Commercial Arcade Machine Delivery and Acceptance Guide
The arrival of commercial arcade machines is an important milestone, but receiving the shipment does not mean the purchasing process is finished.
After the equipment reaches the venue, warehouse, or distribution center, buyers should inspect the shipment, confirm the quantity and configuration, check for transportation damage, complete installation, and test the machines before putting them into commercial operation.
A structured acceptance process helps identify problems early.
This is especially important for international B2B orders involving multiple machines, customized cabinets, different payment systems, or several equipment types.
This guide explains how to manage commercial arcade machine delivery and acceptance, from unloading the shipment to final operational approval.
1. Prepare Before the Shipment Arrives
The acceptance process should begin before delivery.
Have the following information ready:
Purchase order
Final equipment list
Packing list
Machine specifications
Commercial invoice
Shipping documents
Product photos
Payment-system configuration
Electrical specifications
Installation instructions
Supplier contact information
The buyer should know exactly what was ordered before the shipment arrives.
This makes it easier to identify missing or incorrect equipment.
2. Confirm the Delivery Information
Before delivery, confirm:
Expected arrival date
Delivery address
Number of packages
Shipping provider
Container or shipment reference
Delivery vehicle
Contact person
Receiving hours
Unloading requirements
For commercial locations, make sure the receiving department knows when the equipment is expected.
A delivery may require advance booking, especially in shopping malls, hotels, cinemas, warehouses, or large entertainment venues.
3. Prepare the Unloading Area
The receiving area should have enough space for unloading and inspection.
Depending on the equipment, buyers may need:
Forklift
Pallet jack
Loading dock
Ramps
Hand trucks
Several workers
Temporary storage space
The appropriate equipment depends on the shipment configuration and machine weight.
Do not attempt to manually move a large or heavy arcade machine without confirming that the handling method is safe.
4. Inspect the Outer Packaging First
Before opening a package, inspect its exterior.
Look for:
Broken wooden panels
Crushed corners
Holes
Water stains
Torn protective material
Loose packaging
Signs of impact
Damaged pallets
Take photographs of any visible damage.
Photographs should show both the overall package and close-up details.
If the carrier or insurance provider has specific damage-reporting requirements, follow those procedures.
5. Record Packaging Damage
Do not assume that damaged packaging always means damaged equipment.
However, packaging damage should be documented before opening.
For example:
Package 03: Wooden crate corner damaged.
Package 04: Visible impact mark on side panel.
This creates a clear record that can later be compared with the condition of the machine after unpacking.
6. Verify the Number of Packages
Compare the actual shipment with the packing list.
Check:
Number of machines
Number of crates
Number of cartons
Accessory packages
Spare-parts packages
Separate payment-system packages
For a large shipment, label or number each package as it is unloaded.
This reduces the risk of accidentally leaving a small accessory carton behind.
7. Confirm Machine Models and Quantities
After unpacking, verify the actual machines.
Check:
Product model
Quantity
Serial number where applicable
Machine configuration
Color
Cabinet artwork
Player configuration
Payment system
This is particularly important for bulk orders containing several similar-looking models.
A machine may look almost identical to another model while having different internal configurations.
8. Check the Machine for Transportation Damage
After removing the packaging, inspect the machine carefully.
Look at:
Cabinet panels
Corners
Glass
Acrylic
Displays
Control panels
Doors
Locks
Joysticks
Buttons
Lighting
Decorative elements
Also check for loose parts or components that may have shifted during transportation.
Small problems are easier to address immediately than after the equipment has been operating for several weeks.
9. Inspect Glass and Acrylic
Transparent components deserve special attention.
Check for:
Cracks
Chips
Scratches
Loose mounting
Excessive movement
Broken supports
Large glass panels should be inspected carefully before the machine is moved into its final position.
If damage is discovered, document it clearly before continuing installation.
10. Check the Cabinet and Surface Finish
Inspect the cabinet for:
Dents
Scratches
Paint damage
Welding-related surface problems
Loose panels
Gaps
Damaged edges
Missing decorative components
For customized equipment, compare the finished appearance with the approved artwork or customization requirements.
Check logo placement, colors, graphics, lighting elements, and other agreed details.
11. Confirm Accessories and Spare Parts
Not every component is necessarily installed inside the machine.
Some accessories may be packed separately.
Check the shipment for:
Keys
Power cables
Installation hardware
Remote controls where applicable
Payment components
Spare parts
Tools
Manuals
Setup materials
Use the packing list as the reference.
Do not discard accessory boxes before the acceptance process is complete.
12. Check Electrical Specifications
Before connecting power, confirm that the machine matches the local electrical supply.
Check:
Voltage
Frequency
Plug type
Power requirements
Power switch
Power cable
The machine should match the configuration agreed with the supplier.
If the electrical specification does not appear correct, stop and confirm with the manufacturer or a qualified local professional before powering the equipment.
13. Install the Machine Correctly
Once the physical inspection is complete, move the machine into the planned location.
