Clear documentation of repack requests is essential for accurate billing and operational clarity at LoveGoBuy. This guide outlines the standard procedure for recording all packaging revisions in the shared spreadsheet.
Step-by-Step Recording Process
- Locate the Correct Spreadsheet Tab
Open the master 'Shipping & Repack' spreadsheet and navigate to the 'Repack Log' tab. Ensure you are using the current version of the file. - Create a New Entry Row
Input the essential identifiers:- Order/Parcel ID
- Client Username
- Date of Request
- Document the Request
In the 'Repack Instructions' column, concisely state the customer's request (e.g., "Remove shoeboxes," "Combine three parcels into one"). - Record Physical Changes
This is critical for billing:- Original Weight/Cost:
- New Weight/Cost:
- Change Delta:
- New Weight/Cost:
- Original Weight/Cost:
- Add Supervisor Approval & Date
Once the repack is approved and completed, add your initials and the completion date in the designated columns. - Final Check for Transparency
Review the entire row. The entry must tell a clear story: What was requested, what changed, and how it impacted the cost.
Best Practices & Notes
Be Precise & Timely
Entries should be made as soon as a repack is requested or completed. Avoid vague notes like "packaging changed"—specify exactly what was done.
Why Transparency Matters
This log is the official record for reconciling charges with customers and our logistics partners. Incomplete entries lead to billing errors and disputes.
Communication Flow
Always update the internal team chat after logging. Use a format like: "Repack logged for Order [ID]. Weight reduced from Xkg to Ykg."
Error Handling
If you make an error, do NOT delete the row. Use the 'Comment' feature to note the correction, initial it, and update the data in the correct cell.