging is part of the order. The PO should make the approved packaging scope identifiable.
Should the PO include the required date?
Yes, but the milestone should be clear: factory completion, shipment date or required arrival date are not the same thing.
Does Jinyu use one standard MOQ in the PO?
No. The quantity and MOQ should relate to the exact product and approved project scope.
