Use one master parts list
Combine your requested items into a single spreadsheet with a stable line number for every item. Keep the part name, OE reference, vehicle details and quantity together. A stable reference helps both teams discuss revisions without confusing similar products.
- Unique line number
- Part name and reference
- Quantity and vehicle information
Separate identification from commercial requirements
Use distinct columns for identification details and purchasing requirements. Link supporting photos to the relevant line. Put destination, packing and labelling requirements in clearly labelled fields. This keeps the technical review visible while the order scope is being discussed.
- Part references and linked photos
- Destination and packing needs
- Requested quantities per item
Review consolidation and packing
Identify products that need separate cartons, labels or grouping. Agree how line references will appear on packing information and how the final quantities will be recorded. Consolidation and shipment arrangements depend on the confirmed order composition.
- Carton grouping requirements
- Label and packing-list references
- Final quantities by line
Control revisions before confirmation
Give each revised list a version or date and highlight changed quantities, references or deleted lines. Retain the approved version for order confirmation. Review product references, packaging, payment and delivery terms together before the order is finalised.
- Clearly identified list version
- Visible changes to quantities and references
- Approved order and shipment brief
