PinguBuy Guide: Recording QC Photos and Seller Information
To ensure your purchased items match the products from your requested links, maintaining detailed records in the PinguBuy spreadsheet is crucial. This guide explains how to systematically document Quality Control (QC) photos and seller information.
Step 1: Prepare Your Spreadsheet
Open your designated PinguBuy order tracking spreadsheet. Ensure it has the following column headers (or create them):
- Order/Link #
- Seller Name/Store
- Product Description & Requested Link
- QC Photos Received (Y/N)
- QC Photo Album Link
- Notes / Discrepancies
- Status (Pending QC/Approved/Rejected)
Step 2: Input Seller and Order Information
Immediately after placing an order through your agent, record the baseline information:
- In the Product Description & Requested Link
- Fill in the Seller Name/Store
- Update the StatusPending QC".
- Fill in the Seller Name/Store
Step 3: Record QC Photo Evidence
When your agent sends you QC photos from the warehouse:
- Change the QC Photos ReceivedY".
- Most agents provide photos via a shareable album link. Paste this link into the QC Photo Album LinkNever rely solely on photos sent in chat; the album link is permanent evidence.
- Thoroughly compare the QC photos with the product from your original link. Check for details like logos, colors, materials, and labels.
Pro Tip:
Screenshot the most important QC photo that shows the product and the agent's tag/order number. You can note the filename of this key screenshot in the Notes
Step 4: Document Findings and Update Status
Based on your inspection, complete the record:
- If the Item Matches:StatusApproved". You can add a note like "Matches link, GL (Green Light)."
- If There is an Issue:StatusRejected". In the Notes / Discrepancies
Why This Process is Essential
Creates a Reliable Audit Trail
Your spreadsheet serves as a central log for every order, preventing confusion with multiple purchases.
Ensures Accountability
Having the seller info and original link documented makes it easier to address issues if the wrong item is sent.
Saves Time & Reduces Errors
Organized records allow for quick verification and faster decision-making when reviewing QC photos.