Whether you are opening a new clinic, restocking a practice or buying for a community health programme, a clear checklist saves money and avoids delays. This guide covers what to decide before you order, how to compare suppliers and how to keep stock flowing.
1. Start with a written list of what you actually need
List every item with the details a supplier needs to quote accurately:
- Product and specification – for example “nitrile examination gloves, powder free, size M” rather than “gloves”.
- Pack size and quantity – boxes of 100, cases of 10 boxes, single units.
- Brand or model, if your clinicians have a preference, and whether an equivalent is acceptable.
- Required-by date and the delivery address.
Separate consumables you reorder often (gloves, dressings, syringes, swabs) from equipment you buy once (examination couches, diagnostic sets, oxygen concentrators). They are planned differently: consumables need reorder levels, equipment needs warranty, servicing and user-training questions answered before you buy.
2. Check that the supplier is licensed
In South Africa, companies that manufacture, import, export, distribute or wholesale medical devices need a medical device establishment licence from the South African Health Products Regulatory Authority (SAHPRA). SAHPRA publishes issued licences on its website, so you can check a supplier before you order. Our article How to check a medical device supplier with SAHPRA explains how.
3. Compare quotations on the same basis
A lower unit price is not always the cheaper order. When you compare quotations, check that each one states:
- the same pack size and quantity;
- whether prices include or exclude VAT;
- delivery or freight costs to your address;
- how long the quotation is valid;
- payment terms and when payment is due.
4. Plan reorders so you never run out
For each consumable, note how many you use in a typical month and how long delivery takes. Reorder when stock falls to roughly the amount you use during the delivery time plus a safety margin. Keeping a simple spreadsheet of these numbers makes repeat ordering much faster – and you can send that same list to a supplier as a bulk request.
5. Keep your paperwork together
Keep quotations, purchase order references, delivery notes and invoices for each order in one place. It makes queries, returns and audits much easier, and for institutions it is usually required by procurement policy.
How Medlive can help
You can add products to an RFQ basket and send one request, or upload your whole list on the Bulk Orders page. Medlive confirms product pricing and shipping in writing before any payment is requested, and payment is by EFT once the total is confirmed.
Sources: South African Health Products Regulatory Authority (SAHPRA) – medical device licensing FAQs.
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