Maintenance Buyer FAQ

SKF Bearing FAQ for Maintenance Purchasing and Shutdown Spares

This page answers the common questions maintenance buyers, shutdown coordinators and stores controllers ask before they send an SKF parts list to Spare Parts Company, a Hong Kong SKF bearing supplier that quotes complete maintenance lists line by line for customers worldwide.

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Maintenance buyer checking an SKF bearing parts list against boxed bearings on a workbench

Most asked

The two questions every shutdown enquiry starts with

Mark critical parts with a need-by date, and list your internal stock codes next to the SKF designation. Those two habits prevent most delays and duplicate orders on a shutdown list.

Q · 01

How should I mark critical parts and need-by dates on a shutdown list?

Flag each line as critical replacement or routine restock, and give every line its own need-by date. When both types sit on one list without dates, critical parts cannot be prioritised.

Add the equipment or work-order number to each line
Mark priority items and list their mounting parts on the next line
State destination country, postcode and required arrival date

WO-Line 1 · CRITICALneed-by date

WO-Line 2 · RESTOCKneed-by date

Q · 02

Can my internal stock codes be listed against SKF designations?

Yes. Send your internal codes next to the full SKF designation on the same list, so codes pointing to the same SKF part can be seen together and total demand becomes clear.

Avoids duplicate purchases across several stock codes
Shows shortfalls before the shutdown, not during it
Each line is still quoted with its own designation and quantity

See the stock code mapping example

Shutdown critical parts

Planned overhauls fail on small missing items. Complete assemblies with line-level dates keep the shutdown on schedule.

Maintenance crew fitting a bearing housing during a planned plant shutdown

Can adapter sleeves and locking parts be quoted with the bearings?

Yes. Housings, adapter sleeves and locking components can be quoted on the same list as the bearings they belong to. One missing sleeve or lock nut can stop an entire assembly, so list them on the line directly under the bearing.

Can one enquiry cover ball bearings, roller bearings and mounted units together?

Yes. A single list can mix small ball bearings, large roller bearings, mounted units and accessories. That replaces separate searches and separate quotes from several suppliers.

Do you handle routine restock as well as planned overhauls?

Yes. Both repeat replacement orders and planned overhaul lists can be quoted. Mark which lines are restock and which are shutdown-critical so priorities stay clear.

What must a shutdown enquiry include?

Include the equipment or work-order number, full SKF designation, quantity and need-by date for each line. Add priority items with their mounting parts, the destination country and postcode, and the required arrival date.

Internal stock codes and SKF designations

Listing internal codes against the SKF designation reveals when several codes refer to the same SKF part. Merged quantities give the real total, which stops double ordering and shortfalls.

Illustrative layout only: no real part numbers
Internal Code	→ SKF Designation	→ Merged Quantity
Your code A (motor store)	Same full SKF designation	Qty A + Qty B
Your code B (conveyor store)	Same full SKF designation	Qty A + Qty B
Your code C	Different SKF designation	Qty C
Your code D (sleeve)	Matching adapter sleeve designation	Qty D

What happens when two of our stock codes are the same SKF part?

They can be shown together under one SKF designation with a combined quantity. Your internal codes stay on the list so your stores team can still book the receipt correctly.

Can a multi-machine list be quoted line by line?

Yes. Lists covering several machines can be quoted with each designation and quantity on its own line. Buyers can then compare availability and terms line by line.

What format should the stock code list be in?

Use a simple list with internal code, full SKF designation and quantity on each line. Send it by WhatsApp or email, and add equipment or work-order numbers where you have them.

Designation identification and alternatives

Identification issues are settled before a quote is accepted: the exact execution, the complete assembly, and whether an alternatively marked part is acceptable. Any technical change needs buyer approval.

Close-up photo of the designation marking on a bearing outer ring, taken for identification — How to photograph an incomplete marking

Clean the ring face and shoot the marking straight on in good light.

Keep the full marking sharp and in frame; add a second shot of the seal or shield side.

Write what you can read next to the photo, and note which characters still need confirmation.

What if the SKF designation on our part is incomplete?

Send a clear photo of the marking and state which details still need confirming. Incomplete or unclear designations are a common cause of wrong purchases, so they are resolved before the quote is accepted.

Why do you ask about the execution and complete assembly?

Because the base number alone does not define the part. Confirming the exact execution and every component of the assembly prevents a part that arrives but cannot be fitted.

Will you substitute a different part without asking?

No. Tell us whether an alternatively marked part may be considered, and any technical change requires your approval before the order proceeds.

We have had counterfeit SKF bearings before. What should we check?

Ask before ordering which product documents can actually be supplied, and check labels, quantities and condition on receipt. One buyer described their own experience:

"We have had counterfeit SKF bearings from other channels in the past. The bearings from this supplier carry the genuine SKF hologram, the boxes are correctly labeled, and we have traced the codes back through SKF's system. We now trust them for our critical spare stock."

Carlos Enriquez · Industrias Enriquez S.A., Mexico

Have a mixed SKF list ready for your next shutdown?

Send designations, quantities and need-by dates in one message. Bearings, housings, sleeves and locking parts are quoted line by line.

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Quotes and commercial terms

Every written quote lists designation, quantity, price and currency, availability, estimated lead time, validity and applicable freight or tax terms, so buyers can compare line by line before ordering.

Line

Designation & quantity

Price

Price & currency

Supply

Availability & lead time

Terms

Validity, freight & tax

What does a written quote include?

It includes product designation, quantity, price and currency, availability, estimated lead time, quote validity and any applicable freight or tax terms. Request it in writing so each line can be checked against your list.

How long is a quote valid?

The validity period is stated on each written quote. Check it before you place the order, as availability and lead time are tied to that quote.

Which product documents can you provide?

Ask at the quote stage which product documents can actually be supplied for your order. If your audit or receiving process needs specific paperwork, state it in the enquiry so the answer is clear before you commit.

What should we review before placing the order?

Confirm specifications, quantities, delivery details, payment arrangements and commercial terms. Reviewing these against the written quote avoids changes after the order is placed.

Shipping and receiving

Shipping method, dispatch timing and the transport documents your order needs are confirmed before the order is placed. On receipt, any discrepancy is handled with your order number and photos.

When are shipping method and dispatch timing agreed?

Before the order is placed. Share your destination country, postcode and required arrival date in the enquiry so the method and timing can be matched to your shutdown.

Which transport documents will come with the shipment?

The documents required for your specific order are confirmed before ordering. Tell us what your import or receiving process needs at the quote stage.

What should we check when the goods arrive?

Check product labels, quantities and visible condition against the order. Do it on arrival, before parts go into stores or onto the job.

What if something does not match the order?

Contact us with your order number and photos of the discrepancy. Send them by WhatsApp at +852 5913 9345 or by email to info@skf-oem.net.

Boxed SKF bearings being checked against an order at goods receiving

Still have questions?

Send your SKF list and get answers line by line

Spare Parts Company reviews your list, raises any identification questions first, then returns a written quote. Include as much of the following as you have:

Full SKF designations, or a marked photo where incomplete
Quantities, internal stock codes and need-by dates
Priority items with housings, sleeves and locking parts
Destination country, postcode and required arrival date

WhatsApp +852 5913 9345 Email info@skf-oem.net