A comprehensive method for transparent order management by combining visual inspection records and financial documentation into a single source of truth.
Introduction: The Need for Integration
Managing group buys, proxy purchases, or bulk orders from platforms like Taobao, Weidian, or 1688 often leads to data fragmentation. QC (Quality Check) photospayment proofsrefund or exchange dataUSFANS Spreadsheet
Core Structure of the Integrated Spreadsheet
The foundation is a master spreadsheet (Google Sheets or Excel Online recommended for real-time collaboration) with the following core columns. Each row represents a unique item or order.
| Column Header | Data Type & Purpose |
|---|---|
| Order ID / Link | Hyperlink to the original product page for quick verification. |
| Item Description & Specs | Detailed notes: Color, Size, Version, and any special requests. |
| Price & Shipping Fee | Item cost, domestic shipping, and agent service fees. |
| QC Photos | Hyperlinks |
| Payment Proof | Screenshots of transaction confirmations. Use Insert Image |
| Status | Dropdowns: Ordered, QC Received, Shipped. |
| Refund / Exchange Data | Dedicated columns noting reason for return, amount refunded, date processed, and proof. |
| Final Notes | Space for tracking numbers, recipient info, or discrepancies. |
Step-by-Step Integration Process
Step 1: Centralize Your Media Files
Create a structured cloud folder (e.g., "USFANS_Order_YYMMDD"). Inside, have subfolders:
/01_QC_Photos/02_Payment_Proofs/03_Refund_Documents
Upload all images and screenshots here. Set sharing permissions to "Anyone with the link can view" for seamless embedding.
Step 2: Embed QC Photos in the Spreadsheet
Method A: Hyperlink: Paste the direct image link from your cloud storage into the QC Photos column. Use descriptive text like "Front, Back, Tags, Flaw Close-up".
Method B: Direct Image Insert (Google Sheets): Use the formula =IMAGE("URL")
Step 3: Link Payment Proofs
For each payment (agent fee, domestic shipping), take a clear screenshot. Upload to the /02_Payment_Proofs
Step 4: Record Refund & Exchange Data Systematically
Dedicate a section or sheet within the master file for financial adjustments. For any refund, immediately:
- Upload the refund confirmation screenshot to the
/03_Refund_Documents- In the "Refund Data" column, note the amount, date, and reason.
- Link or insert the refund proof next to the corresponding item.
- Update the item's Status
Key Benefits of This Unified System
Enhanced Transparency
Buyers can see the exact item they'll receive (QC photos) alongside proof of payment, building immense trust.
Streamlined Dispute Resolution
With refund proofs and QC history in one place, resolving issues with sellers or agents becomes faster and data-driven.
Operational Efficiency
Eliminates the need to cross-reference multiple files or chat histories. All order data is searchable and filterable in one document.
Accountability & Record-Keeping
Creates a permanent, shareable record for every order cycle, invaluable for accounting and future reference.