Short answer
The reviewed sample checklist uses one record from the initial sample request through the written approval decision.
In this article
Compare the two records by purpose, fields, and decision boundary before choosing where each detail belongs.
Decision Context
The reviewed sample checklist uses one record from the initial sample request through the written approval decision.
Alternatives
The sample checklist keeps direct observations separate from supplier statements and unresolved specifications.
Criteria
A sample approval decision does not supply a batch acceptance rule or prove that later production matches the reviewed item.
Evidence Matrix
The reviewed payment checklist identifies the approved proforma invoice as the order-specific commercial record for orders placed with TOP KNIVES.
Tradeoffs
The reviewed payment checklist places seller and buyer identities, PI number and date, SKUs, quantities, prices, currency, product requirements, payment schedule, trade term, and beneficiary route in the PI review.
Decision Path
A late change to beneficiary, country, currency, or payment method is treated as a new verification event that requires an updated written record.
Sample Review Record vs Supplier Quotation Record
Complete only the fields supported by the selected records and keep every other detail unresolved.
| Field | What to record |
|---|---|
| Sample request reference | Record the original sample request reference. |
| Direct observation | Record only the direct received-sample observation. |
| Supplier statement | Keep the supplier statement in a separate field. |
| Difference or open question | Record each difference or unresolved question. |
| Written sample decision | Record the authorized written sample decision. |
| PI or quotation reference | Record the order-specific PI or quotation reference separately. |
Source Records
FAQ
What belongs in the sample record?
Keep direct observations, supplier statements, unresolved specifications, and the written sample decision in that record.
What belongs in the quotation record?
Keep the order-specific identities, items, quantities, prices, currency, terms, and payment route in the PI review.
Can one record replace the other?
No. Keep the sample decision and order-specific commercial record separate.
Use the sample record for the reviewed item and the PI or quotation record for the order-specific commercial terms.