A sample may look fine on the desk, but that is not a complete approval. Before placing a repeat order, your team needs a simple record of what was checked, what was accepted, and which exact item should be supplied again.
The process does not need to be complicated. Use the same three steps every time and keep the result with your purchasing record.
1. Agree on what the sample should match
Start with the complete endoscope model and part name. Then list the features that matter for your repair process. These may include length, outer and inner diameter, connector shape, material, flexibility, finish, or assembly format.
Use an original part, a drawing, or a previously approved sample as the reference. Avoid instructions such as “same as last time” unless the previous item code and order number are included. People change, emails get lost, and similar parts can be mixed up.
2. Record the sample result clearly
Give the sample a reference number. Take photos of the full part, both ends, and any key detail. Record measured values with units and note the tool used when the tolerance is important.
Your technical team should also record the result of its own fit or assembly check. Use simple words such as accepted, rejected, or accepted with a noted difference. If something needs to change, describe the change with a measurement or marked photo instead of saying “make it better.”
- Supplier item code and sample date
- Scope model and part name
- Photos and key measurements
- Accepted differences or required changes
- Name of the person who approved it
This record also helps the supplier discuss the correct version with the manufacturing partner.
3. Use the approved reference for every repeat order
When you reorder, include the approved sample number, supplier item code, and the last purchase order. Ask whether the specification, material, tooling, or manufacturing site has changed. If there is a change, decide whether another sample check is needed.
Do not mix an approved sample with an unapproved alternative under the same internal stock number. If two versions are acceptable, give each one a clear revision or source reference.
Endotec works with seven long-term manufacturing partners and coordinates different production routes for different parts. A clear approval record helps us return to the correct specification and partner on future orders. It does not replace the buyer’s own inspection or technical approval process.
Evaluating a new sample?
Send us the model, reference part, and the checks your team needs.
