Your FI-1000 sample has been recognized by the equipment and has produced acceptable prints. The next step is to make sure the purchase order identifies the same product you tested.
A quotation that says only “FI-1000 compatible ink cartridges, CMYK” leaves several details unresolved. Which cartridge version was approved? What fill volume is included? How many units of each color are required? Which labels and packing arrangement should accompany the shipment?
This guide explains how to turn an approved sample into a clear specification for a bulk FI-1000 cartridge order.
1. Identify the Approved Sample
Start with the sample reference rather than a new product description written from memory. Keep photographs of the tested cartridge labels and record the supplier's item number, color, sample shipment reference and test date.
Your approval record should also identify the finished printing equipment used for the test. Include the manufacturer, complete model and relevant software or firmware information available to the operator.
A result from one equipment configuration should not automatically be extended to every machine using an FI-1000 engine. If the order will serve several customers or equipment versions, specify which applications have already been checked and which still require confirmation.
What to retain from the sample test
- Photographs of each tested cartridge and its label
- Supplier item number and sample shipment reference
- Equipment manufacturer and complete model
- Tested colors and installation dates
- Media, print settings and representative output files
- Recorded recognition and printing results
2. Put the Product Configuration in Writing
Ask the supplier to confirm the configuration proposed for the bulk shipment. This should identify the cartridge body, ink formulation or product reference, recognition component where applicable, nominal fill volume and included packaging.
The original equipment supply code can help identify the intended application, but it does not replace the compatible supplier's own item number. Keep both references in the order when they are available.
State the fill volume for each color separately. Do not infer the amount of ink from cartridge size, shipping weight or the description “high capacity.” Gross weight includes the cartridge body and packaging and is not a direct measurement of ink volume.
If a component or specification differs from the approved sample, ask for the difference to be identified before order approval. Where the change could affect recognition or printing, agree whether another sample check is needed.
3. List Cyan, Magenta, Yellow and Black Separately
Ordering “50 sets” is convenient, but it can hide the actual quantities needed. For a standard four-color set, write the unit count for each color explicitly:
- Cyan: 50 cartridges
- Magenta: 50 cartridges
- Yellow: 50 cartridges
- Black: 50 cartridges
- Total: 200 cartridges
This is an example, not a recommended stocking ratio. Use your customers' consumption and existing inventory to decide the quantities. If black is ordered in a different quantity, show that difference directly rather than adding an informal note to a set order.
Also confirm whether the shipment should be packed as individual colors or grouped into four-color sets. The same total quantity can require different warehouse handling and carton labels.
4. Agree on Labels and Packing Before Production
Packaging should allow receiving staff to identify the product without opening every protective bag. Agree on the model reference, color marking, unit quantity and any available batch identification to appear on the unit or carton.
For neutral or customer-specific packaging, approve the label artwork and carton marks before production. Make sure the wording describes the compatible product accurately and matches the item names on the purchase order.
Useful packing details to confirm
- Individual protective packaging
- Units per inner box and outer carton
- Single-color or mixed-color carton arrangement
- Model and color markings
- Customer label artwork, if required
- Purchase-order reference and carton numbering
If the cartons will go directly to a freight forwarder, include the forwarder's required marks and receiving instructions in the order.
5. Request a Shipment Record You Can Reconcile
Before dispatch, request a packing list that shows the cartridge model, color, quantity and carton allocation. Check it against the approved purchase order.
Photographs of packed units and labeled cartons can help confirm the packing arrangement. They do not prove cartridge recognition or print performance, so keep them separate from the sample-test approval.
Ask the supplier to retain the connection between the shipment, product version and available production-batch information. This makes a later inquiry easier to investigate if a customer reports a problem with a particular delivery.
6. Check the First Delivery Before Releasing It to Customers
On arrival, compare carton counts and labels with the packing list. Inspect for transport damage and check that the model, colors and quantities match the order.
For the first bulk delivery of a newly approved product, agree on a practical incoming check suited to the order size and customer application. Keep any installation or printing checks consistent with the equipment and workflow used during sample approval.
If a discrepancy appears, retain the affected product, packaging and shipment references. Send photographs and a clear description to the supplier before mixing those units with other stock.
If the equipment does not recognize a cartridge, use our FI-1000 cartridge recognition checklist to collect the error message and installation details.
A Short FI-1000 Purchase-Order Specification
The following fields can be used as a starting point when preparing an order:
- Product: FI-1000 compatible ink cartridges
- Application: equipment manufacturer and complete model
- Approved sample: supplier reference and test date
- Item numbers: separate references for C, M, Y and BK
- Fill volume: confirmed amount for each color
- Quantity: units per color and total units
- Configuration: agreed ink and recognition-component references
- Packing: individual protection, carton arrangement and labels
- Delivery: destination or forwarder details
- Shipment records: packing list and available batch references
Attach the approved sample photographs when possible. They give both purchasing and warehouse teams a visual reference alongside the written specification.
Frequently Asked Questions
Does a successful sample test approve every FI-1000 application?
No. The result applies to the cartridge configuration, equipment and printing conditions that were tested. Confirm additional equipment versions or customer applications separately.
Should I order equal quantities of all four colors?
Only if that matches your stocking requirement. List each color separately and use actual consumption and inventory records to choose the quantities.
Can cartridge weight confirm the ink fill volume?
Gross weight alone cannot establish fill volume because it includes the cartridge body and packaging. Ask for the specified fill volume and the supplier's agreed verification method.
What should I do if the bulk specification differs from the sample?
Identify the difference before approving the order. Ask the supplier to explain its effect and agree whether another sample check is needed.
Prepare Your FI-1000 Inquiry
For a sample or bulk FI-1000 inquiry, send the equipment model, current cartridge photographs, required colors, quantities and packing requirements through the Yescolor quotation form. If a sample has already been approved, include its reference so the proposed order can be reviewed against the tested configuration.
