Clear and consistent logging of parcel adjustments is crucial for accurate freight calculation and customer trust. This guide outlines the standard procedure for documenting weight changes and repacking requests in the designated spreadsheet.
Why Transparent Logging Matters
Accurate spreadsheet records serve as a single source of truth, preventing disputes over shipping charges. They ensure billing accuracy, provide an audit trail for customer service, and enhance operational transparency between warehouse teams, agents, and customers.
The Standard Recording Procedure
Follow these steps for every parcel adjustment to maintain data integrity.
1. Essential Information to Log
- Parcel ID/Tracking Number:
- Date of Change:
- Initial Weight & Dimensions:
- Updated Weight & Dimensions:
- Repacking Reason:
- Action By:
- Photo Attachment (if applicable):
- Date of Change:
2. How to Enter Data in the Spreadsheet
Use separate, dedicated columns for each data point above. For the "Repacking Reason," be specific and objective.
| Parcel ID | Date | Old Weight | New Weight | Reason for Change | Agent |
|---|---|---|---|---|---|
| LGB123456789 | 2023-10-26 | 2.5 kg | 1.8 kg | Customer requested removal of shoe box and filler packaging. | JSL |
| LGB987654321 | 2023-10-26 | 0.7 kg, 1.2 kg | 1.5 kg | Consolidated 3 separate items per customer email request dated 2023-10-25. | WKL |
Best Practices for Prevention
- Immediate Update:
- Mandatory Photo Evidence:
- Customer Notification:
- Regular Audit:
- Mandatory Photo Evidence:
Example Workflow: A Customer Request
- Request Received:
- Action & Recording:
- Transparent Outcome:
- Action & Recording: