Worked purchasing example: build a distributor assortment around clear product lines, market requirements and warehouse receiving. Raw, decorative and performance-grade panels each need their own construction and quantity basis. Use the workflow below to compare price, bulk supply requirements, loading and inventory on an agreed specification.
A useful distributor order gives your customers a dependable range and your warehouse identifiable stock. Start with the boards that serve repeat demand, then add the finishes and specialist specifications your market needs. Our factory in Shuyang helps you connect that assortment to line-level quotations, product samples, packing and a replenishment schedule.
This worked example uses fictional stock codes, assumed quantities, dimensions, densities, finished-sheet masses and prices. It is a planning worksheet, with actual quantities and mixed-supply arrangements agreed for the order. Its combined volume is a product-volume total; a shipment plan also needs actual pack dimensions, weights, handling and transport limits.
Build the assortment around your customers and stock roles
Give every proposed line a commercial purpose. A furniture workshop buying for its own production may need one drawing or decorative reference repeated accurately. A distributor also needs the assortment to fit local demand, selling units, warehouse capacity and replenishment. Identify your regular customers, their applications and the specifications they buy repeatedly. That makes it easier to choose a core range and decide which additions deserve stock.
The illustrative basket below uses one 1220 × 2440 mm format across four distinct lines. The same format makes the arithmetic easier to follow, while thickness, facing and weight remain different. A real range can include several board formats, with each combination retaining its own code and order row.
| Fictional stock code | Planning product and thickness | Role in this example | What the buying team needs to settle |
|---|---|---|---|
| EX-R18 | Raw MDF, 18 mm | Core stock for furniture machining and painting | Board grade, thickness tolerance, density, destination documents and replenishment |
| EX-T06 | Thin MDF, 6 mm | Supporting stock for selected interior furniture parts | Actual component use, dimensions, support, surface condition and selling quantity |
| EX-M18 | Melamine MDF, 18 mm finished | Decorative stock for repeated furniture demand | MDF core, face and reverse, retained decor sample, texture, gloss and finished thickness |
| EX-H20 | HPL MDF, assumed 20 mm finished | Selected project or specialist stock | Complete MDF/HPL construction, HPL reference and thickness, reverse, finish and accepted sample |
Mark confirmed customer demand separately from a proposed launch line. Assign a priority such as core replenishment, allocated project or trial range. A lower-priority line can still be commercially useful, but its quantity and timing should follow the demand you expect it to serve. Keep the decision with the stock code so the reason for holding it remains visible during future orders.
Start with our Raw MDF, Thin MDF Board, Melamine MDF and HPL MDF options. Decorative MDF brings additional surface choices into the same selection process. If your customers need a performance grade, add its exact construction and destination requirements as another identifiable line.
Issue one RFQ row for each complete product
Use a single RFQ revision and stable stock codes from the first inquiry through quotation, samples and receiving. A thickness, format, core, decor or reverse-face change creates a distinct construction to quote. Clear rows let your purchasing team compare the quantity and price that belong to each product, while our factory can review the production and packing requirements behind the complete basket.
| RFQ field | Information to give our factory | How to handle an acceptable alternative |
|---|---|---|
| Stock code and purpose | Your warehouse or resale code, customer use, priority and repeat-order reference | Give the proposed alternative a separate row linked to the original code |
| Board specification | Product grade, nominal thickness, tolerance, dimensions and density requirement | State which dimensions or performance attributes can vary |
| Decorative construction | MDF core, face and reverse, decorative reference, texture, gloss and direction | Retain the fixed attributes and identify the replacement sample or construction |
| Destination documents | Country, intended use and the product-specific documents or reports needed | Review the alternative against the same destination and application requirements |
| Quantity and unit | Whole sheets or components, pricing unit, proposed quantity and permitted variation | Show the offered quantity, minimum and production increment explicitly |
| Packing and delivery | Pack handling limits, labels, unloading equipment, destination and timing | Quote any change to pack format, shipment grouping or delivery scope separately |
For faced products, record core thickness and finished thickness as separate fields. The finished panel includes the selected face, reverse and bonding construction. State which thickness the quotation uses for its cubic-metre calculation. HPL face sheets are available in the 0.5–1.2 mm range; the selected sheet reference, actual construction and completed panel specification are confirmed for your line.
