Home > PinguBuy Spreadsheet: A Guide to Analyzing Refund & QC Performance

PinguBuy Spreadsheet: A Guide to Analyzing Refund & QC Performance

2026-01-17
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Effectively tracking your supplier's performance is key to maximizing efficiency and minimizing costs on PinguBuy. Your data spreadsheet is a goldmine of insights. This guide will show you how to transform raw data into clear, actionable charts for refund ratios, inspection pass rates, and average shipping costs over time.

1. Data Preparation: Structuring Your Spreadsheet

Ensure your PinguBuy order data is consistently logged with at least the following columns for each order or batch:

  • Date
  • Order ID / Batch #
  • Item Value
  • Refund Amount
  • QC Status
  • Shipping Cost
  • Supplier Name

Tip: Use a fixed time period (e.g., weekly or monthly summaries) to create consistent data points for trending.

2. Creating Key Performance Charts

Chart A: Refund Ratio Over Time

This measures the percentage of value refunded, indicating product quality or accuracy issues.

Steps:

  1. Create a new table summarizing data by WeekMonth.
  2. Calculate Total Order ValueTotal Refund Amount
  3. Calculate the Refund Ratio = (Total Refund Amount / Total Order Value) * 100.
  4. Select the period column and the calculated Refund Ratio column.
  5. Insert a Line ChartColumn Chart.

Insight:

Chart B: Quality Control (QC) Pass Rate Over Time

This tracks the effectiveness of your inspections before shipping.

Steps:

  1. Summarize data by period (e.g., Month).
  2. For each period, count total inspections and total passes.
  3. Calculate Pass Rate = (Number of Passes / Total Inspections) * 100.
  4. Select the period and Pass Rate columns.
  5. Insert a Line Chart. Add a target line (e.g., at 95%) for visual reference.

Insight:

Chart C: Average Shipping Cost Over Time

This monitors logistics cost efficiency and helps in budget forecasting.

Steps:

  1. Summarize data by period.
  2. For each period, calculate the Average Shipping Cost
  3. Select the period and Average Cost columns.
  4. Insert a Line Chart. Consider using a Combination Chart

Insight:

3. Building a Comprehensive Dashboard

Place all three charts on a single dashboard sheet. Add the following elements for context:

  • A title and date range for the analysis.
  • Key Metrics Summary
  • Filters (if your spreadsheet software supports it) for SupplierProduct Category
  • Brief Comments/Annotations

Example Dashboard Layout:

|-----------------------------|
| PinguBuy Performance Dashboard - Q1 2024 |
|-----------------------------|
| [Metric Boxes]              |
|-----------------------------|
| [Chart A: Refund Ratio]     | [Chart B: QC Pass Rate] |
|-----------------------------|
| [Chart C: Avg. Shipping Cost]            |
|-----------------------------|
| [Notes & Observations]      |
|-----------------------------|

4. Turning Charts into Actionable Insights

Chart Trend Potential Problem Possible Action
↗ Rising Refund Ratio + ↘ Falling Pass Rate Systemic decline in supplier quality. Re-negotiate with supplier, intensify inspections, or initiate a supplier change.
→ Stable Pass Rate + ↗ Rising Refund Ratio QC standards may be too loose, missing flaws. Review and tighten QC checkpoints, retrain QC staff.
↗ Spiking Shipping Costs Changed packaging, incorrect weight logging, or carrier price hikes. Audit packaging process, consolidate shipments, re-evaluate carrier contracts.

Conclusion

By systematically charting Refund Ratios, QC Pass Rates, and Average Shipping Costs

Pro Tip:Pivot TablesPivot Charts

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