Purpose:
Procedure Overview
This process ensures every order processed through LitBuy has a clear, auditable trail. Correct documentation in the shared spreadsheet is crucial for quality control, client communication, and dispute resolution.
Step-by-Step Recording Instructions
Step 1: Locate the Correct Spreadsheet & Row
Open the designated LitBuy tracking spreadsheet. Find the row corresponding to the Order ID you have physically received. Confirm the match twice
Step 2: Document the Order ID
In the column labeled "Order ID""Tracking #", ensure the full identifier is entered accurately. This is the primary key linking all data.
Step 3: Upload and Link QC Photos
Take clear, well-lit Quality Control (QC) photos that show:
- The item's overall condition.
- Any pre-existing damage, marks, or defects.
- Important labels, serial numbers, or tags.
- The item alongside the packing slip/order ID for association.
Upload photos to the designated cloud folder (e.g., Google Drive, Dropbox). In the spreadsheet column "QC Photo Link""Inspection Proof", insert the direct, shareable link
Step 4: Record Inspection Results & Item Details
Update the following columns precisely:
| Column Name | What to Enter | Example |
|---|---|---|
| "QC Status" | Pass / Fail / Condition Note | Pass - Minor box wear |
| "Item Weight (kg)" | Actual weighed mass in kilograms | 2.45 |
| "Item Description" | Brief note on color, model, size | Blue Polo Ralph Lauren T-Shirt (Size L) |
| "Defect Notes" | If failed, describe in detail. If passed, mark "N/A". | N/A3cm scratch on screen |
Step 5: Final Verification & Save
Before closing the row:
- Verify the Order ID in the sheet matches the physical item.
- Click the photo link to confirm it opens correctly.
- Ensure all mandatory columns are filled with consistent data.
Best Practices & Notes
- Timeliness:
- Accuracy Over Speed:
- Photo Quality:
- Consistency:
- Transparency:
- Accuracy Over Speed:
By following this protocol, you maintain the integrity of the LitBuy supply chain and create a reliable audit trail for every transaction.