A seller says the chips you need are in stock. How do you check that claim before paying? Ask for the exact part number, who holds the goods, and records tied to the offered batch. This guide helps you decide what to check, when to ask an engineer for help, and which payment terms to agree.
Does market news prove the seller has stock?
World Semiconductor Trade Statistics (WSTS) publishes forecasts that can help buyers plan budgets and start sourcing early. These describe the wider chip market, not one seller’s stock. Keep market planning separate from the source records for your offer. A strong forecast cannot confirm who holds the exact part and batch you will receive.
Confirm the exact chip you need
Ask engineering to approve the full manufacturer part number (MPN), including every suffix. Depending on the maker, a suffix may identify a package, grade or packing option. Record any revision or allowed age of the parts that matter to the application. Date-code formats vary by manufacturer. Use that maker’s documentation to interpret the marking; do not assume every code follows the same year-and-week pattern.
Check the maker’s storage and handling rules. For some parts, these include a moisture sensitivity level (MSL). This concerns exposure to moisture before soldering. Ask the quality team what pack condition and exposure records it needs. Keep a sealed dry pack closed; do not open it just to photograph a card inside. A substitute part needs engineering approval before you buy it.
Our RFQ specification guide helps organize the approved requirements and proposed changes in one supplier brief.
Ask who holds the goods
A stock list does not show who holds the goods or whether they can be reserved for you. Ask the seller to confirm the warehouse location, the quantity available and who controls release. If a broker holds the parts, ask how the seller will reserve them. A short written reply can cover these points; there is no special form that proves stock is safe.
Request dated photos tied to the quoted lot: accessible maker labels, packaging, quantities and traceable lot references. Ask how the seller can reserve and release those goods. Photos are supporting evidence, not proof of ownership or authenticity. If a seller cannot provide them, record the gap and seek other evidence. Do not infer fraud or lack of stock from that refusal alone.
Check the source before choosing tests
Texas Instruments recommends buying its parts directly or through an authorized distributor. It warns that fake parts may have convincing labels. TI also says it does not offer warranty or support for parts bought outside those sources. Check the maker’s rules before buying. If you consider another source, have your quality team review the source risk and the limits of any proposed tests.
Ask a qualified engineer or test lab to set the checks for this part and its use. They may choose visual, X-ray or electrical tests. Each method has limits. Some tests damage samples. Agree on the sample count, cost and permission first. A report does not prove the seller is authorized or that a maker’s warranty applies. It also cannot remove every doubt about the source.
| Check | What to ask for | Who reviews it |
|---|---|---|
| Part and packing | Full part number, reel or tray packing, allowed age and sealed moisture-safe packaging. | Hardware Engineer. |
| Who holds the batch | Written stock details, dated label photos, lot numbers, and box markings. | Purchasing and Quality. |
| Tests for this use | Agreed visual, X-ray, marking, or electrical test scope before goods ship. | Quality Engineer. |
| Payment and rejected goods | Stock reservation period, payment conditions, and rules for rejected goods or refunds. | Purchasing and Legal. |
Example: two sellers claim to have stock
This is a made-up example. A buyer needs 3,000 power regulator chips. Seller A offers a low price but asks for full payment within two hours. Seller B costs more and allows time to review its stock records. The buyer checks both offers before deciding; a higher price does not prove that parts are genuine.
The buyer asks both sellers for their source records, stock-control explanation and dated photos. A says an outside broker holds its reels but cannot provide a firm reservation. B identifies the reserved lot and offers supporting records with a forty-eight-hour review window. Neither offer is approved on photos alone. The buyer checks whether the documents actually refer to the parts offered.
The buyer puts A’s offer on hold because the reservation and source questions remain open. It sends B’s records for quality review and agrees on a suitable check plan. B can proceed only if the team accepts the source risk and contract terms. A broker’s role alone is not the reason to reject an offer.
Three checks before paying
1. Match the labels to your parts list
Compare the labels with the approved parts list. Check the full part number, package and any age limits set by your engineer. If they do not match, ask the engineer to review the difference. Do not approve a different part just because its name or photo looks similar.
2. Agree which checks are needed
Ask the quality engineer which checks are needed for this part and its use. Agree on the test provider, sample count, cost and pass limits. Put any payment or shipment conditions in the order before it is signed. Tests can reduce uncertainty, but they cannot make an unknown source equivalent to an authorized one.
3. Agree what happens if the parts fail
Put the key terms in the order. How long will the price stay valid? How long will the seller hold this lot? What happens if the parts fail the agreed checks? Set a process for rejected goods, claims and any refund. Have the right adviser review the terms. A written promise still needs a clear way to enforce it.
Use the deposit milestone checklist to document the payment recipient, conditions and supporting records.
Before you pay: final checks
- Use market forecasts only to flag items on your parts list that need early sourcing review.
- Ask your engineer to confirm the full part number, package, age limits and moisture-safe packing.
- Get written stock details and dated photos of accessible labels and sealed packing.
- Agree on a risk-based inspection and lab test plan with quality engineering before placing the order.
- Agree how long the stock is held, which checks come before shipment, and how rejected goods or refunds will be handled.
JFScope can help collect supplier answers and arrange checks. Appointed third-party providers carry out inspections or lab tests and issue the reports. Your team keeps final technical and buying approval.
Keep reservation details and test reports linked to the exact lot offered. Obtain fresh stock confirmation if that lot changes.
