Direct answer: A procurement-notice and supplier-cooperation page cannot just say "suppliers welcome, please contact procurement." It should state procurement categories and scope, supplier admission and qualification review, the notice/RFQ/comparison process, how quotations relate to contracts, payment terms and settlement, acceptance standards and start points, deposits and guarantees, integrity and whistleblowing channels, and what must not be published. Otherwise, when a supplier asks "how do I register, what qualifications, how soon payment, how long acceptance, can I use a bank guarantee, who do I complain to," the answer is a phone transfer.
This guide is for procurement, supply-chain, finance, legal, quality, and website teams at manufacturers in Changzhou and nearby industrial areas. It explains how to build and accept a procurement-notice and supplier-cooperation page. Information is current to 2026-11-02. It is a review of public regulations and project practice, not tender, contract, financial, or legal advice; specific procurement methods, payment terms, acceptance, deposits, and disputes depend on the contract, company policy, and applicable law.
A procurement notice is usually an "invitation to make an offer," not an offer: the supplier's quotation is the offer, and the buyer's confirmation/award notice may constitute acceptance. Payment terms need a clear start point: large enterprises buying from SMEs generally pay within 60 days of delivery; where acceptance is agreed, the period starts on acceptance, and delayed acceptance starts from the agreed deadline. Suppliers may not be forced to accept commercial bills or other non-cash payment, and "pay the supplier after we are paid by a third party" is not allowed.
How does the procurement page relate to supplier-onboarding, code-of-conduct, RFQ, and consigned-material pages?
The supplier-onboarding page answers "how to register and what documents to submit"; the code-of-conduct page answers "our requirements on labour, safety, environment, and ethics"; the customer-RFQ/quotation page answers "how we quote when a customer asks and what the price includes"; the consigned-material page answers "how customer-supplied material is managed"; the procurement-notice and supplier-cooperation page answers "what we buy, how we select, how we publish notices, how we pay, how we accept, how to complain." The procurement page is the entry and rules; onboarding is the document list; the code is the baseline. They must link to each other.
The common break is: the page says only "welcome to cooperate," with no categories or thresholds; a notice has no contact, deadline, or document-access method; an RFQ omits tax/freight/validity; contract payment terms contradict the page; acceptance standards are vague and acceptance drags; suppliers are forced to accept commercial acceptance bills; deposits are cash-only and not refunded; there is no whistleblowing channel. A page that states categories, admission, process, payment, acceptance, deposits, and integrity lets suppliers come and know what to do.
| Page/entry | Answers | Audience | Cannot replace |
|---|---|---|---|
| Procurement/cooperation page | Categories, admission, process, payment, acceptance, integrity | Suppliers, procurement | Tender documents and contract |
| Supplier onboarding | Registration, documents, audit questionnaire | Suppliers | Project-specific qualification |
| Code of conduct | Labour, safety, environment, ethics | Suppliers | Procurement process and payment |
| Customer-RFQ/quotation page | Quote fields, tax, validity | Customers, sales | Evaluation/award rules |
| Consigned material | Receipt, storage, use, return of customer material | Customer, warehouse | Procurement payment |
This page map is editorial; the legal nature of a procurement notice is in Article 473 of the Civil Code.
How should procurement categories and scope be described?
Classify by direct materials, indirect materials, equipment/spares, subcontract processing, works/services, logistics/warehousing, and IT/office; for each, state typical items, annual spend range (optional), supplier type, certification requirements, and delivery characteristics. Categories must match the procurement policy, supplier database, and RFQ templates; avoid "all kinds of materials," which cannot be executed. New suppliers see the category first, then the threshold, and know whether they fit.
Respect the disclosure boundary: publish "what we buy," not "usage, price, and supplier list for each item"; publish an annual spend range, not the budget or reserve price. For military, export-controlled, or customer-designated materials, follow confidentiality requirements. A category page works best with a supplier self-matching entry: choose category → see admission criteria → submit documents.
| Category | What to state | Evidence/asset | Common gap |
|---|---|---|---|
| Direct materials | Typical items, certifications, delivery | Category list | "All materials" |
| Indirect materials | Consumables, packaging, auxiliaries | List | Not classified |
| Equipment/spares | Models, spares, service | Equipment list | No threshold |
| Subcontract | Process, capacity, quality | Process list | No requirements |
| Works/services | Scope, qualifications, safety | Qualification list | Safety omitted |
| Logistics/warehousing | Routes, lead time, insurance | Route table | No lead time |
This classification is editorial; specific scope follows the procurement policy and budget.