The same colour can appear on panels with different substrates, reverse faces or surface textures. Link the stock code to a physical reference and complete construction. For printed woodgrain, include direction and any adjoining-panel requirements that affect later cutting. Melamine decor and texture approval provides the next level of detail for decorative stock.
Make fixed requirements clear and invite suggestions where useful. For example, the decor sample may be fixed while the pack sheet count is open to a handling proposal. We can then return the selected product and any proposed alternative with their own price, quantity, samples and schedule. Your accepted row becomes the reference for the purchase order.
Reconcile sheets, cubic metres and weight line by line
Choose the selling and ordering unit first, then keep the conversion basis visible. For a rectangular full sheet, area is length × width in metres. Product volume is that area × the thickness in metres used by the quotation. Whole-sheet quantities remain integers. Component orders have their own part sizes and piece counts, even when their input boards come from the same product family.
In this example, each 1220 × 2440 mm sheet has an area of 1.22 × 2.44 = 2.9768 m². Raw and thin board weight is estimated from assumed density. The two faced lines use assumed net finished-sheet masses, covering their complete panel construction. Those masses are illustrative inputs, with actual finished-panel weights confirmed before shipment planning.
| Planning line | Whole sheets | Thickness used for product volume | Net product volume | Illustrative net-weight basis | Estimated net product mass |
|---|---|---|---|---|---|
| EX-R18 | 200 | 18 mm | 200 × 2.9768 × 0.018 = 10.71648 m³ | Assumed 720 kg/m³ | 7,715.8656 kg |
| EX-T06 | 150 | 6 mm | 150 × 2.9768 × 0.006 = 2.67912 m³ | Assumed 750 kg/m³ | 2,009.34 kg |
| EX-M18 | 100 | 18 mm finished | 100 × 2.9768 × 0.018 = 5.35824 m³ | Assumed 41 kg per finished sheet | 4,100 kg |
| EX-H20 | 80 | 20 mm finished | 80 × 2.9768 × 0.020 = 4.76288 m³ | Assumed 46 kg per finished sheet | 3,680 kg |
| Planning-basket total | 530 identified sheets | Four separate specifications | 23.51672 m³ | Sum of the four line masses | 17,505.2056 kg |
The basket also totals 530 × 2.9768 = 1,577.704 m² of panel area. Area, product volume and mass each answer a different question. Area helps compare face coverage; cubic metres support an agreed volumetric price; actual weight and pack geometry support transport and handling. Keep all three tied to the same order revision.
For the separate packing estimate, assume 600 kg for bases, cover boards, separators and other bundle protection, plus 150 kg of additional dunnage and securing material outside those bundles. Count each material once. Estimated cargo mass becomes 17,505.2056 + 600 + 150 = 18,255.2056 kg. These assumptions explain the calculation; the actual packing list supplies the shipment values.
Container tare is a further, separate mass when establishing the gross mass of the packed container. IMO's verified gross mass guidance describes weighing the packed container or an approved certified method that sums cargo, packing and securing material and the container tare. Our worksheet is a preliminary estimate. Agree the actual verification method, responsibility and submission timing with the shipping parties.
Use the MDF sheet weight and CBM calculator for individual rectangular-board estimates and the container loading data guide for the information to confirm before booking. A mixed assortment is calculated by its individual lines and real packs.
Agree minimums and the mix before committing inventory
Our normal MOQ is 1 × 20'GP per specification. Send the assortment and proposed quantities so we can confirm the actual minimums, compatible production grouping and mixed-supply arrangements. The 530-sheet worksheet illustrates conversions; actual production quantities and minimums are agreed in the quotation. A shared destination or similar product name leaves each specification identifiable.
