Starting Long-term Wholesale Cooperation with Nakajima
NAKAJIMA SYOUJI CO., LTD provides Japanese product sourcing and export services to overseas wholesalers, distributors, trading companies, physical retailers, online stores, and established social-media or live-commerce sellers with stable sales capabilities.
Our long-term B2B model combines prepaid purchasing funds with a purchasing and reservation limit. After passing the application review and making the initial prepayment, new customers may purchase in-stock or reserved goods against a quotation. As the relationship develops, Nakajima may recognize a customer as established, grant SFE inquiry access, and remove the per-order quotation step.
In this guide, “business days” means business days in Japan, excluding weekends and Japanese public holidays. All quotations, invoices, payments, freight charges, and refunds are settled in Japanese yen (JPY).
Trading Process
1. Submitting a Trading Application
Please provide the following information when submitting an application:
- Registered company name and address
- Company registration certificate
- Contact person, registered email, and other contact details
- Company website, online store, or social media sales page
- Main target countries for sales, sales channels, and product categories
- Estimated purchase amount
- Actual import experience
- Import permits or other required documents from the destination country (if applicable)
Nakajima reviews the application documents, sales capability, import experience, and suitability for long-term cooperation. Review may take up to 10 Japanese business days. The result will be approval, a request for additional information, or rejection.
Upon approval, Nakajima will manually send bank account details and instructions for the first advance payment. Submitting an application does not signify a trading relationship has been established, nor guarantee any product inventory or pricing.
2. Paying the First Advance Purchase Payment
The minimum initial prepaid purchasing amount is 200,000 JPY. Customers may pay a higher amount. Payment is made by bank transfer, and each party bears the fees charged by its own bank.
The remittance information must accurately identify the applying company, contact person, registered email address, and payment amount. Nakajima credits the actual JPY amount received by its bank and sends receipt and balance confirmation within 3 Japanese business days.
Advance Purchase Payment:
- Can be used for goods payments and international shipping fees
- No expiration date
- Does not accrue interest
- Belongs solely to the applying company, cannot be transferred to another company or individual
- Can be replenished as needed based on subsequent purchases
- Does not represent Nakajima's guarantee of product inventory, pricing, or delivery time
3. Obtaining a Purchasing and Reservation Limit
After making the minimum initial prepayment, a new customer receives a purchasing and reservation limit based on the remaining prepaid balance and cumulative historical goods payments. This is the combined exposure limit for in-stock purchases and reserved goods; it is not additional cash or a loan.
Calculation Method:
Purchasing and Reservation Limit = Remaining Prepaid Balance × 400% + Cumulative Historical Goods Payments × 10%
For example, a new customer that prepays 200,000 JPY and has no transaction history initially receives a combined purchasing and reservation limit of up to 800,000 JPY.
If 800,000 JPY of purchased and reserved goods all arrive, the 200,000 JPY prepayment is applied and the customer pays the remaining 600,000 JPY. After settlement, the prepaid balance is zero and cumulative historical goods payments are 800,000 JPY, creating a new limit of 80,000 JPY. The customer may also add more prepaid funds to increase the available limit.
When an order is confirmed, its estimated value first occupies the purchasing and reservation limit. Once the goods reach Nakajima’s warehouse, settlement is based on the actual quantity received and the applicable price. If the available limit is insufficient, the customer must add prepaid funds before procurement begins.
4. Quotation and Order Placement
New customers should provide:
- JAN
- Product name
- Quantity ordered
Nakajima’s quotations typically list the unit price, quotation validity period, and estimated delivery time. The validity period is uniformly 7 days. Estimated delivery times indicate approximate timelines but are not guaranteed delivery dates.
Customers can confirm quotations via registered email or designated shared cloud storage. Upon confirmation, Nakajima will start procurement; confirmed orders that have already started cannot be canceled.
Manufacturer stock, prices, minimum order quantities, and delivery schedules may change. A price change after order confirmation does not require a new quotation or reconfirmation; final settlement follows the actual procurement and arrival conditions.
There is no separate minimum amount for later orders, but quantities must follow the manufacturer’s published minimum order quantity or shipping unit. The quantity received may therefore exceed the quantity entered by the customer, and charges are based on the actual quantity received.
5. Mature Customer Process
Customers who can independently estimate order amounts based on publicly available retail prices and fixed discounts without needing individual quotations are recognized as mature customers by Nakajima.
Mature Customers:
- Submit orders via designated shared cloud storage
- Orders submitted are considered confirmed, with procurement starting immediately; no additional quotations required
- Estimate order amounts but final settlement is based on actual amounts
- Obtain SFE system login permissions
- Can view arrival and billing information in SFE, including historical bills
The SFE advance purchase balance query function is still under development and not yet available to customers. The SFE account is limited to the applying company and designated contacts; it cannot be transferred or shared with third parties. If SFE functionality is temporarily unavailable, no alternative channels are provided.
6. Arrival, Billing, and Payment
Nakajima warehouse arrival confirmation checks only JAN and quantity, not product quality, function, or completeness. As long as the JAN matches, goods will still be delivered even if the manufacturer changes packaging, color, specifications, or accessories.
Nakajima prepares invoices based on actual arrivals. Goods are settled according to their actual quantities and applicable prices. Customers must complete payment within 3 working days of receiving the amount due notice.
International remittances are considered timely based on the date and time when the bank generates the remittance voucher, not when funds later arrive in Nakajima’s bank account. Customers must submit the remittance voucher through designated channels within the specified period.
If customers fail to pay after multiple manual reminders, Nakajima may terminate cooperation unilaterally. Confirmed and reserved orders must still be fully completed and settled before any remaining advance purchase balance can be refunded.