Installation may include:
Positioning
Assembly
Leveling
Connecting components
Connecting power
Connecting payment systems
Connecting network equipment where required
Installing accessories
Follow the manufacturer's installation instructions.
For larger machines, use appropriate handling equipment and personnel.
14. Check Machine Stability
After installation, make sure the equipment is stable.
Check:
Leveling feet
Cabinet position
Wheels or casters
Anchoring where applicable
Doors
Internal components
External accessories
The machine should remain stable during normal customer operation.
Large equipment deserves particular attention because movement can affect both safety and gameplay.
15. Test the Power System
The first functional test should verify the basic power system.
Check:
Main power switch
Startup sequence
Display
Lighting
Sound
Cooling or ventilation components where applicable
Internal indicators
Watch the machine during startup.
Do not immediately leave the equipment powered on without observing its initial operation.
16. Test the Controls
Different arcade machines have different controls.
For claw machines, check:
Joystick movement
Directional response
Button operation
Claw movement
Claw opening and closing
Start function
For sports games, test the relevant physical controls.
For arcade cabinets, test:
Joystick
Buttons
Start controls
Player controls
Display
Every control should respond consistently.
17. Test Gameplay
A machine should be tested through complete gameplay rather than only checking whether it turns on.
For example, a claw machine test should include:
Insert payment or activate the test mode.
Start the game.
Move the claw.
Position the claw.
Activate the grab function.
Observe the lifting movement.
Check the drop process.
Confirm prize delivery.
Reset the machine.
Repeat the test.
This can reveal problems that are not visible during a basic power test.
18. Test Payment Systems
Payment should be tested separately from gameplay.
Depending on the configuration, test:
Coins
Tokens
Banknotes
QR payment
Card payment
Cashless payment
Other configured methods
Confirm that the machine correctly recognizes the payment and assigns the appropriate credit.
Also check whether the displayed price matches the actual configuration.
19. Check Payment Compatibility
For international equipment, payment compatibility deserves additional attention.
Confirm:
Local currency
Coin denomination
Banknote denomination
Payment terminal
QR system
Card system
Token settings
If a third-party payment provider is involved, the buyer may need to complete account activation or configuration separately.
The machine supplier can provide equipment-side compatibility information, while the payment provider handles its own service requirements.
20. Check Lighting and Displays
Visual elements are important for arcade equipment.
Inspect:
LED strips
Cabinet lighting
Screens
Attract mode
Advertising displays
Score displays
Control indicators
Check that lighting is consistent and that displays show the expected information.
Customized machines should also be checked against the approved visual design.
21. Test Sound
Check:
Speaker output
Game sound
Attract-mode sound
Volume controls
Error sounds
Music where applicable
The machine should operate at a suitable level for the venue.
Some locations, such as restaurants and hotels, may have stricter noise requirements than dedicated arcades.
22. Test the Prize System
For prize machines, inspect the complete prize-delivery system.
For claw machines, check:
Prize outlet
Prize door
Claw position
Drop location
Internal barriers
Prize area
Make sure prizes can be collected easily after a successful play.
Also check that the prize size and weight are suitable for the machine.
23. Load Representative Prizes
Do not test a claw machine only when it is empty.
Use representative prizes during final testing.
Check:
Prize dimensions
Prize weight
Claw interaction
Prize positioning
Drop behavior
Prize outlet
The purpose is to verify the actual operating configuration rather than simply confirming that the motors move.
24. Test Repeatedly
One successful game does not necessarily prove that the machine is ready.
Run multiple cycles.
Repeated testing can reveal:
Intermittent joystick problems
Motor issues
Payment errors
Loose connections
Overheating
Display problems
Sound interruptions
Mechanical inconsistencies
The exact testing quantity should depend on the equipment type and the buyer's acceptance procedure.
25. Check the Machine Settings
Before final acceptance, review the operating settings.
Depending on the machine, these may include:
Game price
Credits
Difficulty
Claw settings
Game duration
Sound volume
Lighting
Language
Payment settings
Display settings
The settings should match the purchase requirements and the intended operating model.
Do not change important settings without understanding their effect on gameplay.
26. Confirm Language Settings
International buyers may require different interface languages.
Check:
Main interface
Payment instructions
Error messages
Promotional text
Control labels
User instructions
If the machine was ordered with customized language content, compare the final version with the approved requirements.
27. Check Customer Instructions
The machine should provide customers with enough information to understand how to play.
Depending on the model, instructions may explain:
How to pay
How to start
How to control the machine
How to win or collect a prize
What to do if an error occurs
Clear instructions can reduce staff intervention and improve the customer experience.
28. Perform a Cleaning Check
After installation, remove dust and packaging residue.
Clean:
Glass
Acrylic
Control panel
Cabinet exterior
Prize area
Display surface
The machine should be presented in a clean condition before customers use it.
This is especially important when the equipment is installed in a premium retail or entertainment environment.
29. Record Final Machine Information
Create an acceptance record for each machine.
