China warehouse: receiving, quality control and photo reports

Why do you need a warehouse in China?

Goods bought in China do not come to you directly — they first go to an address inside China, which is a warehouse. There are three such receiving addresses in China — Yiwu, Guangzhou and Kashgar: a seller on 1688 or Taobao, a stall at the Futian market or a factory in Guangzhou ships the cargo to the nearest one. For Shenzhen and other cities your manager tells you which address to use.

The warehouse does three jobs: it receives and records the cargo, lets you check it before dispatch, and consolidates boxes from several suppliers into one lot. That way you see with your own eyes what has arrived — without travelling to China or speaking Chinese, and while the cargo is still there.

• Uzum and Instagram sellers: we gather small orders from several sellers under one GS code.
• Wholesalers: we open the lot, count it by model and size and report any defects.
• Manufacturers: we set aside a sample of parts or raw material for certification and send it to Tashkent ahead of the lot.

How is cargo received at the warehouse?

Once the contract is signed you receive the Chinese address of the nearest receiving point, the receiver’s phone number and a personal GS code (shipping mark). The supplier must write this code on every carton before dispatch, so the warehouse recognises your box the moment it arrives. Receiving works like this:

1. 01

   Labelling with your GS code

   Every piece is accepted and labelled with your GS code and a piece number. The code must already be on the carton at dispatch; a box that arrives without a GS code is identified by the supplier’s tracking number — which is why you send the order details in advance.

2. 02

   Weighing and measuring

   The weight (kg) and three dimensions (cm) of every piece are recorded. Volumetric weight and density are calculated from these figures — and the cargo price follows from them.

3. 03

   External check and photo

   The box is inspected from the outside: if it is crushed, wet or opened, we photograph it and tell you at once. At every receipt a photo of the scale and the label lands in your Telegram.

4. 04

   Opening and inspection (optional)

   On your request we open the box, count the goods, compare model, colour and size with the order, and photograph visible defects. The cost is $1/kg; a detailed photo report is $1 per piece.

5. 05

   The decision is yours

   After viewing the photo report you decide: ship, repack, or return to the seller in case of defects. We talk to the seller in Chinese ourselves.

6. 06

   Consolidation

   Ready pieces are gathered into one lot under your GS code and loaded onto the next truck or container. You receive the lot number and the dispatch date.

What does a photo report contain?

The photo report is your eyes in China. A standard receipt brings the scale reading and photos of the box and label. A detailed report shows the opened box, an overall view of the goods, a close-up, any defects found and the count result. Every report goes to Telegram with the GS code and date, so any piece is easy to find later.

If the count does not match the order — 480 pieces instead of 500, say — we file a claim with the seller and ask them to add the shortfall to the next shipment or refund it. While the goods are still in China this is usually settled in a few days; in Tashkent it is almost impossible to settle.

How is packing chosen?

Chinese sellers often ship goods in a thin box or a woven bag. Cargo is reloaded several times on the way, so we choose the packing to suit your goods. Repacking often reduces the volume as well — for bulky cargo that lowers the price.

How does insurance work?

Insurance costs 1% of the declared value. You declare the value from the invoice or the order total; if the cargo is lost or damaged, that value is reimbursed. Liability for uninsured cargo is limited to the cap written in the contract. We recommend insurance for electronics, porcelain, glass and high-value goods; most clients ship clothing and fabric without it.

In case of damage the photo report taken at receipt serves as evidence — which is why every piece is photographed in China and the cargo is opened in your presence in Tashkent.

Storage terms and payment

Cargo is stored free at the receiving point in China for up to 14 days — enough to wait for boxes from several sellers. After that a daily storage charge applies under the contract. At the Tashkent warehouse the cargo waits for you free for 3 days. Warehouse services (inspection, repacking, insurance) are paid together with the freight when the cargo arrives in Tashkent.

Which goods does the warehouse not accept?

The following goods are not accepted at the warehouse — even if the seller has shipped them, we will not add them to a lot:

• Explosive, flammable and toxic substances, pressurised cylinders
• Plants, animals and perishable products
• Cash, precious metals and stones, jewellery, antiques
• Payment instruments, securities, personal documents
• Medicines (commercial lots), weapons and their parts, drones, two-way radios
• Counterfeit brands and anything else prohibited by law
• For air freight: lithium batteries, liquids, magnets — accepted for truck freight only