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Approve squishy toy substitutions against the original order line before packing is finalized. A replacement should have its own product identity, confirmed quantity and written approval. Similar appearance or the same unit price does not establish that it will fit the buyer's retail listing, display or customer expectations.
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This guide addresses a specific purchasing exception: an ordered style, size or color is unavailable and the supplier proposes another item. Use it to decide whether to accept the change, keep the original line pending or remove it from the shipment. It is a suggested approval process, not a promise that a replacement is available.
Identify what the replacement must preserve
Start with the reason you bought the original item. A themed gift set may require a particular character. A shelf fixture may require a particular packed size. A product already advertised to shoppers may require the exact photographed version. Write that requirement beside the original SKU so the supplier understands what cannot change.
For example, the Rainbow Mystery Bun listing separates two sizes. Replacing one size with the other would require another check of the selling unit and packing plan, even when the color name stays the same. Use the current product page and approved sample to identify the actual replacement.
Compare the original line and proposed line
| Field | Record for both items | Decision affected |
|---|---|---|
| Identity | Full SKU, size, color and current photograph | Whether the customer-facing listing still matches |
| Handling | Sample reference and observed feel or recovery | Whether another sample review is needed |
| Retail pack | Contents, dimensions, labels and artwork revision | Whether the unit fits the promised presentation |
| Commercial terms | Quantity, unit price and revised line total | Whether the buyer accepts the revised cost |
| Shipment | Revised packing quantity, carton data and readiness date | Whether freight planning must be updated |
Leave unresolved fields marked as pending. Do not copy the original item's material description, documents or carton weight into the replacement row. If feel matters, use the texture RFQ guide to ask for the missing comparison.
Choose among three practical responses
Accept the replacement only when the relevant differences are understood and the revised order works for your shop. Record which original quantity it replaces. Approval of a photograph alone should not silently approve a different price or delivery plan.
Keep the original line pending when the exact item matters more than receiving everything together. Ask for an updated availability estimate and whether a separate shipment is feasible. Record that estimate as an estimate, with an agreed next review point.
Remove the unavailable quantity when neither option works. Ask the supplier to document the resulting invoice, balance or credit adjustment for agreement. Do not assume a refund amount, timing or method before the parties confirm it.
Prevent a duplicate purchase
If the buyer approves a replacement, mark the original line as replaced for that quantity. Otherwise a later stock update can make the original item look like an outstanding order. Keep the original line in the history, but exclude the replaced quantity from the active balance.
A partial substitution needs two quantities: the original units still due and the replacement units now approved. Check that their combined agreed obligation matches the revised order. The pieces, sets and displays guide helps when the two offers use different selling units.
Send a clear approval message
Use this purchasing template: “For order [reference], replace [quantity and unit] of [original SKU/version] with [replacement SKU/version]. Approved sample/photo: [reference]. Revised unit price and line total: [amounts]. Packaging: [revision]. Original quantity still pending: [quantity]. Please confirm the revised packing list and readiness estimate before release.”
If a field remains open, call the message a review request rather than final approval. Update any affected retail listing before offering the replacement to customers.
Send RUIWO the original product link and the requirement you need to preserve. We can discuss the proposed alternative against a specific order line rather than treating a similar-looking toy as an automatic match.