GTBuy: Recording QC Photos & Product Information in the Spreadsheet
2025-12-27
Accurate documentation within the GTBuy spreadsheet is crucial. Maintaining visual proof and precise order details minimizes confusion and establishes a reliable system for order verification, ensuring smoother transactions for all parties involved.
1. The Importance of Consistent Recording
Before shipment, every item must be visually verified and its details confirmed. Recording this information serves as an essential audit trail.
- Reduces Errors:
- Builds Trust:
- Solves Disputes:
- Improves Efficiency:
- Builds Trust:
2. Step-by-Step Guide to Recording QC Photos
- Prepare the Product:
- Capture Key Angles:
- Front, back, and sides of the item.
- Close-ups of any logos, branding, or unique features.
- Labels showing size, SKU, care instructions, or material composition.
- Any existing flaws or special notes.
- Naming & Linking:
- Save photos with a clear filename (e.g., OrderID_ItemName_View1.jpg).
- Upload photos to a designated cloud folder (Google Drive, Imgur, etc.).
- In the GTBuy spreadsheet, insert a hyperlink
- Capture Key Angles:
3. How to Record Product Information Accurately
Each column in the spreadsheet must be filled carefully to create a complete record.
| Spreadsheet Column | What to Record | Best Practice Tip |
|---|---|---|
| Order ID / Link | The unique order number and direct link to the product page. | Use hyperlinks for easy reference. Double-check for accuracy. |
| Product Name & Specifications | Full name, color, size, quantity, and any chosen customizations. | Copy-paste directly from the source listing, then verify against the physical item. |
| QC Status | Mark as "Passed", "Failed - [Reason]", or "Pending". | Update immediately after inspection. Add brief notes for any failures. |
| Warehouse/Agent Notes | Any observations not covered elsewhere (e.g., "packaging damaged", "color slightly differs"). | Be concise but descriptive. This is for internal communication and the buyer. |
4. Final Verification Before Submission
Before marking an order as ready to ship, perform a final check:
- ✅ Do all hyperlinks for QC photos work and show the correct item?
- ✅ Does every piece of written information match the physical product and source order?
- ✅ Is the QC status clearly marked and consistent with the photos/notes?
- ✅ Has the spreadsheet been saved with all updates?
This final review is the key step that turns data entry into a powerful quality control mechanism.