How should supplier admission and qualification review be described?
Admission criteria include: business licence and scope, industry qualifications/permits, quality system (e.g., ISO 9001), EHS requirements, capacity and equipment, track record and customer references, financial/credit standing, and confidentiality/integrity undertakings. State "what to submit, who reviews, how long, how the result is notified"; in tendering, the inviter may require qualification documents and track record and conduct qualification review, but may not restrict or exclude potential bidders with unreasonable conditions.
Admission is not "lifetime membership": state annual re-review, performance rating, downgrade/exit; new suppliers need samples/pilot runs/site audits; critical categories need a second source. The page can provide a "document list + review time + notification method," but must not promise "submit and pass." Where the customer designates a supplier, explain the customer approval process.
| Item | What to state | Evidence | Common gap |
|---|---|---|---|
| Legal entity | Licence, scope, credit | Documents | Scope unchecked |
| Industry qualification | Permits, certificates, test reports | Certificates | Expired |
| System/EHS | ISO 9001, EHS requirements | Certificate/questionnaire | Collected, not reviewed |
| Capacity/equipment | Capacity, key equipment, process | Site/list | Verbal only |
| Track record | Similar customers, cases | Contract/proof | Unverified |
| Confidentiality/integrity | NDA, integrity undertaking | Signed copy | Not signed |
| Re-review/exit | Annual review, rating, exit | Policy | Lifetime membership |
These criteria are editorial; qualification review is in Article 18 of the Tendering Law.
What should a procurement/tender notice contain?
For public tendering, a tender notice must be published and state the inviter's name and address, the nature, quantity, place, and time of the project, and how to obtain the tender documents. Tender documents must include technical requirements, qualification review criteria, quotation requirements, evaluation criteria, and the main contract terms; they must not specify a particular supplier or contain content that favours or excludes potential bidders. The notice should also state contact, deadline, Q&A method, and supervision channel.
Voluntary tendering (where tendering is not legally required) can follow the same elements to ensure openness, fairness, impartiality, and good faith. Publish through a fixed channel (website column/procurement platform/designated media) and keep historical notices; changes/clarifications must be notified in writing to all recipients sufficiently before the deadline. A notice is not an advertisement: state "how to bid, what to bid, when it closes," not "welcome to talk."
| Element | What to state | Basis | Common gap |
|---|---|---|---|
| Inviter | Name, address, contact | Art. 16 | Email only |
| Project | Nature, quantity, place, time | Same | Vague |
| Documents | Time, place, method, fee | Same | Unclear |
| Qualification/evaluation | Review and evaluation criteria | Art. 19 | Not published |
| Contract terms | Main terms, payment, acceptance | Art. 19 | After award |
| Fairness | No named supplier, no exclusion | Arts. 18, 20 | Tailored terms |
| Changes/Q&A | Timing, method, recipients | Art. 23 | Oral answers |
Notice elements are in Articles 16, 18–20, and 23 of the Tendering Law.
How should RFQ, quotation, and comparison be designed?
An RFQ should state: item/service, specification/drawing revision, quantity, delivery place and time, tax-inclusive or exclusive, freight/packaging, payment method, quotation validity, currency and exchange-rate basis, warranty, spares, tooling cost, and quotation deadline. Quotations should use one template for comparison; compare total cost of ownership (price + freight + quality + lead time + service), not unit price alone. Attach "quotation instructions" and a "deviation table" so suppliers can flag deviations.
A quotation is usually an offer: specific and definite, showing that acceptance binds the offeror; a procurement/RFQ notice is usually an invitation to make an offer. Once accepted, a contract may be formed; the RFQ should state "the buyer may reject any quotation," the validity period, and the acceptance method. Keep comparison records: who was invited, how many responded, the comparison table, and the award rationale; where tendering applies, follow the tender procedure and do not use RFQ to circumvent it.
| Stage | What to state | Evidence | Common gap |
|---|---|---|---|
| RFQ | Spec, quantity, lead time, place | RFQ form | Oral RFQ |
| Price basis | Tax, freight, currency | Quotation | Mixed basis |
| Validity | Quote validity, FX basis | Quotation | No validity |
| Deviations | Spec/payment/lead-time deviations | Deviation table | Assumed compliance |
| Comparison | TCO, scoring, rationale | Comparison table | Unit price only |
| Records | Invited, received, decided by | Procurement record | No trail |
This design is editorial; offer and invitation to offer are in Articles 472 and 473 of the Civil Code.
