Maintaining full visibility of transaction changes is crucial for team buying agents and clients. This guide outlines the standard procedure for documenting item changes, QC notes, and price adjustments within the ItaoBuy spreadsheet.
The Importance of Tracking Changes
In team purchasing, product replacements or substitutions are common due to stock issues, quality control (QC) failures, or client requests. Properly documenting these changes ensures:
- Financial Accuracy:
- Operational Transparency:
- Accountability:
- Efficiency:
- Operational Transparency:
Standard Procedure for Documenting Changes
Follow this step-by-step process whenever an ordered item is replaced or substituted.
Step 1: Identify the Original Item
Locate the original product entry in the shared ItaoBuy spreadsheet. Key columns to note are: Product ID, Product Name/Link, Client, Original Price, and Status.
Step 2: Update the Status and Create a New Line Item
Do not
The new row for the replacement item must clearly document the change. Use these columns effectively: Apply a light highlight to the new row (e.g., yellow for pending review, light blue for confirmed change) to create a quick visual reference for the updated items in the list.
Step 3: Record Key Information in Designated Columns
Spreadsheet Column
What to Enter
Status
Set to "CONFIRMED" or "PENDING" as applicable.
Price Difference
Calculate the difference:
New Price - Original Price. Enter a positive number if more expensive, a negative number if cheaper (e.g., +15.50-5.00).
QC / Change Notes
Provide a concise reason. Example:
Agent Action & Date
Initial/name of the agent making the change and the date (e.g., "AL - 2024-11-05").
Step 4: Color-Code the Rows (Optional but Recommended)
Practical Example
Below is a simplified visualization of how the spreadsheet entries should look.
| Product ID | Product Name | Original Price | New Price | Price Diff. | Status | QC / Change Notes |
|---|---|---|---|---|---|---|
| TB-1147 | Wireless Earbuds (Model Z) | $45.00 | $45.00 | REPLACED | See replacement below. | |
| TB-1147-R1 | Wireless Earbuds (Model Z Pro) | $45.00 | $52.50 | +7.50 | CONFIRMED | Model Z discontinued. Client approved upgrade to Model Z Pro. AL - 2024-11-05 |
Best Practices and Final Checklist
- Never Delete Data:
- Communicate First:
- Be Specific in Notes:
- Update Totals:
- Consistency:
By following this protocol, the ItaoBuy spreadsheet remains a single, reliable source of truth for every transaction, ensuring smooth operations and complete trust among all parties involved.