Choose the range and lock the SKU matrix
The first buyer decision is what will actually be sold. A short, controlled opening range is easier to quote, approve, produce, and replenish than a broad selection with overlapping options.
Select the product platform
Define the device or consumable format, capacity, charging or power arrangement where applicable, intended variant range, finish, and target pack configuration. Ask the manufacturer which options use established components and which require new development, tooling, or a separate minimum order quantity.
Build one SKU matrix
Assign every saleable item a unique internal SKU. Show the product model, color or finish, variant, nicotine strength where applicable, pack count, market, carton quantity, and barcode status in one table. Do not use a marketing name alone as the production identifier.
Reduce first-order variation
Separate essential launch variants from later extensions. Each extra color, flavor, language panel, or bundle can add materials, approval rounds, and inventory exposure. Confirm which differences create a separate production run or separate packaging purchase.
Approve samples and freeze the specification
A sample is useful only when the approval criteria are clear. The final reference should match the item that the factory is authorized to make, including its materials, configuration, appearance, and pack.
Request representative samples
State whether the sample is for form, function, color, packaging fit, or final approval. For a finished-goods approval, request the intended configuration and intended production-grade components where available. Record any acceptable variation in writing rather than relying on verbal comments.
Create a signed specification pack
Freeze the item code, approved sample reference, bill of materials summary, dimensions, colors or finish references, variant details, pack-out, labeling positions, carton marks, inspection points, and acceptance criteria. Version the document and identify the approver and approval date.
Close open issues before purchase
List every remaining decision with an owner and deadline: component substitution, print color adjustment, barcode, language copy, or ship date. Do not authorize mass production while the specification or approved sample differs from the order requirements.
Release artwork, packaging, and product records
Brand assets and records should be ready before printed materials are committed. The exact requirements can vary by product, order arrangement, and destination, so confirm responsibilities early.
Supply production-ready artwork
Provide editable source files, linked fonts or outlined text, dieline version, spot colors where needed, barcode artwork, and clear print instructions. Ask for a factory pre-production proof or digital proof and approve the final version number, not an informal preview image.
Match packaging to the order
Check that unit packs, inserts, labels, master cartons, and pallet marks carry the correct SKU, quantity, languages, brand elements, and destination details. Confirm who provides barcodes, recycling marks, warning text, and any importer information required for the intended sale channel.
Maintain a product record folder
Keep the quotation, purchase order, approved specification, sample photos and reference number, artwork approvals, inspection plan, packing list template, and applicable test or conformity documents together. Whether particular records are needed, accepted, or sufficient depends on the exact product and destination market; confirm this before release.
Control the build, shipment, and next order
Production control continues after artwork approval. A small pilot and a documented handover to logistics provide practical evidence for the mass-production release and a usable baseline for replenishment.
Set a pilot release
Agree the pilot quantity, production date, sample pull method, inspection standard, and decision point for mass production. Use the pilot to check assembly consistency, cosmetic finish, pack fit, carton count, and barcode scanability against the frozen specification.
Give mass production one release point
Issue a written production release only after pilot findings are accepted or corrected. Confirm the production quantity, allowed over- or under-run if any, quality inspection arrangement, balance-payment trigger, and agreed ready date in the order record.
Prepare the shipment file
Before dispatch, reconcile final quantities by SKU with the packing list, carton dimensions and weights, shipping marks, invoice description, and freight booking details. Confirm documents and product information required by the carrier, importer, and destination for that specific shipment.
Capture reorder and change data
After delivery, record actual lead time, approved yield, inspection findings, freight performance, sell-through by SKU, returns or complaints, and remaining packaging stock. Make changes through a numbered change request that states the old version, new version, effective order, cost effect, and required re-approval.