How should payment terms and settlement be stated?
State the payment start point (delivery/acceptance/reconciliation), the term (e.g., 30/60/90 days), the settlement method (wire/acceptance bill/e-voucher), invoice type and timing, reconciliation cycle, and late-payment interest. Under the Regulation on Ensuring Payments to Small and Medium-sized Enterprises, a large enterprise buying from an SME should generally pay within 60 days of delivery; where acceptance is agreed, the period starts on acceptance, and delayed acceptance starts from the agreed deadline; payment may not be conditioned on receiving a third party's payment, and SMEs may not be forced to accept commercial bills or e-vouchers.
"90-day month-end" and "pay after we are paid" are high-risk: if the buyer is a large enterprise and the supplier an SME, they may violate the Regulation; even if not applicable, follow industry norms and trade practice. State late-payment interest: if agreed, not lower than the one-year LPR at contract conclusion; if not agreed, 0.05% per day. Payment terms must match the contract, order, and reconciliation—not 60 days on the website and 120 in the contract.
| Clause | What to state | Basis | Common gap |
|---|---|---|---|
| Start point | Delivery/acceptance/reconciliation | Arts. 9, 10 | Vague |
| Term | 30/60/90 days, applicability | Art. 9 | Over 60 days |
| Acceptance start | Acceptance period; delay counts from deadline | Art. 10 | Delayed acceptance |
| Third-party payment | Not a condition | Art. 9 | Back-to-back |
| Non-cash | No forced bills/e-vouchers | Art. 11 | Forced bills |
| Late interest | ≥LPR / 0.05% per day | Art. 17 | Not stated |
| Invoice/reconciliation | Type, timing, cycle | Contract | Inconsistent |
Payment requirements are in Articles 9–11 and 17 of the Regulation; applicability depends on the buyer's and supplier's size.
How should acceptance standards and quality clauses be stated?
Acceptance should state: basis (drawing/standard/sample/technical agreement), sampling plan (AQL/full inspection), decision rules, location, acceptance period, nonconformity handling (rework/concession/return), re-inspection cost, and quality responsibility period. The acceptance period must be clear and reasonable; where acceptance is a payment condition, the payment period starts on acceptance, and a buyer that delays acceptance starts from the agreed deadline. Acceptance is not "looks about right"—it needs records and signatures.
"Payment after acceptance" is fine; the problem is vague standards and endless delay. The page should describe the flow and timeline: arrival → document check → sampling/testing → decision → record → warehouse/return; nonconformity needs written notice and a correction deadline. Quality clauses must link to warranty, after-sales, and claims—not just "three guarantees" on the procurement page.
| Item | What to state | Evidence | Common gap |
|---|---|---|---|
| Basis | Drawing/standard/sample/agreement | Document | Oral standard |
| Sampling | AQL/full inspection, sample size | Sampling plan | Arbitrary |
| Decision | Accept/concession/return | Inspection record | No record |
| Period | Days, start point | Procedure | Indefinite |
| Nonconformity | Notice, correction, re-inspection cost | Notice | Return only |
| Quality responsibility | Warranty, claims, traceability | Contract | Disconnected |
Acceptance and payment start are in Article 10 of the Regulation; specific standards follow the contract and technical agreement.
How should deposits and guarantees be agreed?
A deposit needs a legal or contractual basis: in construction, other than the legally established bid deposit, performance deposit, quality deposit, and migrant-worker wage deposit, no other deposit may be charged; ratios and methods must comply. Public institutions, government bodies, and large enterprises may not limit deposits to cash; where an SME provides a bank or insurance guarantee, it must be accepted; after the guarantee period, the deposit must be reconciled and refunded promptly. State which deposits, ratios, forms, refund timing, and conditions.
"Cash only, no refund" is a common complaint. Suppliers may use bank or insurance guarantees instead of cash; a buyer cannot refuse on "internal rules." The page can state "bank/insurance guarantees accepted" with format requirements and refund principles; for bid deposits, state forfeiture conditions (e.g., withdrawing a bid, refusing to sign after award).
| Type | What to state | Basis | Common gap |
|---|---|---|---|
| Bid deposit | Amount/ratio, form, refund | Tender documents | Cash only |
| Performance deposit | Ratio, period, refund | Contract | No refund |
| Quality deposit | Ratio, defect liability period | Contract | Indefinite hold |
| Other deposits | Legal basis? | Art. 13 | Arbitrary names |
| Guarantees | Bank/insurance guarantee accepted | Art. 13 | Refused |
| Refund | Timing, conditions, process | Contract | Delayed |
Deposit rules are in Article 13 of the Regulation; specifics follow the project type and contract.
How should the procurement system and data connect?
The procurement page is not an isolated brochure; it should connect with the SRM/ERP/supplier portal: notice publication, supplier registration, document upload, RFQ/quotation, order/contract, delivery/acceptance, reconciliation/payment, and performance evaluation—ideally in one entry or at least interlinked. Telling suppliers "where to register, where to quote, where to check orders/reconciliation, whom to ask" is more useful than "welcome to cooperate." Before a system is live, use email/forms to form a minimal loop and keep records.
Data connection needs permissions and confidentiality: suppliers see only their own quotations, orders, and reconciliation; procurement staff see per role; notices are public, quotations confidential, and the evaluation process is not public. System migration must retain history (notices, quotations, contracts, reconciliation) so "a new system loses the data" does not happen. The page can provide a "supplier guide/FAQ" to reduce repeated inquiries.
| Stage | What to do | Evidence | Common gap |
|---|---|---|---|
| Notice | Publish on website/portal, history searchable | Notice record | WeChat groups only |
| Registration/documents | Online submission, status visible | System record | Email back-and-forth |
| RFQ/quotation | Template, deadline, deviations, trail | System record | Oral quotes |
| Order/contract | Consistent with quotation/award | Order/contract | Two data sets |
| Delivery/acceptance | Arrival, inspection, decision, warehousing | Acceptance record | Not in system |
| Reconciliation/payment | Statement, invoice, payment status | Records | Cannot check |
| Performance/permissions | Rating, access, history retained | Evaluation/access | Lost on migration |
System connection is editorial; specifics follow the company's SRM/ERP/portal and access policy.
How should integrity, conflicts of interest, and whistleblowing be stated?
The procurement page needs integrity clauses: prohibit commercial bribery, kickbacks, excessive gifts/entertainment, undisclosed related-party transactions, and bid rigging; require suppliers to sign an integrity undertaking and disclose family/interest relationships with procurement staff; provide an independent whistleblowing channel (email/phone/platform) with confidentiality and non-retaliation commitments. Handling needs a process and timeline—not a mailbox that never replies.
Integrity is not a wall slogan: state prohibited conduct, disclosure obligations, consequences (disqualification, termination, blacklist), whistleblower protection, and investigation procedure. The supplier code page states "requirements"; the procurement page states "how to report and how it is handled." Employee violations are handled under company policy and law; individual cases are not disclosed publicly.
| Item | What to state | Evidence | Common gap |
|---|---|---|---|
| Prohibited conduct | Bribery, kickbacks, bid rigging, related parties | Policy | Slogan |
| Disclosure | Conflicts, family relationships | Disclosure form | Not disclosed |
| Undertaking | Integrity/sunshine agreement | Signed copy | Not signed |
| Whistleblowing | Channel, confidentiality, protection | Page/record | Email only |
| Handling | Intake, investigation, feedback, timeline | Process | No reply |
| Consequences | Disqualification, termination, blacklist | Policy | Not enforced |
These requirements are editorial; specifics follow the company compliance policy, contract, and applicable law.
What should the page say, and what must not be published?
A public page should include: procurement categories, admission criteria and process, notice/RFQ entry, quotation instructions, payment and settlement, acceptance standards, deposits and guarantees, integrity and whistleblowing, and contacts. Do not publish: budget/reserve price, evaluation details, other suppliers' quotations, supplier trade secrets, reasons for rejection (notify separately), customer-designated material information, or export-controlled/military procurement. Notices may be public; the evaluation process may not.
