BaseTao: How to Record QC Photos and Inspection Results in the BaseTao Spreadsheet
The BaseTao Quality Control Spreadsheet is an essential organizational tool designed to help buyers systematically document their purchasing journey. This comprehensive spreadsheet serves as a centralized archive for QC outcomes, seller performance metrics, and refund-related notes, providing invaluable clarity for post-order reference and future purchasing decisions.
Purpose of the BaseTao Spreadsheet
This spreadsheet transforms scattered quality control information into structured data that offers several key benefits:
- Creates a permanent record of product quality across multiple purchases
- Tracks seller reliability and consistency over time
- Documents refund requests and their outcomes for future reference
- Provides evidence for disputes with sellers or agents
- Helps identify patterns in quality issues across different sellers or product categories
Spreadsheet Structure and Columns
The BaseTao spreadsheet typically includes the following columns to capture all relevant QC information:
| Column Name | Purpose | Example Entry |
|---|---|---|
| Order Date | Date when the order was placed | 2023-10-15 |
| Product Link/Item Name | Link to the product page or descriptive item name | Nike Dunk Low Panda |
| Seller Name/Store | Seller identification | Panda Chen |
| Price + Shipping | Total cost including shipping | ¥380 + ¥25 |
| QC Photo Links | Direct links to QC photos provided by agent | https://imgur.com/a/QC123 |
| Inspection Results | Detailed assessment of product quality | Stitching issues on left shoe; color matches |
| GL/RL Decision | Green Light (accept) or Red Light (reject) | RL (requested exchange) |
| Seller Performance Rating | Rating based on communication, accuracy, etc. | 3/5 - Slow response but accepted return |
| Refund Notes | Details about refund process and outcome | Full refund processed after 5 days |
| Additional Comments | Any other relevant observations | Seller initially refused return |
How to Record QC Photos
Proper documentation of QC photos is crucial for creating an effective reference system:
Step 1: Save QC Photos
When your agent provides QC photos, save them to a cloud storage service (Imgur, Google Drive, etc.) to ensure they remain accessible long-term.
Step 2: Insert Photo Links
In the "QC Photo Links" column, paste the direct links to your saved photos. Consider using URL shorteners if links are excessively long.
Step 3: Organize Multiple Photos
For products with multiple QC photos, create an album and link to the entire album, or list individual photo links separated by commas.
Step 4: Note Key Issues in Photos
In the inspection results column, reference specific photos when noting issues (e.g., "See photo #3 for stitching flaw").
Recording Inspection Results
A thorough inspection record should cover these critical aspects:
Product Dimensions and Measurements
Compare actual measurements against seller specifications and note any discrepancies.
Material Quality Assessment
Evaluate whether materials match product description and expected quality.
Workmanship and Construction
Check for stitching flaws, glue stains, loose threads, or assembly issues.
Color Accuracy
Note any color differences from product photos or expectations.
Logo and Branding Elements
Verify placement, sizing, and quality of any logos or branding.
Functionality (if applicable)
For functional items, test zippers, buttons, electronics, or other working parts.
Documenting Seller Performance
Creating accurate seller performance records helps identify reliable suppliers for future purchases:
- Communication:
- Shipping Time:
- Accuracy:
- Honesty:
- Return/Exchange Process:
- Shipping Time:
Recording Refund Notes
Detailed refund documentation creates a paper trail for future reference:
Include the following information in your refund notes:
- Reason for refund request
- Date refund was requested
- Seller's initial response
- Agent's role in the process
- Timeline of the refund process
- Final outcome (full/partial refund, exchange, etc.)
- Any fees or deductions incurred
Best Practices for Maintaining Your Spreadsheet
Update Immediately
Record information as soon as you receive QC photos or updates to ensure accuracy.
Be Consistent
Use the same format and rating scale across all entries for easy comparison.
Include Dates
Always note dates for key events (order placement, QC received, refund requested).
Back Up Your Data
Regularly save copies of your spreadsheet to prevent data loss.
Review Periodically
Occasionally review your spreadsheet to identify patterns or recurring issues with specific sellers or product types.
By meticulously maintaining your BaseTao QC spreadsheet, you transform individual purchasing experiences into valuable collective intelligence. This organized approach not only simplifies individual order management but also builds a knowledge base that informs smarter purchasing decisions over time. The effort invested in proper documentation pays dividends through reduced risk, better seller selection, and more satisfying shopping outcomes.