An importer selects kitchen goods from several suppliers after Canton Fair. Purchasing proposes a 30% deposit before production and a 70% balance after inspection for each order. The goods will be consolidated into a shipment. Finance needs separate release decisions even if logistics treats the cargo as a single booking.
This is a fictional purchasing example, not an A2vanta customer case or a standard term promised by any supplier. The percentages are illustrative contract terms, not A2vanta fees or requirements. This article is general information, not legal, tax or investment advice.
Agree the schedule with each contracting supplier
Ask each supplier to confirm its own deposit, balance and release conditions in the purchase agreement. Do not apply a conversation at one booth to another factory's order. A 30/70 proposal is only a proposal until that supplier and your buyer accept it.
Identify the invoice issuer, manufacturer and beneficiary for each order. If a trading company contracts for several factories, clarify which invoices your company owes and how the trading company will allocate payments. Do not invent separate payables to factories when your agreement is with the trader.
Give finance the current invoice and accepted schedule. Use the first-deposit guide to check the new relationship before production starts. Keep each supplier's beneficiary approval with its own purchase record.
Track the balance in the invoice currency
For each invoice, record the original obligation, proposed deposit, confirmed supplier credit, agreed adjustments and remaining amount. Keep the funding asset and amount in separate fields. Subtracting a USDT transfer from a payable in a different currency does not calculate the supplier balance.
The partial-payment guide explains that distinction. A deposit should reduce the payable by the amount the supplier confirms it credits to the invoice. If a charge or shortfall leaves a difference, resolve it before treating the initial percentage as fully paid.
A sample-fee credit, price amendment or rejected product may change the balance. Obtain written agreement on the adjustment and update the payable. The original 70% calculation should not override a later agreed credit.
Ask for a quote for each proposed instalment
Tell the payment provider which supplier, invoice and instalment the request covers. Ask whether it accepts the arrangement and what documents it needs. Supplier agreement to staged payment does not mean a provider approves every payment or a combined instruction to unrelated beneficiaries.
Check the expected receipt currency and amount, funding asset, network, fee and quote validity. Label the accepted quote as the deposit or balance for the particular invoice. Do not reuse a deposit quote for a later balance or assume different suppliers can share a funding instruction.
Use pay an invoice to discuss the proposed schedule with A2vanta before sending funds. Ask how references and evidence connect each funding transfer to each supplier payment. Finance should not have to infer allocations from the total sent.
Make inspection release specific to the factory
Agree the inspection scope and who accepts the result before the deposit. Purchasing should record whether the goods meet the purchase agreement and whether any defect, rework or shortage prevents release. Finance needs that approval, not simply a report attachment.
If one factory passes and another needs rework, keep the decisions separate. A shared shipping deadline does not authorise payment for unresolved goods. The inspection and balance guide explains why the authorised buyer must decide whether the condition was met.
Where inspection leads to a revised price, resolve the revision with the supplier and preserve the agreement. Request payment for the reconciled obligation, not the earlier amount that remains in a spreadsheet.
Keep consolidation outside the payment status
Logistics can track which cartons are ready for collection and whether the shipment can be assembled. That record does not replace the inspection approval, supplier receipt or invoice balance. Goods reaching a consolidator do not by themselves prove that the buyer accepted them.
Clarify any agreed link between collection and balance payment in each contract. If a delayed factory threatens the booking, purchasing and logistics should decide what changes with the affected supplier. Finance should receive an approved amendment rather than an urgent instruction to pay every outstanding balance.
Close each invoice before closing the shipment file
For each instalment, save the accepted quote, funding evidence, supplier-payment record and acknowledged invoice credit. Recheck beneficiary details before paying the balance, especially if they changed after the deposit. One successful payment does not approve a new account.
Use the accounting handoff guide to show any unresolved receipt, credit or balance with a named owner. The shipment may leave while a payment question remains open; label both statuses honestly. A combined logistics file is useful only if colleagues can still follow each supplier's obligation and payment history.