A Guide to Combining Product Links, QC Images, Receipts, and Refunds into One Master Tracking Sheet
For shoppers, agents, and small e-commerce businesses, managing overseas orders can quickly become chaotic. The USFANS Spreadsheet system is a powerful, free methodology to centralize all crucial information—from product links to refunds—into a single, master tracking sheet. This guide will walk you through building your own comprehensive order management system.
The Core Concept: Centralization is Key
The primary goal is to eliminate scattered information across multiple platforms (email, agent websites, album apps, notes). By bringing everything into one spreadsheet, you gain instant visibility and control over your entire purchasing pipeline.
Building Your Master Sheet: Essential Columns & Structure
Create a spreadsheet with the following core column groups. Use freeze panes to keep headers visible.
1. Order Identification & Tracking
- Order #:
- Date Ordered:
- Agent/Platform:
- Agent Order #:
- Tracking # (Domestic & International):
- Date Ordered:
2. Product Information Hub
- Product Name & Description:
- Product Link (URL):The most critical link.
- Store/Seller Name:
- Price (¥):
- Quantity:
- Status:
- Product Link (URL):The most critical link.
3. Quality Control (QC) & Imaging
- QC Image Link:
- QC Approved (Y/N):
- QC Notes:
- QC Approved (Y/N):
4. Financials & Logistics
- Item Cost (¥):
- Domestic Shipping (¥):
- International Shipping (¥/$):
- Total Cost (Converted):
- Receipt/Proof of Payment:
- Domestic Shipping (¥):
5. Refunds & After-Sales
- Refund Requested (Y/N):
- Refund Reason:
- Refund Status:
- Refund Amount (¥):
- Refund Date:
- Refund Reason:
Best Practices for Management
- Use Hyperlinks Strategically:
- Leverage Data Validation:
- Conditional Formatting:
- Create a Dashboard Tab:COUNTIF,
SUM) on a separate tab to show total orders, pending QC, total spent, etc.- Regular Updates:
- Cloud Backup:
- Leverage Data Validation:
Conclusion: Gain Peace of Mind
The USFANS Spreadsheet method transforms order management from a stressful scavenger hunt into a streamlined, professional process. By investing a small amount of time to build this master tracking sheet, you save countless hours in the long run, reduce errors, and ensure no detail—be it a crucial product link or a pending refund—is ever lost again. Start building your central command center today.