ItaoBuy: Tracking Product Replacements & Substitutions
A Guide to Documenting Changes in Your Procurement Spreadsheet
Introduction
In cross-border procurement on platforms like 1688, product substitutions are a common reality. Effective tracking in your ItaoBuy Spreadsheetfull transaction visibility, accurate cost accounting, and clear quality control (QC) communication with end-clients. This guide outlines a standardized process.
The Core Tracking Workflow
- Identify the Change:
- Document in Dedicated Columns:
- Communicate & Approve:
- Update Financials:
- Document in Dedicated Columns:
Essential Spreadsheet Columns for Tracking
Add or ensure your ItaoBuy master spreadsheet includes these columns:
| Column Header | Purpose | Example Entry |
|---|---|---|
Item Status |
Indicate replacement status. | Replaced, Substituted, As Ordered |
Original Specs |
Detailed original product description, SKU, link. | "Model X, Color: Midnight Blue, Material: 100% Cotton, SKU: MB-X-100" |
Actual / Replaced Specs |
Detailed description of what was actually shipped or offered. | "Model X, Color: Navy, Material: 95% Cotton 5% Spandex" |
QC Notes on Change |
Document QC findings, agent communication, and reason for change. | "Supplier out of stock. Agent provided substitute. Color slightly darker, added stretch." |
Price Difference |
Record the cost change. Use positive for extra cost, negative for refund. | +$2.50-$5.00 | Approval Status |
Track if the change was approved by the necessary party. | Client Approved, Pending, Rejected |
Practical Example
Scenario:
Benefits of Meticulous Tracking
Financial Accuracy
Ensures final invoices, profits, and client charges are precise, capturing all extra costs or refunds.
Audit Trail
Creates a clear historical record for dispute resolution, supplier evaluation, and internal review.
Client Trust
Promotes transparency. Detailed documentation can be shared to show proactive management of changes.
Process Improvement
Identifies recurring substitution issues with specific suppliers or product categories.