Smart sourcing is built on reliable relationships. This guide details how to use a simple spreadsheet to systematically evaluate seller quality on EastMallBuy, turning subjective impressions into objective data for your business.
Why a Seller Quality Spreadsheet is Essential
Relying on memory or scattered notes leads to repeated mistakes. A centralized Seller Quality Database
Key Metrics to Track for Each Seller
Your spreadsheet should have columns to record these critical data points for every order.
Core Evaluation Metrics
| Metric | What to Record | Why It Matters |
|---|---|---|
| Product Condition Accuracy | Rate from 1-5 (e.g., 5=As Described, 1=Major Discrepancy). Note specifics like material, color, or size errors. | Measures seller honesty and listing accuracy. Consistent high scores indicate reliability. |
| Refund/Return Frequency | Track the number and percentage of orders requiring a refund, return, or partial compensation. | Direct indicator of problem rate. High frequency signals quality control or fulfillment issues. |
| QC Approval Rate | Record the percentage of items from this seller that pass your Quality Control check. | Objective measure of item quality upon physical inspection. Crucial for bulk orders. |
| Communication Score | Rate responsiveness and clarity in resolving issues (1-5 scale). | Proactive communication often prevents small problems from becoming big losses. |
| Shipping Adherence | Log if the seller ships within promised timeframe and uses agreed method. | Impacts your inventory planning and customer delivery promises. |
Building & Maintaining Your Spreadsheet
A basic structure can be created in Excel, Google Sheets, or any database tool.
Sample Spreadsheet Structure
Seller ID | Store Name | Order Date | Product | Condition Score (1-5) | Refund Required? (Y/N) | QC Passed? (Y/N) | Notes & Evidence Links | Overall Status (Trusted/Needs Review/Avoid)Maintenance Workflow
- Create a New Row for Every Order:
- Attach Evidence:
- Calculate Quarterly Scores:Condition ScoresQC Approval Rates
- Color-Code Status:
- Green (Trusted):95%, Condition Avg. >4.5, Low refunds.
- Orange (Needs Review):
- Red (Avoid):
- Attach Evidence:
Turning Data into Sourcing Intelligence
This spreadsheet is more than a log; it's a decision engine. Review your Trusted Sellers list quarterly for bulk ordering opportunities. Analyze the "Avoid" list to understand common pitfalls. Over time, you will not only minimize risk but also negotiate better