Ask for the offered quantity, any production increment and permitted quantity variation by stock code. Record whether a confirmed grouping covers one thickness, one size, one decor or another defined combination. Review the effect on the whole order when a line changes. A minimum increase can alter stock coverage, product mass, protection and shipment readiness at the same time.
For a launch line, compare its confirmed minimum with expected customer demand and the space you can allocate. You might increase the quantity for a planned campaign, combine the requirement with confirmed project demand, or schedule that line for a later order. Keep the accepted choice and its quantity in the latest RFQ so the commercial decision reaches production and receiving.
Small samples help you choose the product before deciding stock quantity. They establish the attributes they represent, while a confirmed production line establishes the quantity and delivery scope. Distinguish the two in your purchasing records. This lets a broad sample range support a focused first stock order and a more informed replenishment plan.
Match samples and documents to the offered stock code
Link each sample and document to the line it covers. A decorative swatch establishes its recorded appearance; a complete panel sample adds the MDF core, reverse and edge construction. A product report has its own product description, test scope and applicability. Together, these references help your team approve the offered material for its intended destination and customer use.
| Purchasing decision | Reference to request | Details to retain with the stock code |
|---|---|---|
| Raw or thin board selection | Actual product sample and technical data | Grade, thickness, format, density basis, face and edge condition |
| Decorative stock appearance | Physical decor reference and complete panel sample where required | Manufacturer or collection reference, colour, texture, gloss, direction, core and reverse |
| Destination emission requirements | Applicable product documents and test reports | Offered product/construction, method, scope, issuer, dates and destination requirement |
| Moisture or fire-related stock | Documents for the selected performance grade and complete construction | Intended service or project requirement and the report's applicable thickness, facing and configuration |
| Receiving and replenishment | Retained sample, accepted product row and inspection plan | Current RFQ/order revision, sample ID, acceptance attributes, batch and pack references |
Give the destination country and intended use early. A general board grade description, company certificate and product-specific report serve different purposes. Identify what your customers or project need and match the document package to the quoted item. Our US, EU and UK purchasing documents section and MDF certificate and report review guide help organize that review.
For Moisture Resistant MDF, Fire Rated MDF or HDF, keep the particular product and required performance visible in the line. A decorative facing or changed thickness can affect the construction represented by the documents. Confirm the report scope for the supply you intend to receive and the acceptance requirements you need to meet.
Record who accepts the product specification, sample and destination documents within your organization. Keep questions and agreed changes with the RFQ revision. When an alternative is selected, update the stock reference, sample and document applicability together. That gives sales and warehouse staff a clear product definition for onward supply.
Design packs for unloading, storage and resale
Plan how your warehouse will handle the actual boards. Give us forklift or other unloading arrangements, access restrictions, maximum manageable pack dimensions and weights, storage supports and the quantities customers normally buy. These practical details help us propose packing that protects the panels and remains usable when it reaches you.
Raw boards need dry handling, flat support and protected edges. Thin panels need support and strap pressure suited to the format. Decorative faces need clean contact materials and protection for the visible finish. HPL or other faced panels also need their finished edges and surface condition considered in the pack. Protection is selected around the line and handling conditions.
- Identify the purchase order, RFQ revision, stock code and complete product description on each pack.
- Record thickness, dimensions, face/reverse reference and quantities by stock code.
- Give each pack a unique number linked to the packing list and relevant production lot.
- Confirm pack dimensions and net/gross weights, with bases and protection included in the correct totals.
- Add agreed warehouse or resale labels, language, receiving group and unloading instructions.
The same RFQ stock code can cover several physical packs. Conversely, a proposed mixed pack needs identifiable quantities and suitable contact protection for every contained line. Agree how such a pack is supported and how your team will access the individual stock. A pack number and a product code describe different things and belong in separate fields.
