LoveGoBuy: How to Record Weight Changes and Repacking Requests in the Spreadsheet
2025-11-11
Accurate documentation of parcel modifications is essential for transparent freight calculations and smooth logistics operations. This guide outlines the proper procedure for recording weight changes and repacking requests in LoveGoBuy's spreadsheet system.
Why Transparent Logging Matters
- Prevents billing disputes with accurate weight documentation
- Provides clear audit trail for parcel modifications
- Ensures customers understand charges for shipping adjustments
- Reduces administrative errors in freight calculation
Step-by-Step Recording Procedure
1. Documenting Initial Parcel Details
Record the original weight and dimensions when the parcel first enters our facility:
- Date received
- Original weight (kg)
- Original dimensions (L×W×H)
- Customer order reference
2. Recording Repacking Requests
When customers request repacking:
- Note the date of request
- Specify reason for repacking (consolidation, size reduction, etc.)
- Record staff member handling the request
- Update status to "Repacking Requested"
3. Updating Weight Changes
After repacking completion:
- Weigh the parcel using calibrated scales
- Record new weight in designated column
- Note the percentage change from original weight
- Update dimensional measurements if changed
- Add completion date and staff initials
4. Customer Notification
Document when and how the customer was notified of:
- Weight changes affecting shipping cost
- Any additional handling fees
- Updated shipping quotation
- Customer confirmation of changes
Spreadsheet Column Guidelines
| Column Header | Required Data | Format |
|---|---|---|
| Parcel ID | Unique identifier | Text |
| Original Weight | Initial weight in kg | Number (2 decimals) |
| Revised Weight | Updated weight after repacking | Number (2 decimals) |
| Repacking Date | When modification occurred | DD/MM/YYYY |
| Request Type | Consolidation/Size Reduction/Other | Dropdown selection |
| Staff Initials | Who performed the adjustment | Text (2-3 characters) |
Best Practices for Error Prevention
- Daily Verification:
- Photo Documentation:
- Timely Updates:
- Double Weighing:
- Clear Notes:
- Photo Documentation:
Maintaining precise records of weight changes and repacking requests ensures transparent freight calculations and builds trust with customers. Following these procedures will minimize misunderstandings and create reliable documentation for all parcel adjustments.