KAKOBUY Spreadsheet System: Mastering Multi-Stage QC Tracking
A Guide to Logging Every Inspection Stage for Full Transparency and Accountability
In the fast-paced world of procurement and quality control, a single missed detail can lead to significant delays, cost overruns, and client dissatisfaction. The KAKOBUY Spreadsheet system is designed to eliminate this risk by providing a structured, transparent, and accountable method for tracking multiple Quality Control (QC) checkpoints per single order. This guide explains how to leverage this powerful tool to ensure nothing slips through the cracks.
The Core Principle: One Order, Multiple Gates
Traditional QC tracking often collapses inspection into a single "pass/fail" at the end. The KAKOBUY method recognizes that quality is built in stages. A typical product might require separate, documented checks for:
- Initial Production Sample (IPS): Approval of design, materials, and workmanship before mass production.
- During Production Check (DUPRO): Verification of assembly line quality at 20-50% completion.
- Pre-Shipment Inspection (PSI): The final comprehensive check on 100% finished goods, packed and ready to ship.
- Container Loading Check: Ensuring correct carton count, proper loading, and container condition.
The KAKOBUY Spreadsheet is built to log each of these stages independently
Structure of the KAKOBUY QC Tracking Spreadsheet
A well-structured sheet is the foundation of clarity. We recommend the following column groups:
| Column Group | Key Columns | Purpose |
|---|---|---|
| Order Information | Order ID, Product SKU, Supplier, Quantity, Delivery Date | Anchor data that remains constant for all checkpoints. |
| Checkpoint Master List | QC Stage (IPS/DUPRO/PSI/Loading), Scheduled Date, Inspector Assigned | Defines whatwhen. |
| Status & Results Log | Actual Date, Status (Pending/Pass/Fail/On-Hold), Major/Minor Defects Count | Records the outcome |
| Evidence & Transparency | Inspection Report Link (URL), Photo Folder Link, Corrective Action Notes | Provides proof | Accountability & Action | Action Owner (e.g., Supplier QA), Next Steps, Resolution Date | Ensures issues are owned |
How to Track: A Step-by-Step Workflow
Step 1: Order Onboarding & Checkpoint Setup
When a new order is placed, create a row in the spreadsheet. Immediately duplicate the base row for each planned QC stage
Step 2: Live Logging During Execution
As each checkpoint arrives, the assigned inspector updates its specific row:
- Upload the inspection report and photos to your cloud drive (Google Drive, Dropbox).
- Paste the shareable links
- Update the Status, Defect Counts, and add immediate notes.
Step 3: Managing Failures & Ensuring Accountability
If a checkpoint fails:
- Highlight the row in a designated color (e.g., red).
- Fill in the "Corrective Action Notes" and assign an "Action Owner" (usually the supplier).
- Do not
This creates an undeniable audit trail of who is responsible for fixing what.
Step 4: Visualization & Review
Use the spreadsheet's filter and sort views. Filter by "Status: Pending" to see upcoming duties. Filter by a specific "Order ID" to see the complete inspection journey
Key Benefits of the KAKOBUY Multi-Checkpoint Method
Full Transparency
Stakeholders can see the QC status at every micro-stage, not just a final sign-off. Shared access to the sheet and linked evidence builds trust.
Proactive Issue Capture
Catching a material flaw at the IPS stage or a line issue during DUPRO prevents massive rework costs later. Problems are solved at the earliest, cheapest point.
Ironclad Accountability
Every "Fail" status is tied to an Action Owner and a resolution deadline. Responsibility is never ambiguous.
Data-Driven Supplier Management
Over time, analyze which suppliers consistently fail at specific stages. This turns QC data into powerful negotiation and improvement leverage.