A step-by-step guide to combining cost breakdowns and inspection photos for accurate verification and dispute avoidance.
In international sourcing, data fragmentation is a primary cause of errors and disputes. The HubBuyCN Spreadsheet
Establish a single spreadsheet with the following core columns:
| PO Number | Item/SKU | Quantity Ordered | Unit Cost (USD) | Total Line Cost | Payment Status | QC Result (Pass/Fail) | QC Photo Folder Link | Key Inspection Notes | Discrepancy Flag |
|---|---|---|---|---|---|---|---|---|---|
| PO-2023-101 | Ceramic Mug A | 1000 | 2.50 | 2500.00 | Paid 80% | Pass | Link to Cloud Folder | Color matches sample. | None |
Import or manually enter data from your proforma invoice, commercial invoice, and payment receipts. Ensure each line item from the supplier's invoice has a corresponding row. This forms your "Payment Record"
After inspection, add the QC data for the same PO and items:
This is the core visibility step. Systematically compare columns:
This visual flag prompts immediate action.
The merged spreadsheet now dictates your action plan:
