A clear procurement process connects the display you evaluate with the equipment that arrives on site. Whether you need digital signage, touch monitors, or conference displays, define the configuration and acceptance process before approving a bulk order. The following checklist can be adapted for a single location or a staged rollout.
1. Prepare a request for quotation
An RFQ, or request for quotation, should describe the application as well as the product. Include site photographs or installation drawings when available. Ask suppliers to identify assumptions instead of filling gaps silently.
- Application: Content type, user interaction, location, and operating schedule.
- Display: Preferred size, orientation, resolution, and readability requirements.
- Integration: Required inputs, touch connection, computing configuration, and network access.
- Installation: Cabinet dimensions, bracket or stand, cable routing, ventilation, and service access.
- Order: Sample quantity, proposed batch quantity, delivery location, and target installation date.
- Handover: Documentation, accessories, software access, and support requirements.
2. Make quotations comparable
Give each supplier the same requirement list. Ask them to state the exact proposed model and configuration and to identify any items that are not included. Separate sample costs, hardware, optional accessories, software charges, packaging, and delivery charges.
For customization, list each requested change individually: cabinet color, logo artwork, mounting dimensions, connectors, startup content, or packaging. Ask about feasibility, any development or tooling charge, minimum quantities, sample revisions, and the effect on timing. Do not treat a general OEM/ODM statement as confirmation that every requested change is available.
3. Agree on sample acceptance before testing
Create a test sheet with a pass condition and evidence column for every requirement. Use the intended content, connected devices, and mounting orientation. Agree on test duration and any acceptable cosmetic or pixel defects before inspection rather than deciding only after the sample arrives.
- Check the model label, supplied accessories, cabinet dimensions, and visible condition.
- Display representative content and inspect readability and image consistency.
- Test every required input and the full touch area, where applicable.
- Check the agreed startup, playback, and network recovery behavior.
- Record software versions and configuration settings.
- Photograph the packaging and confirm the unpacking and installation instructions.
4. Close issues and freeze the configuration
Keep a single issue list showing the observation, proposed correction, owner, and retest result. Approve the sample only when essential requirements are met. Record the final configuration and any agreed deviations, and retain photographs and test records with the order documents.
Ask the supplier to notify you before substituting components or changing software that may affect compatibility. If a change is proposed, decide whether another sample or a targeted retest is needed before the batch proceeds.
5. Plan batch inspection and handover
Agree on how production units will be checked against the approved sample, what inspection records will be supplied, and how discrepancies will be handled. For a multi-site rollout, consider receiving and testing an initial group before scheduling all installations.
The handover package should identify the delivered configuration, serial numbers where available, accessory list, installation instructions, administrator credentials delivered through an agreed secure method, and support contacts. Confirm the process for reporting damage or faults and obtaining replacement parts.
Ready to prepare your RFQ?
Contact our team with your application, quantity, destination, required configuration, and target schedule. A precise brief helps resolve open questions before sampling and supports a more predictable purchasing process.