Rice milling machine quote check: Philippines

Put the rice-processing stages on the proforma

Ask for a revised proforma naming the model and identifying the husker, whitener and polisher stages, with any omitted stage marked as excluded. Describe the intended finished rice. State the claimed throughput per hour and whether it means paddy input or finished rice output, alongside the paddy variety, moisture and preparation assumptions. Use the proforma invoice guide for general invoice fields.

Record motor power for the machine and auxiliaries, voltage, phase and frequency. Have your site electrician confirm compatibility with the Manila installation. List screens, sifter, spare husking rollers and belts separately, with specifications, quantities and inclusion or exclusion. Ask which feeding, cleaning and handling equipment is needed to achieve the quoted performance.

Test throughput on the finished machine

Agree a test brief before production using your paddy or an expressly approved equivalent. Record the variety, measured moisture, preparation and machine settings. Identify the finished machine by its rating plate and serial number, and run the processing stages and auxiliary equipment included in your order.

Weigh the paddy fed and the finished rice collected over an agreed timed run. Record stoppages, recirculated material and rejects, then relate the measured weights to elapsed time. Compare the result with the proforma's stated basis and agreed acceptance criteria. The machine throughput guide covers the wider method; a demonstration on another machine does not establish this machine's output.

Measure broken rice separately from capacity

Agree what counts as whole grain and broken rice, where samples will be taken, and how they will be separated. Take representative samples throughout the run rather than letting the seller select a favourable handful. Weigh the separated whole and broken fractions and relate each to the total sample weight.

Keep broken-rice share separate from milling recovery: recovery compares finished rice weight with paddy input weight. Record husk, bran, rejects and retained or recirculated material so missing material is not presented as saleable rice. Retain labelled paddy and rice samples, photographs and the test record. Agree acceptable results and correction followed by retesting before authorising payment.

Replace full pre-dispatch payment with checkpoints

Paying the entire amount before dispatch puts the buyer in the weakest payment position because no unpaid balance remains to support requests for correction. If payment also precedes inspection, you have paid without acceptance evidence. A packing photograph or shipping-document copy does not prove rice throughput or grain quality.

Propose this sequence in writing: deposit before production; pre-shipment inspection with a test run on the finished machine; correction and retesting where needed; balance only after you accept the inspection report; original shipping documents released after the balance clears. Ask the forwarder to confirm the original-document arrangement. These are proposed terms for your purchase, to agree before paying.

Require matching seller, exporter and beneficiary

For this purchase, require the proforma seller, commercial-invoice exporter and bank beneficiary to be the same company. Request its exact Chinese legal name, unified social credit code and readable business licence. Keep the Chinese identity alongside any English name, and resolve name differences through supporting documents before payment.

Arrange an independent comparison with China's National Enterprise Credit Information Publicity System. The official registry could not be opened during this research, so its current search instructions were not verified. A seller's screenshot does not complete that check. Pause payment while identities remain unresolved, and repeat the document comparison against the final invoice before the balance.

Check CIF Manila and the clearance handoff

CIF Manila covers the agreed goods, freight to the named destination port and seller-arranged carriage insurance. Ask for the insurance document and an itemised statement of inclusions. Start with the complete machine package, then add destination costs confirmed by your shipping agent and broker: clearance services, applicable duties and taxes, port handling, possible storage or container-delay charges, inland delivery and site unloading. Check for duplicated charges using consistent packed dimensions and weight. See the Incoterms guide.

Normally, arrange Manila clearance through your licensed customs broker. Send the proforma, machine specification, proposed exporter invoice and packing details before committing. For classification, documents and any destination requirements, check with your licensed customs broker or the Bureau of Customs. Ask what the factory needs to correct before dispatch.

Send the specification, paddy test brief, licence, beneficiary details, draft invoice and CIF inclusions for a quote check. Cambridge China Bridge is a UK company with its own staff in China. Review our company information and the worked router quote-check note. Ask for a written discrepancy list and revised documents before authorising payment.