Last updated: 2026-09-07
1. Submit and identify the request
Send a part reference or a labelled list with equipment identity, quantities, destination and supporting photos. A WhatsApp click opens a prefilled message with an HPS reference. It does not send that message: check it and send it yourself. Keep the reference in later discussion.
We record an inquiry after its actual receipt is confirmed. Missing suffixes, uncertain serial information and unclear kit contents stay open for clarification. A catalogue listing alone does not confirm compatibility or availability.
2. Review the supply option
The quotation should identify the offered manufacturer and supply type, the agreed item scope, quantities and prices. Check freight, currency, validity, delivery and tax terms, payment conditions and any unresolved identification requirements. An alternative requires your review; it should not silently replace the requested number.
Availability and lead time are checked for the offer. They are not permanent stock claims. If the quote expires or the requested scope changes, ask for an updated version before ordering.
3. Agree and track the order
Confirm acceptance in writing. Keep that confirmation with the quotation reference and the agreed payment arrangements. An internal order record does not itself execute a payment or place a supplier order.
For a combined list, agree whether items wait for consolidation or may ship separately. Use the same line references during procurement, checking, packing and shipment. Discuss any discrepancy before an unapproved substitution or shipment.
4. Receive and raise discrepancies
Compare the received packages and labels with the agreed list. Retain packing and delivery evidence when reporting a discrepancy. The written offer and applicable agreed terms govern the handling of that order; this guide does not create a universal return period.
Read about quality checks, shipping and warranty and returns, or discuss a parts list.