Product cubic metres measure panel material. Packed dimensions include bases, covers, support and practical handling clearance. Container planning uses the real pack geometry, weight distribution, securing and route requirements. We confirm loading quantities according to product dimensions, density and actual packing. The packaging and shipping page explains our factory shipment preparation.
Update the whole basket when a line changes
A mixed RFQ often develops through several revisions. Retain the original stock codes and mark the changed field, accepted alternative, offered quantity and effective revision. That keeps technical selection and commercial comparison connected. Purchasing, production, inspection and receiving should all be able to identify the same accepted basket.
In the worked example, adding 20 EX-R18 sheets adds 20 × 2.9768 × 0.018 = 1.071648 m³ and an assumed 771.58656 kg of net board mass. The revised basket would contain 550 sheets, 24.588368 m³ and 18,276.79216 kg net product mass. Packing and securing materials then need their own revised estimate; their original allowances are inputs to review.
Changing a decor or reverse face creates a different review even when sheet count and dimensions stay the same. Check the retained sample, complete construction, finished-sheet mass, price, documents, packing contacts and readiness. An equal geometric volume can still represent different material and commercial supply.
Use a concise release review before the order is committed:
- Reconcile accepted stock codes, alternatives and quantities with the current quotation.
- Match each line to its technical specification, physical reference and applicable documents.
- Recalculate product volume and net mass using the accepted dimensions and weight basis.
- Confirm actual packs, protection, securing, labels and receiving groups.
- Review each minimum or quantity variation and its effect on stock coverage and total cost.
- Agree the combined readiness date, shipment arrangement and named delivery place.
Buyer-arranged third-party inspection is supported with an agreed plan and schedule. Select checks across the actual product families, lots and decorative references. Keep findings linked to the stock and pack codes that will appear on the shipped list. The pre-shipment inspection checklist provides the broader inspection workflow.
Compare prices on the same product and unit basis
Ask for a line-level price and a consolidated quotation. Identify currency, pricing unit, exact product, quoted quantity and included supply. A price per cubic metre and a price per sheet can be compared once the panel dimensions and thickness basis are the same. Keep exact calculation values internally and agree how the quotation rounds quantities and currency.
The illustrative prices below are worksheet inputs, with actual CUZI MDF prices confirmed by quotation. All volumetric prices in this example use the listed complete panel thickness, including the finished thickness for the two faced products. A quotation based on core volume requires its own stated conversion.
| Planning line | Assumed price and unit | Product volume per sheet | Equivalent price per sheet, before rounding | Illustrative line amount |
|---|---|---|---|---|
| EX-R18, 200 sheets | USD 180/m³ | 0.0535824 m³ | 180 × 0.0535824 = USD 9.644832 | USD 1,928.97 |
| EX-T06, 150 sheets | USD 210/m³ | 0.0178608 m³ | 210 × 0.0178608 = USD 3.750768 | USD 562.62 |
| EX-M18, 100 sheets | USD 16/sheet | 0.0535824 m³ | USD 16 | USD 1,600.00 |
| EX-H20, 80 sheets | USD 300/m³ | 0.059536 m³ | 300 × 0.059536 = USD 17.8608 | USD 1,428.86 |
| Product-price subtotal for this example | Four separate prices | 23.51672 m³ total | 530 sheets total | USD 5,520.45 |
Each line amount is calculated from its unrounded unit basis and then rounded to cents. Multiplying a displayed two-decimal sheet price can produce a different total. Agree the invoice basis and rounding convention before comparison. For EX-M18, an equivalent USD/m³ comparison is 16 ÷ 0.0535824, while the actual example order remains priced by whole sheet.
Build the delivered-cost comparison around the named supply scope. Identify product and agreed packing charges, freight, insurance, destination handling, unloading and other confirmed costs. Use the forwarder's, broker's and service providers' applicable figures for the shipment. Check what the delivery price already includes so every cost is counted once. Recoverable taxes, where applicable, have a separate treatment in your costing policy.
