A Guide to Recording Parcel Photos and Repacking Updates in the Spreadsheet
Maintaining clear and detailed records for every order is crucial at LoveGoBuy. By systematically documenting packaging stages through photos and spreadsheet updates, we significantly enhance parcel traceability and foster transparent communication with our valued customers. This guide outlines the standard operating procedure.
Key Benefits of Documentation
- Improved Traceability:
- Transparent Communication:
- Dispute Resolution:
- Quality Control:
- Transparent Communication:
Step-by-Step Procedure for Spreadsheet Documentation
Step 1: Initial Receipt & Photo Capture
Upon receiving items from the seller/store:
- Assign/scan the unique Order ID to the parcel.
- Take clear, well-lit
- The original package as received.
- All product items, including tags, labels, and any pre-existing imperfections.
- Immediately upload these photos to the designated cloud folder, named with the
Order_ID.
Step 2: Spreadsheet Entry for Initial State
Navigate to the master tracking spreadsheet. For the corresponding Order ID row, update the following columns:
| Column Header | Data to Enter |
|---|---|
| Date_Received | Date of item receipt at warehouse. |
| Initial_Photo_URL | Insert the hyperlink to the folder containing the 'as-received' photos. |
| Condition_Notes | Briefly note any observable issues or special characteristics. |
| Status | Update to "Received - Awaiting Repack". |
Step 3: Repacking & Final Packaging Photo Capture
During the repacking process:
- Take photos of the items alongside the new shipping box/packaging materials.
- Capture a final photo of the securely sealed package, with the shipping label clearly visible.
- Upload these 'repack' photos to the same order-specific cloud folder.
Step 4: Spreadsheet Entry for Final Dispatch
Return to the spreadsheet and complete the record:
| Column Header | Data to Enter |
|---|---|
| Repack_Photo_URL | Insert hyperlink to the final packaging photos (can be same folder). |
| Final_Weight_Dimensions | Enter the final package weight and size. |
| Shipping_Method & Tracking_# | Input the chosen carrier and assigned tracking number. |
| Status | Update to "Repacked & Dispatched". |
| Date_Dispatched | Enter the handover date to the carrier. |
Best Practices & Notes
- Consistency is Key:every single order
- Photo Quality:
- Timeliness:
- Hyperlink Accuracy:
- Communication Flag:Customer_Notified) to mark when photo links have been shared with the customer.
- Photo Quality: