A Step-by-Step Guide to Linking Payment Details with Product Inspections
Ensuring transaction accuracy and product safety is paramount in global sourcing. The HubBuyCN Spreadsheet
Gather two key files:
Create a new "Master Verification" sheet or use the provided HubBuyCN template. Essential columns include:
a. Import Payment Data:
b. Link QC Photos:HYPERLINK
Example Formula:=HYPERLINK("https://drive.link/QC/"&A2, "View QC Photos")
Manually or using a simple formula, check each row:
Update the master spreadsheet in real-time as new payments are made and inspections are completed. Use filter views to quickly identify:
Use the same Order ID across payment systems, purchase orders, and QC photo folders. Store QC photos on a cloud service (Google Drive, Dropbox) for stable hyperlinks and easy team access. Use spreadsheet scripts (Google Apps Script) to automatically pull in data from forms or email reports. Schedule weekly verification sessions to prevent backlog and ensure timely issue resolution.Why Merge Payment and QC Data?
How to Merge Payment Logs with QC Photos
Step 1: Prepare Your Documents
Payment Date, Amount, Supplier, and Payment Confirmation #.Step 2: Structure Your Master Spreadsheet
Column Header
Data Source
Purpose
Order ID
Payment Log
The unique identifier linking all data.
Payment Status & Details
Payment Log
Confirmed payment date, amount, and method.
QC Photo Link
QC Folder
Hyperlink to the corresponding inspection album.
Inspection Result
QC Report
Pass/Fail status and key notes from the inspector.
Verification Status
Auto-generated/Manual
Flags "Verified" only if payment is confirmed AND QC Pass.
Step 3: Import and Link the Data
Step 4: Verify and Flag Orders
Set the Verification StatusVERIFIED
Step 5: Maintain and Audit
Best Practices for Success
Consistent Naming
Cloud Storage
Automate Where Possible
Regular Reviews