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Sample delivery: definition and important aspects for buyers
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Sample delivery to the point:
A sample delivery is the free or chargeable provision of product samples by a supplier for quality and suitability testing prior to a possible main order. For purchasing, this enables a well-founded assessment of product quality, processing properties and supplier performance before major investments are made.
Example: An automotive supplier has three potential suppliers deliver 50 plastic parts each as samples and carries out quality tests over 4 weeks before deciding on a supplier with an annual volume of 250,000 parts.
Contents
Introduction to purchasing controlling: sample delivery
What are sample deliveries?
Sample deliveries are samples or test deliveries of products that a supplier makes available to a potential customer. In the procurement process, they are used to evaluate the quality, functionality and suitability of the product before a larger order is placed. By testing the samples, it can be ensured that the product meets the requirements and potential risks are minimized.
Core elements of sample deliveries
Importance of sample deliveries in purchasing
In purchasing, sample deliveries are a key tool for quality assurance and supplier selection. They enable purchasers to evaluate potential suppliers and ensure that the products offered meet the specific requirements. This supports strategic decisions and helps to optimize the supply chain.
Implementation of sample deliveries
Sample deliveries allow purchasing professionals to test products extensively before placing a large order. By analyzing samples, quality, functionality and suitability can be checked to ensure that the product meets specific requirements and potential risks are minimized.
Practical example
A mechanical engineering company is looking for a new supplier for precision bearings. The buyer contacts several potential suppliers and requests sample deliveries of the bearings. These samples are tested in the company's own workshop under real operating conditions:1. Quality inspection: Checking the material quality and workmanship of the bearings.
2. Functional test: Installation of the bearings in existing machines and test run under full load.
3. Longevity test: Accelerated ageing tests to estimate the service life.
4. Customizability: Evaluation of the ability to customize bearings to meet specific requirements.
After successful testing, the company chooses the supplier whose samples have passed all the tests. The buyer then places a bulk order and establishes a long-term business relationship.
Evaluation and strategic findings
✓ Critical success factors
→ Standardized test procedures: Development of standardized testing processes for consistent assessments
→ Documentation quality: Complete recording of all test results as a basis for decision-making
→ Supplier communication: Clear coordination of expectations and requirements for sample deliveries
⚠ Challenges and limits
→ Cost management: balancing the scope of testing and the resulting sample costs
→ Time factor: Sufficient test phases vs. quick procurement decisions
→ Representativeness: Ensuring that samples reflect the series quality
Future trends:
"The digital transformation enables new ways of evaluating and managing samples"
→ Digital twins for virtual product tests
→ AI-supported quality analyses of samples
→ Blockchain-based traceability of samples
→ Automated documentation and evaluation
◆ Strategic implications
→ Risk minimization: Well-founded supplier selection through comprehensive sample tests
→ Quality assurance: early detection of potential quality problems
→ Process optimization: integration of sample testing into digital procurement processes
Conclusion on supplier evaluation
Sample deliveries are an indispensable tool in the modern procurement process. They enable a well-founded quality check, minimize procurement risks and support strategic supplier selection. Standardized test procedures and digital innovations continuously improve the efficiency of sample evaluation. The systematic use of sample deliveries makes a significant contribution to optimizing the entire supply chain and ensures the long-term success of the company.
