A Step-by-Step Guide to Tracking Repacks, Consolidations, and Weight Changes
Accurate delivery cost calculation begins with meticulous record-keeping. This guide will walk you through the standard procedure for logging all packaging requests within the dedicated OrientDig operations spreadsheet. Consistent tracking is key to transparent billing and operational efficiency.
Why Track Packaging Changes?
- Accurate Cost Calculation:
- Operational Transparency:
- Dispute Resolution:
- Process Optimization:
- Operational Transparency:
Essential Data Points to Record
For every request, ensure the following columns are completed in your OrientDig spreadsheet:
| Spreadsheet Column | What to Record | Example Entry |
|---|---|---|
| Date & Time | When the request was received or processed. | 2023-10-27 14:30 |
| Order/Reference # | The unique identifier for the customer order or parcel. | OD-7842-BL |
| Request Type | Specify: Repack, Consolidation, or Weight Update. | Consolidation |
| Initial Details | Original weight & dimensions (if applicable). | Box: 30x20x15cm, 2.5kg |
| Updated Details | New weight & dimensions post-request. | Box: 40x30x25cm, 3.8kg |
| Notes/Reason | Brief reason for the change (e.g., "Combine 3 orders," "Remove excess padding"). | "Consolidated items from orders #7842, #7845." |
| Processed By | Initials of the team member handling the request. | JA |
Standard Recording Workflow
- Request Intake:
- Locate Record:
- Input Data:
- If a Repack: Update the "Updated Details" with new dimensions/weight. Log the reason.
- If a Consolidation: Create a new row for the consolidated package, listing all source order numbers in the notes. Archive individual package rows.
- If a Weight Change: Correct the weight field and note "Customer-provided updated weight" or "Scale verification."
- Verify & Save:
- Locate Record:
Best Practices for Integrity
Immediacy is Key
Record changes as soon as they are processed. Delayed entries lead to errors and cost miscalculations.
Clarity in Notes
Use clear, concise language. Assume someone else will read the note to understand what changed and why.
Regular Audits
Schedule weekly reviews of the log to ensure completeness and correlate entries with warehouse actions.
Version Control
Use the spreadsheet's version history or "Save As" with dates for major updates to maintain a recoverable record.