USFANS Spreadsheet Integration Guide
Streamlining Order Management: How to Combine QC Photos, Payment Proofs, and Refund Data
Effective order management requires transparency and organization. For agents and group buy managers, keeping inspection photos, payment receipts, and refund records in separate locations leads to confusion and delays. This guide explains how to integrate all critical data into a single, powerful USFANS spreadsheet for flawless order tracking.
Why Integrate into One Document?
- Complete Order Snapshot:
- Enhanced Transparency:
- Reduced Errors:
- Streamlined Communication:
- Enhanced Transparency:
Integration Step-by-Step
Step 1: Establish Your Core Spreadsheet Structure
Create a spreadsheet with the following core columns: Order ID, Product Name, Status, QC Photo Link, Payment Proof Link, Refund Amount, Refund Reason, Final Cost.
Step 2: Integrating QC (Quality Control) Photos
Upload all inspection photos to a cloud storage service (Google Drive, Imgur, Discord CDN).
- In your spreadsheet's
QC Photo Link- Use the
=HYPERLINK("URL", "View QC")- Tip:OrderID_QC1.jpg).
- Use the
Step 3: Attaching Payment Proofs
Similarly, upload or save screenshots of payment confirmations (Alipay, Wise, PayPal receipts).
- In the
Payment Proof Link- For batch payments, link to a document that itemizes which orders are covered.
- Mark the corresponding
Status
Step 4: Logging Refund Data
When a refund occurs (due to flaws, OOS, etc.), record it immediately in the same row.
- Enter the
Refund AmountRefund Reason- Use a formula in the
Final Cost=Original Price - Refund Amount.- You can add a
Refund Proof - Use a formula in the
Step 5: Automating for Transparency
Use your spreadsheet's features to create a live dashboard.
- Apply Conditional Formatting
- Create a summary cell that counts total orders, pending QCs, and total refunds issued.
- Use Data Validation
Example Spreadsheet Row
| Order ID | Product | Status | QC Photos | Payment Proof | Refund (USD) | Final Cost |
|---|---|---|---|---|---|---|
| USF-2025-789 | Canvas Sneakers | QC Approved | View QC | Receipt | 0.00 | $45.80 |
| USF-2025-790 | Ceramic Mug | Refunded | View QC | Receipt | $12.50 | $0.00 |
Final Recommendations
By integrating QC photos, payment proofs, and refund data into a single USFANS spreadsheet, you create a transparent, auditable, and efficient
Key Takeaway: