You order ten thousand bottles and receive nine thousand seven hundred, or ten thousand two hundred. The dispute starts: who bears the difference, and are you invoiced for the ordered or the delivered quantity? In manufacturing, the actual quantity never matches the purchase order exactly, so the tolerance rule must be written before production starts, not after. This article covers why the gap happens, how to word the percentage and the counting method, and how to run partial shipments without upsetting customs and payment.
Why does the delivered quantity differ?
- Filling loss: some oil stays in lines, pumps and the filling tank.
- Rejected bottles: glass, cap or label defects removed at inspection.
- Batch size: it may suit the factory to complete a full batch rather than stop at an exact number.
- Carton packing: quantities may round to a full carton.
- Unit of measure: ordering by kilo, litre or unit differs; see our quantity calculation guide.
What percentage is reasonable?
There is no universal figure, and any number presented as a fixed standard should be verified. The tolerance is agreed between the parties and depends on order size, bottle type and the complexity of filling and printing. Smaller orders feel fixed losses more. Ask the factory to state the tolerance in writing in the quotation rather than assuming it.
Clauses to put in the purchase order
| Clause | What to clarify |
|---|---|
| Tolerance | Percentage over and under, and whether they are equal |
| Counting basis | Sellable units, weight or volume, before or after inspection |
| Invoicing | Ordered or actually delivered quantity |
| Overage | Right to refuse it and the price applied |
| Shortage beyond tolerance | Top-up, credit or cancellation |
| Leftover materials | Who owns surplus labels and boxes |
The key rule: invoice the quantity actually delivered within the agreed tolerance, and record the final count on the packing list.
How tolerance affects your numbers
If your plan depends on an exact count (pre-orders, a launch), work from the minimum acceptable quantity, not the requested one: will stock last until the next order? Do not confuse tolerance with minimum order quantity; the latter is the smallest run the factory accepts, the former is the margin around the agreed quantity. See also how we work.
Partial shipments: benefits and costs
You may want them to spread receiving over months, because part of the order is ready earlier, or because storage is tight. But splitting has costs:
- Multiple freight charges: a higher per-unit cost, as you see when comparing full and shared containers.
- Repeated customs paperwork: each shipment needs its own invoice, packing list and declaration.
- Different batches: lot numbers must be recorded per shipment.
- Payment complexity: per shipment or one up-front deposit; see export payment terms for cosmetics.
Practical rules for partial shipments
- Agree in writing the number of shipments, approximate dates and quantities before production.
- Ask for a separate invoice and packing list for each, with lot numbers.
- Decide who pays storage of the balance and for how long.
- Cover delays in later shipments and apply the same quality specification to each.
- Inspect every shipment on arrival as a separate order.
- Calculate landed cost per unit for each split scenario before deciding.
FAQ
Can I refuse the extra quantity?
It depends on your purchase order. State whether you accept overage within the tolerance, at what price, and whether you may refuse anything beyond it.
Do I pay for ordered or delivered quantity?
Clearest is the quantity actually delivered at the agreed unit price, documented on the packing list. Agree this before production.
Does tolerance replace the minimum order quantity?
No. They are two different concepts.
Does the percentage change with order size?
Often yes, since fixed filling losses weigh more on small orders. Ask for the figure that fits your volume.
Put the numbers in writing before production
A clear clause on tolerance, counting basis and shipment schedule takes minutes to write and saves weeks of emails. Tell us your target quantity and whether you prefer one shipment or several. Request a quote or contact us.
