Start with the vehicles actually in your market
A West African distributor should source Chery parts by local model, model year, engine, transmission and VIN evidence—not by the Chery name alone. The same public model name can cover more than one generation or technical configuration, and an export model may not match the version shown in a Chinese domestic catalogue. Build the first inquiry around the vehicles in your own sales and workshop records.
For each vehicle, record the market name, production year, VIN, engine displacement, transmission type and any available EPC model code. For each requested part, add the OEM number, required quantity and clear photos of the old part and its label. A photo should show connectors, mounting points and overall shape, not only the damaged face. This evidence lets the supplier separate genuine fitment matches from visually similar parts.
For a new stock program, rank the list by local demand. Start with repeat service items and known failure replacements rather than trying to cover every catalogue position. Chery coverage can then expand from proven sales data instead of an oversized first order.
Separate identity checking from commercial quoting
Treat part identification and price negotiation as two steps. First ask the supplier to return a normalized list showing your reference, the interpreted OEM number, vehicle application and any unresolved question. Only after those lines are confirmed should the supplier prepare the commercial quotation.
This sequence matters when a buyer sends numbers copied from old invoices, handwritten labels or mixed online catalogues. One character can identify a different assembly. An OEM number is the strongest starting point, but superseded numbers and market-specific variants still need vehicle context. If the number is unavailable, a VIN, EPC screenshot, dimensions and detailed photos can support the check, although uncertain lines should remain clearly marked.
Keep a status column for every line: confirmed, conditional or unresolved. Do not allow an unresolved reference to become “confirmed” merely because a price was supplied. A clean purchasing file preserves the evidence behind each decision and makes later claims or repeat orders easier to investigate.
Build an order that can support distribution
A useful first order balances coverage, quantity and inventory risk. PartSail’s stated MOQ is negotiable from 100–200 sets per SKU, and mixed containers are supported. That range is a planning reference, not a rule that every item will have the same minimum. Ask the supplier to identify which lines can be consolidated and which have production or packaging constraints.
Divide the list into three groups:
- -Core lines with frequent local movement and enough demand for normal carton quantities.
- -Trial lines that need smaller exposure because fitment or sales velocity is less certain.
- -Back-order lines that serve a known customer or fleet and should not be treated as speculative stock.
Review carton quantity, unit weight, carton dimensions and total volume before finalizing quantities. Heavy brake or chassis parts and light filters or electrical parts affect container utilization differently. A mixed order should be optimized around sellable inventory, not simply around filling every cubic metre.
Plan quality evidence and samples before the bulk order
Ask which quality system and product documents apply to the exact parts being quoted. Available certifications listed by PartSail include IATF 16949:2016, ECE R90, ISO 9001:2015 and CE, but buyers should never assume that every certificate applies to every SKU or destination. Request the relevant document, verify its scope and check that product names and manufacturing entities are consistent.
For a new or sensitive line, use a sample to check dimensions, connector positions, markings, packaging and workshop fitment. PartSail states that paid samples are available and that the sample cost can be refundable against a bulk order. Confirm that commercial treatment in the quotation before paying. A sample does not replace batch inspection, but it creates an agreed reference for the later shipment.
Define inspection points in writing: quantity, label, part number, packaging, visible workmanship and any critical dimensions. If private labeling is required, approve the artwork and marking sample before production rather than after cartons are finished.
Set a realistic production and freight schedule
PartSail gives a normal lead-time range of 15–35 days depending on quantity and customization. Use that as a production planning window, then ask for the specific estimate after the final SKU list, quantities and packaging are confirmed. Custom color boxes, printed shims or laser marking can change the schedule, so do not calculate arrival from an unconfirmed starting date.
Add time for list confirmation, sample approval, production inspection, export handling and international transport. West African port clearance and inland delivery are separate from factory lead time. Your forwarder should provide the sailing plan, local charges, required documents and consignee instructions. Decide whether urgent shortage lines justify air freight while the replenishment volume moves by sea.
Use dates tied to milestones—deposit received, artwork approved, production completed and cargo handed to the forwarder—instead of a vague promise such as “ships next month.”
Use a repeatable first-order checklist
Before payment, the distributor should have a final spreadsheet with confirmed references, vehicle applications, quantities, unit terms, carton details and line status. The quotation should state currency, Incoterm, payment terms, validity, packaging and whether freight is included. The supplier and buyer should also agree on the packing list, commercial invoice and any destination-specific documents.
A safe workflow is: clean the vehicle list, confirm part identity, test selected samples, lock packaging, approve the quotation, inspect the batch and retain all matching evidence. This does not eliminate every risk, but it turns a broad request for “Chery parts for West Africa” into a controlled sourcing project. The result is a stock list based on local vehicles and documented fitment rather than assumptions about a global model name.