The page exists to let suppliers know how to cooperate and to reduce repeated communication—not to put the entire procurement process online. Wording should be precise: "per the tender documents/contract," "subject to the actual notice"—not "win guaranteed" or "unconditional 30-day payment" if untrue. The procurement page should connect to the supplier portal/SRM: notice, registration, quotation, and reconciliation form a loop.
| Module | What to write | Evidence/asset | Common gap |
|---|---|---|---|
| Categories | Classification, typical items, requirements | Category list | "All materials" |
| Admission | Documents, review, timing, result | List/process | No threshold |
| Notice/RFQ | Elements, entry, deadline, Q&A | Notice template | Incomplete |
| Payment | Start, term, method, interest | Contract/policy | Contradicts contract |
| Acceptance | Basis, sampling, period, nonconformity | Process | Vague |
| Deposits | Type, ratio, guarantee, refund | Policy | Cash only |
| Integrity/reporting | Prohibited conduct, channel, handling | Policy/page | Email only |
| Boundaries/links | No budget/evaluation/quotes; onboarding/code reachable | Access control | Over-disclosure |
These modules are editorial; public scope, supplier data, and wording follow confidentiality and legal advice.
Go-live acceptance checklist
Ten checks: categories, admission and qualification review, notice elements, RFQ/comparison, payment terms, acceptance standards, deposits/guarantees, integrity/reporting, system integration, and public boundaries plus links. Each needs an owner, evidence, and review date. The pass condition is not "the page says welcome," but that a supplier can register, quote, know when payment is due, how acceptance works, and where to complain.
Before go-live, run one real category through: browse category → submit admission documents → receive RFQ → quote → compare → award → contract → delivery → acceptance → payment → evaluation. Any step that fails is a gap in the page or the process.
| Check | Pass condition | Evidence | If it fails |
|---|---|---|---|
| Categories | Classification, typical items, requirements | List | Add classification |
| Admission | Documents, review time, result, re-review | Process/records | Add process |
| Notice | Inviter, project, documents, qualification/evaluation | Template | Add elements |
| RFQ/comparison | Consistent basis, deviations, TCO, trail | RFQ/comparison | Fix template |
| Payment | Start point, term, non-cash, late interest | Contract/policy | Fix clauses |
| Acceptance | Basis, sampling, period, nonconformity | Process/records | Add standards |
| Deposits | Lawful types, guarantees accepted, timely refund | Policy | Fix rules |
| Integrity | Prohibited conduct, disclosure, reporting, handling | Policy/page | Add channel |
| System | Notice/registration/quotation/reconciliation loop | Screenshot | Integrate |
| Boundaries/links | No budget/evaluation/quotes; onboarding/code reachable | Page test | Remove/fix |
This checklist is editorial; specific procurement, payment, acceptance, deposits, and integrity follow the law, contract, and company policy.
Who should read this, who should not, and what decisions does it support?
It suits manufacturers in Changzhou and nearby areas with regular external purchasing, a supplier database, tender/RFQ processes, or customer-designated materials—especially equipment, auto parts, electronics, chemical materials, and engineering; it also suits SMEs wanting to enter large manufacturers' supply chains. It does not suit self-sufficient businesses with no external purchasing, or teams wanting one page to replace tender/contract documents.
Read it if you are in procurement, supply chain, finance, legal, quality, or a website vendor; you are building a procurement-notice page, supplier portal, RFQ template, or payment policy; or you need to answer "how to qualify, how to publish, how to compare, how soon payment, how to accept, which deposits, how to report." Skip it if you treat the procurement page as a recruitment ad, use back-to-back clauses to shift payment risk, or want a page promising "win guaranteed/unconditional payment." It supports self-review of categories, admission, notices, RFQ, payment, acceptance, deposits, integrity, and boundaries.
Lingyi Information is a website development and enterprise AI project provider, not a tender agent, procurement consultancy, law firm, or financial adviser. This article is not a substitute for tender, contract, financial, or legal advice. Changzhou projects are delivered remotely or on site as confirmed per project; Lingyi is one candidate, does not claim a local office or team, and does not promise award, payment, conversion, or inquiries.
