Define a footwear size run with a separate order line for each confirmed model, colour variant and size label. Record the supplier’s stated sizing system and express the quantity in an agreed unit, such as pairs, before asking for a quotation. Keep requested quantities separate from supplier-confirmed quantities. Do not translate a size label into another system, or substitute an unavailable line, without a specific agreement.
Resolve the product identity before building the size grid
Hengku’s product-29 page gives item number HK0029. Its title says Pink sports running shoes, while its colour text includes Green. The photograph contains several visibly different colourways. These references can start a sourcing discussion, but they do not identify a single order variant by themselves. Ask the supplier to connect the selected pictured shoe to its current variant identifier before adding sizes to an order schedule.
This first decision prevents a size grid from looking precise while referring to an uncertain product. Use the item number, product link and the supplier’s variant identifier together. Keep the catalogue title as a reference rather than a substitute for confirmation. If the supplier uses a different current code, record the relationship explicitly so that the quotation, sample request and eventual order all point to the same proposed shoe.
Ask what the size labels mean for this offered model
Request the available size labels and the supplier’s stated sizing system for the exact item. A buyer’s familiar size label should not automatically be treated as equivalent to another label on a supplier’s chart. If a comparison chart is provided, ask what product it covers and whether it is intended as an order-label reference or as a measurement reference. Preserve that distinction when the schedule is passed between merchandising and purchasing.
Where measurements are needed, ask the supplier to define the measured feature, method and unit. A number without a definition leaves the buyer unsure what was measured. Do not fill gaps in the supplier’s chart with a guessed conversion or imply a fit guarantee from a chart alone. The buyer can identify which samples are needed for its evaluation after the offered labels and the supporting information are clear.
Give each line one identity and one quantity unit
A compact order line connects the supplier model, selected variant, declared size label and requested quantity. A grid is acceptable if its row and column headings preserve those same connections. Define whether the quantity means pairs or another explicitly agreed unit. Keep box and carton arrangements in separate fields so that a packaging number cannot silently replace the number of footwear pairs requested.
Order field | Buyer entry or supplier confirmation | Decision it supports
Model reference | Current supplier code linked to the product enquiry | Which shoe the line concerns
Variant reference | Confirmed identifier for the selected colourway | Which version is allocated
Size label and system | Supplier’s exact label and declared system | Which size is requested
Quantity and unit | Requested pair quantity, with the unit written out | How much is being quoted
Supplier response | Confirmed, unavailable or clarification needed | Whether the line can proceed
Revision reference | Current agreed schedule and change note | Which allocation is authoritative
Keep the requested allocation separate from the supplier reply
Send the requested size run as a proposal and ask the supplier to reply against its individual lines. A response to the total quantity alone does not show whether every size and variant has been accepted. If a requested line is unavailable, retain it in the record with an explicit status. Removing it from the schedule without an explanation makes it harder to distinguish a deliberate cancellation from an accidental omission.
Ask for any proposed replacement on a separate line or in a clearly identified change field. Moving quantity to another size, colourway or model changes the buyer’s allocation even if the grand total remains the same. Purchasing should approve that change before treating it as part of the confirmed schedule. Availability, minimum quantities, prices and delivery arrangements should come from the supplier’s actual response; the catalogue photograph does not establish them.
Check totals at the levels that matter to the order
Review the pair total for each variant, the combined total for each model and the overall requested total. Compare those totals with the supplier-confirmed allocation using the same unit. This makes a changed size distribution visible even when the final order total happens to match. If a spreadsheet is used, keep blank or unresolved lines visibly distinct from an accepted quantity rather than allowing a blank cell to imply a decision.
Check the packing proposal against the confirmed allocation as a separate step. Ask how the supplier proposes to identify size and variant on the packing records, and whether any assortment arrangement changes the order schedule. Do not assume that a quoted carton count fixes its contents. The buyer and supplier should be able to reconcile the agreed pair allocation with the proposed packing description before release.
• Verify that every quantity belongs to a confirmed model, variant and size label.
• Compare requested and confirmed pair quantities without overwriting the original request.
• List unavailable lines and proposed reallocations explicitly.
• Reconcile the confirmed allocation with the separately agreed packing description.
Release a schedule that can survive a later amendment
Give the accepted schedule a revision reference and keep the supplier’s confirmation with it. If the buyer changes the size run, identify the affected lines and show the revised allocation. Ask the supplier which earlier lines the change replaces. This avoids two versions appearing equally current when different people handle product selection, order entry and packing instructions.
For a repeat enquiry, bring forward the identity and agreed size-label references, then obtain a fresh confirmation of what is offered. A previous order does not establish current availability or prove that a new catalogue photograph represents an unchanged item. The useful carryover is a clear record of what was ordered, which sizes and variants were confirmed, and where a new supplier response is still required.
Frequently asked questions
Can a buyer use a generic size conversion chart?
Use it only within an explicitly agreed scope. Ask the supplier which sizing system and labels apply to the offered model; do not present a generic conversion as confirmed equivalence or a fit guarantee.
Should a carton quantity replace the pair quantity?
No. Keep the agreed footwear quantity and its unit explicit, then record the packing arrangement separately. Ask the supplier to explain how the proposed carton contents reconcile with the accepted allocation.
What if the total is correct but a size is missing?
The allocation is still unresolved. Identify the missing line and obtain the buyer’s decision on any supplier proposal to move that quantity to another size, colourway or model.
Product and contact references
Catalogue reference: confirm matching item: https://hengkushoes.com/product/product-29/
Related catalogue reference: https://hengkushoes.com/product/product-30/
Contact Hengku Shoes: https://hengkushoes.com/contact/
Hengku Shoes blog: https://hengkushoes.com/blog/