7. Supply Changes and Reservation Orders
- A manufacturer delay generally does not allow the customer to cancel a confirmed order.
- If a manufacturer discontinues a product or cancels supply, the undelivered portion is automatically canceled and the related amount is restored to the customer’s prepaid purchasing balance.
- If actual arrival quantities fall short of confirmed quantities, undelivered portions typically remain as reservation orders.
- When original products are unavailable, Nakajima generally does not offer alternative product suggestions.
- Customers can contact Nakajima before procurement begins to negotiate order modifications; once procurement starts, cancellations are not allowed.
Waiting for consolidated shipments is not subject to a unified storage period as long as it remains within the customer’s advance purchase balance and procurement quota.
8. Packaging and International Shipping
When goods are ready or customers decide to ship, Nakajima packages them and informs of final international shipping fees. International shipping fees can be deducted from the advance purchase balance; if insufficient, customers must replenish funds before shipment.
Nakajima may recommend international shipping methods and carriers, but the customer decides and bears the costs. Standard shipping documents include order forms, commercial invoices, and packing lists; country of origin certificates may be issued as needed. Cargo insurance is arranged only upon request by the customer, with fees borne by them.
Packaging, standard packaging materials, and special reinforcement are not charged separately. When goods cannot be shipped together, customers can choose to wait for consolidated shipments or ship in separate batches; additional international shipping fees from separate shipments are borne by the customer.
Import duties, import VAT, clearance fees, and local delivery charges are the responsibility of the customer and not deducted from the advance purchase balance.
9. Shipping Risks and Claims
Risk of loss or damage transfers to the customer once goods are delivered to an international carrier; specific issues can be resolved through mutual agreement. Nakajima continuously monitors logistics progress until arrival, communicating with customers upon discovering potential losses.
Customers must file claims directly with carriers or insurers; Nakajima will provide necessary assistance throughout the process. Claim evidence is determined on a case-by-case basis according to carrier or insurer requirements.
For goods that have been delivered, transport damage, an incorrect JAN, or a quantity discrepancy must be reported within 2 Japanese business days after receipt. If an entire shipment has not arrived, there is no fixed deadline based on a receipt date; the parties communicate according to the actual tracking situation.
Customers who do not purchase insurance or receive insufficient compensation from carriers or insurers will not be compensated by Nakajima; however, both parties can still negotiate a resolution. Compensation paid by carriers or insurers is fully credited to the customer’s advance purchase balance. Refunds are not processed through banks during continued cooperation.
10. Manufacturing Defects, Returns, and After-sales
Manufacturing defects are not subject to a 2 working day reporting period after delivery. Customers should contact Nakajima upon discovering issues for resolution based on product, defect, and manufacturer’s handling methods.
Before returning goods, customers must obtain written consent from Nakajima. Packaging, labels, and attachments retention requirements, as well as refund amounts, methods, and timing post-defect confirmation, are determined case-by-case. Original shipping fees, import taxes, and return shipping costs are also negotiated between both parties.
Nakajima does not accept returns or exchanges because the customer changed its mind, ordered incorrectly, or caused the issue for another customer-related reason.
11. Import Compliance and Customs
The legality of importing, selling, and using goods in the destination country, as well as compliance or certification responsibilities, are confirmed on a case-by-case basis according to specific product requirements and local regulations. Nakajima does not guarantee the provision of required test reports, compliance certificates, or other special documents.
Nakajima explicitly refuses under-declaration of value, false declarations of goods names, quantities, origins, or other customs information.
When goods are detained, returned, confiscated, or destroyed due to destination country regulations or customer lack of permits or certifications, Nakajima is not responsible for related costs. If errors in commercial invoices, packing lists, or declaration documents by Nakajima cause customs issues, both parties will negotiate a resolution.
12. Terminating Cooperation and Balance Refunds
Customers must submit written applications via registered email from the designated contact person to terminate cooperation. All confirmed orders, reserved goods, and other payable fees must be fully completed and settled first.
After final settlement, Nakajima processes the remaining prepaid purchasing balance refund within 7 Japanese business days. Refunds are made in JPY and, in principle, only to a bank account in the applying company’s name. The customer bears the refund and intermediary-bank fees.
During continued cooperation, factory stockouts, canceled supplies, shipping compensation, or other refunded amounts are credited to the advance purchase balance without bank remittances.
13. Notifications, Responsibilities, and Dispute Resolution
Information sent via registered email, designated shared cloud storage, or SFE system is considered formal notifications; customers must confirm them promptly. Changes in company name, contact person, email, or refund bank account require written notice and Nakajima’s approval to take effect.
Providing false information, long-term non-payment, illegal requests, violations of export or import regulations, or severe disruption of the relationship may lead to unilateral termination by Nakajima.
Nakajima is not responsible for delays or failures due to natural disasters, wars, pandemics, strikes, factory shutdowns, shipping disruptions, customs measures, or other factors beyond its control. Nakajima also does not cover customers’ lost resale profits, reputation damage, or indirect losses; if such losses occur, Nakajima will share relevant information.
In case of disputes, both parties should first attempt to resolve them through negotiation. If negotiations fail, jurisdiction lies with the courts in Tokyo, Japan.
Ready to Start Cooperation?
Please submit a trading application and fill out company details, target countries, sales channels, desired products, JAN, estimated quantities, budget, and import experience as completely as possible. Upon approval, Nakajima will send instructions for the first advance purchase payment and bank transfer details.
First Advance Purchase Payment: Minimum 200,000 JPY
Submitting an application does not guarantee approval, product inventory, pricing, or delivery dates. Nakajima will contact customers based on their application materials and actual supply conditions.