FAQ
Is a procurement notice an offer or an invitation to offer?
Usually a tender/procurement notice is an invitation to make an offer—i.e., it invites suppliers to make offers; a supplier's quotation is usually an offer; the buyer's confirmation/award notice may constitute acceptance. It depends on the content and legal nature; the notice should state "the buyer may reject any quotation" and the quotation validity.
How long does a large enterprise have to pay an SME?
Under the Regulation on Ensuring Payments to SMEs, a large enterprise buying goods, works, or services from an SME should pay within 60 days of delivery; where the contract provides otherwise, follow it, but the term must be reasonable under industry norms and trade practice, and may not be conditioned on receiving a third party's payment or on a third party's payment progress.
What if acceptance is delayed?
The contract should set a clear, reasonable inspection/acceptance period; where acceptance is a payment condition, the payment period starts on acceptance; if the buyer delays acceptance, it starts from the agreed acceptance deadline. The supplier should keep delivery, inspection-request, and reminder records.
Can suppliers be forced to accept commercial acceptance bills?
No. The Regulation provides that commercial bills, accounts-receivable e-vouchers, and other non-cash payment methods must be clearly and reasonably agreed in the contract, may not be forced on SMEs, and may not be used to indirectly extend the payment period.
Which deposits may be collected, and must cash be accepted?
In construction, other than the legally established bid, performance, quality, and migrant-worker wage deposits, no other deposits may be collected; deposits may not be limited to cash, and bank/insurance guarantees provided by SMEs must be accepted; after the guarantee period, reconcile and refund promptly. Specifics follow the project type and contract.
Should the procurement page publish the budget and award price?
Budget, reserve price, and evaluation details need not be public; categories, admission criteria, notice elements, payment and acceptance rules, and reporting channels can be. Award results may be announced per company policy or regulator requirements, but other suppliers' quotations and trade secrets must not be disclosed. Customer-designated, export-controlled, or military procurement follows confidentiality requirements.
One-sentence takeaway
A Changzhou manufacturer's procurement-notice and supplier-cooperation page should not say "welcome to cooperate." It should turn categories, admission, notices, RFQ, payment, acceptance, deposits, integrity, and public boundaries into a verifiable checklist—so a supplier can register, quote, know when payment is due, how acceptance works, and where to complain.
Method and limitations
This is a review of public regulations and project practice, not legal or financial advice on any company's procurement process, tender documents, payment terms, or supplier review. No undisclosed supplier lists, quotations, contracts, or payment data were used. Categories, checklists, processes, and the acceptance checklist are editorial suggestions, not tender, contract, financial, or legal conclusions. Specific procurement methods, payment terms, acceptance, deposits, and disputes depend on the law, contract, and company policy.
Sources and scope
Information is current to 2026-11-02. The following are public official/primary pages; their scope, version, and wording control.
- Regulation on Ensuring Payments to Small and Medium-sized Enterprises (State Council Order No. 802, revised 18 October 2024, effective 1 June 2025): Ministry of Ecology and Environment (State Council text reprint). 30-day (max 60) payment for government bodies/public institutions and 60-day for large enterprises, prohibition of third-party payment conditions (Art. 9), acceptance start and delayed acceptance (Art. 10), non-cash payment (Art. 11), audit results (Art. 12), deposits and guarantees (Art. 13), limits on refusal reasons (Art. 14), payment of undisputed parts (Art. 15), receivables confirmation (Art. 16), late interest (Art. 17), annual report disclosure (Art. 18).
- Tendering and Bidding Law of the PRC (2017 amendment): MOFCOM Global Law Database (legal text). Openness, fairness, impartiality and good faith (Art. 5), tender notice elements (Art. 16), qualification review and non-discrimination (Art. 18), tender document content (Art. 19), no named supplier (Art. 20), no disclosure of potential bidders (Art. 22), clarifications (Art. 23), bidding period (Art. 24), award notice and contract (Arts. 45, 46).
- Civil Code of the PRC, Articles 471–473: Cyberspace Administration of China. Methods of contract formation, elements of an offer, invitation to make an offer (tender notices, auction notices, commercial advertisements, price lists, etc.), and when commercial advertising constitutes an offer.