Record:
Model
Serial number
Location
Installation date
Voltage
Payment configuration
Initial settings
Accessories
Spare parts
Test result
Visible issues
Photos
This information becomes useful for maintenance and warranty support.
30. Classify Problems Clearly
If a problem is discovered, classify it.
A practical system can use three levels.
Cosmetic Issue
Examples:
Small scratch
Minor paint mark
Decorative imperfection
Functional Issue
Examples:
Button failure
Payment problem
Display issue
Lighting failure
Mechanical problem
Critical Issue
Examples:
Electrical abnormality
Serious structural damage
Major safety concern
Machine cannot operate
This helps prioritize communication with the supplier.
31. Document Problems With Photos and Videos
When reporting an issue, provide clear evidence.
Useful information includes:
Machine model
Serial number
Description
Photo
Short video
Error message
Operating conditions
What happened before the problem appeared
A short video can be particularly useful for mechanical or electronic problems.
Clear documentation helps technical teams diagnose the issue more efficiently.
32. Do Not Immediately Modify the Machine
If a problem is discovered, contact the supplier before making significant modifications.
Avoid:
Cutting wires
Replacing major components without guidance
Drilling new holes
Rebuilding internal mechanisms
Changing control boards
Unapproved modifications can make troubleshooting more difficult and may affect warranty conditions depending on the supplier's terms.
33. Complete Staff Training
The machine should not be considered fully accepted until staff understand basic operation.
Train staff on:
Startup
Shutdown
Daily inspection
Cleaning
Prize replenishment
Payment handling
Basic troubleshooting
Error reporting
Emergency procedures
Technical support contact
Staff should also know where manuals and spare parts are stored.
34. Run a Soft Opening Test
If possible, perform a short operating test before the official opening.
During the test, observe:
Customer interaction
Payment flow
Machine accessibility
Prize collection
Noise
Traffic
Staff response
Machine stability
This is different from technical testing.
A machine can work perfectly in isolation but still create practical problems when surrounded by customers and other equipment.
35. Compare Actual Installation With the Planned Layout
After all machines are installed, review the overall venue.
Check:
Customer flow
Machine spacing
Visibility
Maintenance access
Prize replenishment routes
Cable management
Payment access
Emergency pathways
If the final arrangement differs from the original layout, document the actual position of each machine.
This is useful for future maintenance and relocation.
36. Understand Acceptance and Warranty
Buyers should understand when equipment is considered accepted and how warranty claims are handled.
Before purchase, clarify:
Warranty period
Covered components
Exclusions
Reporting process
Required evidence
Replacement-parts process
Technical support
Shipping responsibility for replacement parts
For international B2B purchases, written warranty terms are particularly important.
A supplier's technical support process can be just as important as the warranty period itself.
37. Keep an Acceptance File
For each shipment, maintain an organized file containing:
Purchase order
Packing list
Shipping documents
Delivery record
Inspection photos
Installation photos
Test results
Problem reports
Supplier communication
Warranty information
Machine records
For distributors and multi-location operators, this documentation can become a valuable equipment database.
38. Final Acceptance Checklist
Before putting commercial arcade equipment into normal operation, confirm:
Delivery
Shipment received
Package quantity checked
Packaging inspected
Damage documented
Equipment
Model confirmed
Quantity confirmed
Accessories checked
Spare parts checked
Appearance inspected
Installation
Machine assembled
Machine positioned
Machine leveled
Power connected
Payment connected
Network connected where required
Function
Power tested
Controls tested
Gameplay tested
Payment tested
Lighting tested
Display tested
Sound tested
Prize system tested
Operation
Settings confirmed
Prizes loaded
Instructions checked
Cleaning completed
Staff trained
Documentation
Photos stored
Serial numbers recorded
Problems documented
Warranty information stored
Final acceptance completed
39. Why a Structured Acceptance Process Matters
A commercial arcade machine is a revenue-generating asset.
If an equipment problem is discovered immediately, it can usually be addressed before the machine starts serving customers.
If the same problem is discovered several weeks later, it may be harder to determine whether it resulted from transportation, installation, configuration, operation, or normal wear.
A structured acceptance process creates a clear starting point for the machine's operating history.
It also gives the buyer better information for future maintenance and supplier communication.
Conclusion
Receiving commercial arcade machines should be treated as a process rather than a single delivery event.
Buyers should inspect packaging, verify quantities, check the machines for transportation damage, confirm accessories, complete installation, test electrical and gameplay functions, verify payment systems, and train staff before opening the equipment to customers.
For international B2B orders, good documentation is particularly valuable. Photos, packing lists, machine records, test results, and warranty information create a clear record of the equipment's condition when it entered operation.
Fanhong supports commercial arcade equipment projects with machine customization, export packaging, technical documentation, installation guidance, spare parts, and after-sales technical support. For each project, delivery and installation requirements can be confirmed according to the selected equipment, order quantity, destination, and venue conditions.
A well-organized acceptance process helps turn a delivered machine into a properly installed and operational commercial asset.
