GTBuy: How to Record QC Photos and Product Information in the GTBuy Spreadsheet
Effective record keeping is essential for maintaining order accuracy and verification in the GTBuy process. By systematically documenting QC photos and product information, teams can reduce confusion, streamline communication, and ensure reliable order verification throughout the supply chain.
Step-by-Step Recording Process
Step 1: Capture Comprehensive QC Photos
Take clear, well-lit photographs that demonstrate product quality from multiple angles:
- Overall product shots showing complete items
- Close-up details of logos, stitching, or critical features
- Any visible defects or imperfections
- Packaging and labeling details
- Size tags and product identification markers
Step 2: Organize Digital Files
Create a consistent naming convention for your QC photos:
- Use order numbers and product references
- Include date stamps for chronological tracking
- Group related images in dedicated folders
- Ensure files are in commonly accessible formats (JPEG, PNG)
Step 3: Input Product Information in GTBuy Spreadsheet
Accurately complete all required fields in the designated spreadsheet:
- Order Reference Number:
- Product Specifications:
- Supplier Details:
- QC Status:
- Photo Links:
- Product Specifications:
Step 4: Link Visual Evidence to Data Entries
Connect your photographic evidence with corresponding spreadsheet entries:
- Embed hyperlinks to cloud-stored photos
- Use photo references in comments for specific issues
- Maintain consistent naming between images and spreadsheet entries
- Verify all links are accessible to team members
Best Practices for Maintainence
Consistent Timeliness
Update the spreadsheet immediately after QC inspections to prevent data backlog and ensure real-time accuracy.
Standardized Quality Assessment
Establish clear QC criteria and ensure all team members apply uniform standards when evaluating products.
Regular Backup and Verification
Schedule periodic reviews of spreadsheet data and maintain backup copies of all visual documentation.
Collaborative Accessibility
Ensure all stakeholders have appropriate access to both the spreadsheet and linked photographic evidence.
Benefits of Proper Documentation
Maintaining visual proof and accurate order details in the GTBuy spreadsheet creates a reliable verification system that:
- Reduces misunderstandings between buyers and suppliers
- Provides clear evidence for quality claims and disputes
- Streamlines the approval process for order fulfillment
- Creates valuable historical data for future purchasing decisions
- Enhances overall supply chain transparency and accountability
By implementing these recording practices consistently, GTBuy users can significantly improve order accuracy and build stronger, more reliable supplier relationships.