Shared transport costs may be allocated by an agreed basis such as packed volume or mass. Per-line costs, including special protection or a selected inspection, follow the line that incurs them. Record the allocation rule with the costing sheet so two assortments can be assessed consistently. The lowest product subtotal can still have a different inventory and handling effect at your warehouse.
Our formal quotations include product specifications, quantities, prices and currency, packaging, FOB Qingdao or FOB Lianyungang, lead time, payment conditions and validity. T/T or L/C is agreed for the order. The MDF quotation and landed-cost guide explains how to compare the complete offered scope.
Check stock coverage and replenishment by line
Bulk supply is most useful when the right products reach your warehouse at the right intervals. Compare the offered minimum and lead time with demand by stock code. Use recent sales, confirmed orders and seasonal expectations where you have them. Keep launch assumptions separate from established demand so the range can be adjusted as real sales develop.
For this worksheet, available stock after receipt equals on-hand stock + the planned receipt − customer allocations. Months of coverage equal that available stock divided by assumed average monthly demand. The table is a planning illustration using the same incoming quantities as the basket; actual minimums and receipts follow the confirmed order.
| Planning line | On hand | Planned receipt | Customer allocations | Available after receipt | Assumed demand per month | Illustrative stock coverage |
|---|---|---|---|---|---|---|
| EX-R18 | 40 sheets | 200 sheets | 60 sheets | 40 + 200 − 60 = 180 sheets | 60 sheets | 3 months |
| EX-T06 | 20 sheets | 150 sheets | 20 sheets | 20 + 150 − 20 = 150 sheets | 30 sheets | 5 months |
| EX-M18 | 10 sheets | 100 sheets | 30 sheets | 10 + 100 − 30 = 80 sheets | 40 sheets | 2 months |
| EX-H20 | 0 sheets | 80 sheets | 20 sheets | 0 + 80 − 20 = 60 sheets | 10 sheets | 6 months |
These lines have different turnover even though they travel in one planned order. The melamine line may need earlier replenishment, while the HPL launch quantity may occupy stock longer. Review cash commitment, space, customer concentration and the ability to sell each specification. A revised assortment should return to the quantity, MOQ and shipment review before release.
Use safety stock and reorder points that fit your demand variability and total replenishment time. Separate production from sea transit, customs, delivery and receiving. For a line with zero or insufficient demand history, record the coverage estimate as unresolved and use a defined launch review. A demand average becomes useful when its period and customer commitments are clear.
For repeat orders, retain the previous product specification, physical decor reference, batch and warehouse code. Confirm the current offered price and quotation validity, then discuss the expected order schedule with our factory. Stable specifications and planned quantities help us review bulk supply and future pricing requirements; the quotation sets the actual commercial commitment.
Coordinate line readiness and the combined shipment
Our normal production lead time is 3–10 days after technical and commercial confirmation. The exact assortment, custom work and agreed production grouping determine the schedule quoted for your order. Identify when each line will be ready, when inspection and packing can finish, and which requirement controls the consolidated shipment date.
Include samples and document review in the purchasing calendar. A decorative reference that is still being selected has a different readiness position from an accepted repeat raw-board line. Confirm the remaining decision, responsible person and date, then update the combined plan. We can discuss a separately quoted shipment grouping when you need core stock earlier.
Shipments use Lianyungang or Qingdao. Confirm FOB Qingdao or FOB Lianyungang, the booking arrangement and the destination receiving window. Production completion, shipment readiness and arrival are distinct dates. Transport timing is confirmed separately for the actual shipment, with receiving capacity and unloading requirements included in the discussion.
At receiving, reconcile the accepted order with the packing list by stock code, pack number and quantity. Check condition and the agreed sample of supplied attributes, and retain any observations against the affected pack. Record the delivered reference for replenishment and onward customer supply. This makes the next inquiry a continuation of the stock your team already knows.
Discuss your order with our factory
Send the range you want to sell and the quantities you are considering. We help translate the assortment into a clear factory quotation, sample plan and packing review. You can begin with your existing stock list and highlight the new or changed lines.
