LitBuy: Recording QC Photos and Order IDs in the Spreadsheet
2025-12-08
Accurate documentation in the LitBuy spreadsheet is essential for maintaining a verifiable record of order processing. This guide outlines the correct procedure for linking Quality Control (QC) photos with their corresponding Order IDs, ensuring proof of accurate inspection, weight verification, and item handling.
Purpose & Importance
Consistently recording QC photos and Order IDs serves multiple critical functions:
- Provides Audit Trail:
- Ensures Accountability:
- Facilitates Dispute Resolution:
- Maintains Quality Standards:
- Ensures Accountability:
Step-by-Step Recording Procedure
Step 1: Capture Comprehensive QC Photos
For each order, take clear, well-lit photos that include:
- The Order ID/Slip
- All items in the order from multiple angles, showing any existing branding or labels.
- Close-ups of any pre-existing damage, defects, or special conditions.
- The item placed on a scale showing the accurate weight
Tip: Name photo files with the Order ID for easy matching (e.g., "ORD12345_QC1.jpg").
Step 2: Locate the Correct Row in the LitBuy Spreadsheet
Open the master LitBuy processing spreadsheet. Use the Order ID
Step 3: Document in the Designated Columns
Enter the data into the corresponding columns of the identified row:
| Spreadsheet Column | What to Record | Example Entry |
|---|---|---|
| Order ID | The unique order identifier (must match the photo). | LTB-7842-991 |
| QC Photo Link/Path | The hyperlink to the stored QC photo or the full file path in the shared drive. Make it a clickable link. | https://drive/shared/ORD12345_QC.jpg |
| Inspection Result | Status: "Pass," "Fail," or "Conditional Note." Add brief comments if failed. | PassFail - minor box tear noted |
| Actual Weight (kg) | The measured weight from the scale in the photo. | 2.45 |
| Item Condition Notes | Any specific details: color variants, serial numbers, observed imperfections. | "Blue model, S/N: XJ78922, small scratch on rear panel (photographed)." |
Step 4: Final Verification & Save
Before finalizing:
- Double-check that the Order ID in the spreadsheet exactly matches
- Ensure all mandatory columns for the order are filled.
- Click the photo link to confirm it opens correctly.
- Save the spreadsheet. If using cloud-based sheets (like Google Sheets), it saves automatically.
Best Practices & Tips
- Immediate Documentation:
- Consistent Naming:
- Centralized Storage:
- Clarity is Key:
- Regular Audits:
- Consistent Naming: