GTBuy: Transparently Recording Weight Adjustments and Packaging Changes
Accurate freight billing is built on a foundation of transparency. At GTBuy, we ensure every modification to an item's weight or packaging is meticulously documented. This guide outlines our standard procedure for maintaining clear, verifiable records.
The Core Principle: Document Every Change
Any alteration from the original product weight or package condition must be recorded before shipping. This protects all parties by providing an indisputable audit trail for logistics and financial verification.
Step-by-Step Recording Procedure
1. Initiate Modification Log
When a weight adjustment or repackaging occurs, immediately create a new entry in the shipment's digital log. This log is linked to the unique tracking ID.
2. Record the Date & Time
Log the exact date and time (YYYY-MM-DD HH:MM)
3. Describe the Change in Detail
- For Weight Adjustments:
- For Packaging Changes:
4. Capture Evidence Photos (Mandatory)
Take clear, well-lit photographs that serve as proof. Required angles include:
- Photo of the product/item on a calibrated scale
- Close-up photo of the scale's readout with the unit of measurement (kg/lb).
- Overview photo of the final packaged item, showing its complete state.
- Photo of any replaced or removed packaging materials for context.
Tip: Ensure the shipment ID or a reference tag is visible in at least one photo.
5. Upload & Link Evidence
Upload the photos and attach them to the log entry. The system automatically records the upload time and associates the files with the responsible operator's ID.
6. Final Verification & Billing Update
The completed log—with date, description, and photos—is automatically forwarded to the billing system. Freight charges are recalculated based on the verified final dimensional weight, and the audit trail is locked for verification.
Benefits of This Transparent Process
Accurate Billing
Ensures freight invoices reflect the true shipped weight and dimensions, eliminating disputes.
Dispute Resolution
Provides instant, photo-backed evidence in case of any carrier or client queries.
Process Integrity
Builds trust with clients and partners by demonstrating a commitment to accountability at every step.
Operational Insight
Data from logs helps analyze packing efficiency and identify potential areas for improvement.