- Your stock codes, product families, customer applications and core/launch/project priorities.
- Thickness, dimensions, density requirements and separate core/finished thickness for faced panels.
- Complete face and reverse constructions, decorative references, texture, gloss and direction.
- Whole-sheet or component quantities, pricing units, proposed minimums and acceptable quantity variation.
- Destination country, intended use, applicable document requirements and physical sample references.
- Pack handling limits, unloading equipment, labels, warehouse codes and receiving groups.
- Required timing, replenishment pattern and the shipment grouping you would like us to review.
- FOB Qingdao or FOB Lianyungang and any alternative specifications that you want quoted separately.
We reply to inquiries within 12 hours. Product samples are free and usually available from stock. You pay the courier charge, which can be credited against the formal order amount. We confirm availability, preparation and estimated transit time before dispatch. Your formal quotation sets the specifications, quantities, prices, packaging, delivery basis, lead time, payment conditions and validity for the accepted assortment.
Request a distributor quotation, request product samples or request product documents.
Mixed MDF distributor order questions
What should a mixed-product MDF RFQ contain?
Give each construction a stable stock code and separate row. Include product grade, thickness, format, density or finished-weight basis, complete facing, quantity, pricing unit, destination documents, sample reference, priority, packing and delivery requirements. State the RFQ revision and identify any permitted alternative.
Can different MDF products be combined in one order?
Send your proposed assortment for our factory to review. Our normal MOQ is 1 × 20'GP per specification; actual mixed-supply arrangements, compatible production grouping and quantities are confirmed in the quotation. The worksheet's quantities are illustrative planning inputs and become an order only through that confirmation.
How do I compare a price per sheet with a price per cubic metre?
Use the agreed panel length, width and pricing thickness in metres. Price per sheet equals price per m³ × volume per sheet; price per m³ equals price per sheet ÷ that volume. For faced boards, identify whether the quotation uses finished-panel or core volume and agree the rounding basis.
Should decorative-panel weight use the raw MDF density?
Use a weight basis that represents the complete supplied panel. The example uses assumed finished-sheet masses for melamine and HPL boards. Actual finished-product weight includes the selected core, facing, reverse and bonding construction; confirm the relevant data or measured pack weights for shipping.
Does the basket's cubic-metre total establish container capacity?
The total describes net panel material. Loading also uses real pack dimensions, gross cargo mass, securing, weight distribution, unloading arrangements and applicable transport limits. Confirm the actual shipment plan after the product quantities and packing are agreed.
What is included in gross cargo mass and packed-container gross mass?
Gross cargo mass includes the products and the packing, support, dunnage and securing materials carried with them, each counted once. Packed-container gross mass also includes container tare. The actual verified gross mass follows the agreed approved method and shipping requirements; a preliminary density worksheet remains an estimate.
What documents should I request for US, EU or UK stock?
Give the destination, intended application and product construction. Request the applicable product documents and test reports for each stock line, with their scope and identifiers. Our purchasing-documents page helps organize the review; accepted samples, company certificates and product-specific reports each cover their stated purpose.
How can I keep a mixed assortment identifiable at receiving?
Keep the RFQ stock code through quotation, samples, purchase order and packing list. Use separate unique pack numbers and list quantities by stock code, with thickness, dimensions, facing and batch references. Agree warehouse or resale labels and receiving groups before packing.
How should a distributor review minimums and slow-moving stock?
Compare the offered quantity with on-hand stock, customer allocations and demand by line. The example calculates available stock after receipt and months of coverage separately for all four products. Use your actual demand and replenishment assumptions, then return any assortment change to the MOQ, price and loading review.
What will CUZI MDF confirm in the quotation?
We confirm the selected specifications, quantities, prices and currency, packaging, FOB Qingdao or FOB Lianyungang, lead time, T/T or L/C conditions and validity. Send the exact assortment and destination for review. Product samples are free, courier cost is buyer-paid and creditable against the formal order, and inquiries receive a reply within 12 hours.