1. What is considered a deal?
2. Data required for purchase orders and proforma invoices
A PI and a PO should contain:
- details of supplier and customer (company names, legal and delivery addresses, VAT numbers and bank details)
- dates of issue, delivery, and required payment
- description of the subject of the deal (manufacturer, model, quantity, price, condition, sealing and packaging details, specification, serial numbers if required)
- shipping terms & conditions (incoterms, forwarder name, type of shipment and address of delivery, inspection terms and other if required)
- payment terms
- any other information relevant to the deal
In case of used or refurbished goods, note the condition of the productâ€™s individual parts in the invoice (e.g. camera, screen, housing). Please see our recommendations in Rule 3.
Small Print: The PI or PO may contain â€œsmall printâ€ with additional terms for the second party. Make sure that you read it carefully and agree with it before signing and stamping the document.
3. Commonly accepted grades for used and refurbished stock
- No scratches, nothing - just perfect!
- Screen/Housing: up to 2 hairline scuffs not visible from 40 cm distance; Home button/camera: light wear.
- Screen/Housing: Multiple unobtrusive scratches; Home button/camera: visible wear and scratches.
4. Missing and/or damaged goods
Sometimes it happens that orders arrive damaged or even missing items. To minimize such risks, we recommend insuring your items and using only trusted shippers. Contact the Handelot Team for a list of recommended shippers.
If the issue is still not resolved, the responsibility is on the party according to the incoterms stated in the PI and PO. If there are no such terms, or they contradict to each other, it could create an opportunity for conflict to arise. Please clarify the details of the deal before shipping.
5. DELAY OF STOCKS
Delays are common in delivery of stocks, and it can happen for many reasons:
- delays caused by supplier of the supplier (non-physical stocks)
- problems on the logistic side (public holidays, weather conditions, etc)
- Incorrect or unclear address written in documentation
- customs issues
If the fault lies with the supplier, it can be cause to ask him for a reasonable discount or even to cancel the deal.
6. ELECTRIC CHARGER DISPARITIES
Sometimes your received stock has a different charger than was agreed (e.g. instead of G-type charger, B-type ones were received). In such cases, it is very important to have stated in the PI and PO the specified charger so you can ask the supplier to replace stocks.
7. Delayed or missing payments
Occasionally, it happens that the bank or other emissory/intermediary or recipient misplaces funds because:
- The customer forgets to make the transfer
- The customer sends transfer to the wrong bank account
- The bank has placed a hold on the transaction
In such cases, request the bank the SWIFT MT103. This document allows you to track where the money is and resolve the issue.
Each participant will be responsible for the actions of its bank. For example, if the sellerâ€™s bank made a mistake wiring the money, then it will be up to the seller to cover all expenses and costs incurred in the deal.
It is important for many customers to receive stocks with certain type of packaging. It happens some retailers only accept goods as coming from the manufacturer and therefore must be previously unopened.
Packaging information (e.g. original box, master carton, sealed box etc.) should be stated in the PI/PO, if relevant.
9. PI/PO V COMMUNICATION
Inaccurate descriptions may cause issues. What is written in the PI or PO takes precedence over any other arrangements or discussion (whether by email, phone or WhatsApp). We strongly urge writing accurate PIs and POs (see Rule 2).
10. Stickers and Stamps
Deals can be cancelled because of inaccurate stamps or stickers on mastercartons or boxes. Please accurately describe box conditions in the PI/PO.
11. Changes in Market Prices
Under no circumstance, once PIs and POs have been exchanged, should the fact that product price changes be used as an excuse to cancel a deal.
12. Lost Goods
Late delivery of goods can be a reason to cancel a deal. In order not to have issues, it is highly recommended to stipulate a delivery date. In case no date was indicated in the PI/PO, communications can be used as reason to cancel a deal for late delivery but the situation will not be as clear as if written in PI/PO.
13. Discrepancies in Conditions
Discrepancies such as sim-locked phones and erroneously stated condition of the stock are reasons for unilateral deal cancellation and request of full refund including shipping costs. Please correctly state details of purchased goods in the PI/PO.
14. Missing Pieces
In the event of missing pieces, it's crucial to notify logistics and other counterparts as soon as possible. Two possible scenarios:
- Goods are insured, incoterms apply and, depending on the manner of the transaction, the bearer will have to cover the costs until insurer reimburses the money.
- Goods are not insured, incoterms apply and depending on the manner of the transaction, the bearer will have to cover the costs
In order to avoid problems, it is highly recommended to inspect goods before signing delivery documents to logistics.
15. Currency Exchange Rate Issues
In the event there are losses based on FX, it is necessary to double check all the information indicated in the PI/PO. It is the responsibility of the seller to indicate currency and bank account in the relevant currency to avoid issues.
In the event the mistake was on the side of the bank, each party will take responsibility for its correspondent bank.