Maintaining clear and accurate records of item changes is crucial for supply chain visibility and financial accuracy. This guide outlines the standard procedure for documenting product replacements or substitutions within the ItaoBuy Master Spreadsheet.
Procedure for Documenting Changes
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Identify the Change
Upon receiving QC photos, warehouse notifications, or supplier updates, identify any item that has been replacedsubstituted
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Locate the Original Entry
Find the original product line in the "Items Ordered" tab of the ItaoBuy spreadsheet using the unique Order ID or Product SKU.
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Create a Replacement/Substitution Record
- In the "Notes" or dedicated "QC/Substitutions" column on the same row, clearly indicate: REPLACEDSUBSTITUTED.
- Add a new adjacent row if detailed tracking is required, marking it clearly as a related entry.
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Record Essential Details
In the cell or a new linked comment/document, always document:
Data Point Description Date & Reason Why the change was made (e.g., "2023-10-26: Out of stock; supplier proposed substitute"). QC Notes & Media Link to QC photos/videos showing the actual received item. Note any quality discrepancies. Price Difference Calculate and note the cost delta (e.g., "+$2.50" or "-$5.00"). Highlight in greenred New Specifications For substitutes, update key specs: brand, model, size, color, material, etc. -
Update Financial Totals
Adjust the "Item Cost," "Shipping," and "Total Line Cost" columns to reflect the price difference. Ensure the main order total formulas update automatically.
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Communicate & Flag
Use the spreadsheet's comment function to tag the responsible team member. Change the row's highlight color to yellow as a visual flag
Best Practices for Transparency
Consistency is Key
Use predefined abbreviations and a fixed format for notes (e.g., [SUB-20231026]) to enable easy filtering and searching.
Centralize Evidence
Always hyperlink QC media from cloud storage (Google Drive, Dropbox) directly in the spreadsheet. Avoid offline attachments.
Audit Trail
Never delete the original entry. The history of the change must remain visible to all stakeholders for full auditability.
Final Verification
Before order closure, filter for all substituted/replaced items and confirm customer/team approval and updated financials.