Purchasing Management

order management

Q: WHAT IS A Purchasing MANAGEMENT IN CHINA?

An order management consists in the total management of your order in China including the transport until the delivery . ASIACTION manages your order in China in 5 major steps : Order preparation Production follow-up and quality management Loading supervision Preparation and follow-up of the shipment Delivery to destination

Q: WHAT ARE THE OBSTACLES OF BUYING IN CHINA?

Purchasing in China remains a major challenge for buyers who do not have the opportunity to travel to China. The problems encountered may vary according to each person's experience. ASIACTION has listed some of the problems our customers have encountered when buying in China: Complicated supplier relationship due to the language barrier and the understanding of the needs Delays in shipments Quality problems Fake company An expert and pilot of the purchasing process like ASIACTION offers a complete order management service in China to manage the totality of your procurement in Asia from the order placement to the delivery in your premises.

Q: WHAT ARE THE RISKS OF SOURCING ALONE IN CHINA?

Purchasing alone in China has its risks . ASIACTION has listed for you the main risks which are: Incomprehension No recourse in case of litigation No visibility on the products and the production schedule Lack of control over the supplier and its actions Difficulty to maintain a long-term relationship Therefore, a procurement agent like ASIACTION offers you an order management service in China which includes the management of all preparations and actions on the Chinese territory, the follow-up, the controls, and the transport until the delivery .

Secure and manage your purchases in China.
End-to-end order management, including supplier coordination, production follow-up, quality control, and logistics management through to delivery.

Service overview

Complete management of your supply chain

Since 2008, Asiaction has been supporting companies in the complete management of their orders in China. Our order management service ensures the follow-up of every step — from order preparation and contracting through to shipment — to guarantee compliance with specifications, lead times and the expected quality. Developed from more than 18 years of experience in sourcing in Asia, this service is managed by our local teams based in Guangzhou, in direct contact with your suppliers. We act as your purchasing office in China, fully dedicated to your interests: no hidden commissions, no dependence on the factories. Receive complete reports at every key stage and access your online client portal, which allows you to track the progress of your production in real time.

Every step is under control

Ordering

Product

Packaging

Shipping

Notre méthode

complete procurement management process

Order preparation

Planification of your supply chain strategy. Finalisation of purchasing conditions with suppliers. Payment of the deposit

Production follow-up and quality control

Definition of start and finish dates. Risk prevention and issue management. Preparation of the inspection. Inspection in the factory by an Asiaction inspector. Full PDF report sent to client

Loading supervision

Verification of the respect of the packing list. Random pick-up of cartons for control. Full PDF report sent to client

Shipment preparation and follow-up

Selection of the best offer. Booking of the containers and of the cargo space. Preparation of all necessary documents.

Delivery at destination

Notifications to clients before delivery at destination. Preparation of delivery with a local partner (import tax, VAT, necessary documentation). Delivery to client’s warehouse

With Asiaction

Order Management
by asiaction

Complete and structured management

We coordinate every stage of your order: contracts, production, quality control, shipping and delivery.

Smooth and efficient communication

Your French/Chinese project manager communicates directly with the supplier in their own language, ensuring accurate follow-up with no misunderstandings.

Clear and secure contracts

We draft and have bilingual purchase contracts (Chinese/English) signed, guaranteeing compliance and traceability of commitments.

On-site quality control

Our inspectors check the goods before shipment and send you a complete report with photos and videos.

Long-term support

We source the best shipping options and prepare all the documents required for export and import.

A partner over time

Based in China since 2008, we remain your trusted point of contact, even after the goods have been received.

Without Asiaction

Order Management
by yourself

Difficult communication with factories

Language and cultural differences lead to misunderstandings, delays and production errors.

No clear contract

Without a local contract, relying only on a Proforma Invoice that is often incomplete and in English, you have no recourse in the event of a dispute or breach of the agreed terms.

No quality control before shipment

Defects or errors are only discovered on receipt, when it is too late to act.

Uncontrolled costs and timelines

Without coordination between the factory, inspector and freight forwarder, the risk of extra costs and delays increases.

Difficulty maintaining a lasting relationship

Communication deteriorates over time, making the collaboration unstable and time-consuming.

Our Approach

Complete management of every stage of your sourcing in China

Order preparation and placement

As soon as you confirm your project, your Asiaction project manager becomes your main point of contact. They finalise a secure agreement with you: a detailed proforma invoice, a purchase contract drafted by a Chinese lawyer, and technical specifications validated with the supplier. Our local team in China then handles 100% of the supplier relationship, coordinates actions with the factories and follows up with the carriers. Thanks to our presence on the ground and our proven method, we manage every stage:

Technical and regulatory validation
Production schedule monitoring
Verification of certificates (CE, tests, export licences)
Daily communication with the factory or factories
Management of any discrepancies and corrections

You receive notifications at every key stage, and you can access all the data through our order-tracking portal in China. Our service starts from your quote request and continues after your goods are received: if a problem arises, we take charge of communication with the supplier, propose solutions and follow the action plan through to full resolution.

Quality monitoring

Our goal is simple: zero bad surprises when your goods arrive. Depending on your needs, we can add several levels of inspection.

✔️ During-production or end-of-production inspection

Our inspectors, trained to European standards, go directly to the factory to check:

Appearance and visual defects (per AQL ISO 2859-1)
Dimensions, functions, finishes
Packaging and labelling compliance
Quantities produced
Quality of the production process

✔️ Container loading supervision

To secure the shipment, we check:

The condition of the container
The number of cartons
The contents of randomly opened cartons (anti-fraud)
Proper sequencing and handling during loading

✔️ Laboratory testing (optional)

We can arrange CE, EN, UL and other tests with accredited laboratories (SGS, Intertek, Bureau Veritas), according to your market’s regulations. Each inspection results in a complete report with HD photos, videos, measurements and expert opinions.

Transport management

From the factory to your warehouse, Asiaction handles the complete logistics management.

✔️ Optimised shipping

We consult several international freight forwarders to obtain the best rates and book sea or air space. You receive complete quotes, with no hidden fees or kickbacks.

✔️ Import/export documents

We prepare for you:

Booking & BL
Packing list
Commercial invoice
Certificates of origin, tests and compliance
Specific documents required by your customs

✔️ Transparent tracking

Your tracking portal gives you access to:
shipping updates,
logistics documents,
supplier performance,
ongoing actions. (Procurement Portal & API System)

✔️ International delivery

We handle all types of goods and ship worldwide, by sea, air or rail. On arrival, you pay only VAT + customs duties to the local freight forwarder at the time of delivery.

Sales follow-up

If a problem arises after receipt, our team stays fully engaged:

Analysis of the defect,
Managing the dialogue with the factory,
Proposing solutions (replacement, compensation, re-production),
Setting up and following a complete action plan.

Our priority: protecting your brand, your business and your customers.

Our solutions

We support you at every stage

Sourcing study

Audit & company check-up

Prototype

Order management

Product inspection

Shipping Management

SUPPLIER MANAGEMENT

You want us to validate a potential supplier ?

We do off-site and on-site audits of Chinese companies

Company audits

Identification of potential suppliers. Complete procurement solution that allows you to place orders.

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PURCHASING MANAGEMENT

You need quality control on your on-going orders ?

We can operate quality control & loading supervision

quality control

Control of product quality and functionality in the factory at any time during production.

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SUPPLIER MANAGEMENT