To ensure billing transparency and accuracy, it is crucial to properly document every repack request and its associated changes. Follow this guide to maintain clear records within the LoveGoBuy operations spreadsheet.
Purpose of Documentation
Accurate recording of packaging revisions serves two primary purposes: it provides a clear audit trail for all package modifications, and it ensures clients are billed correctly for any changes in final weight or incurred repackaging costs.
Step-by-Step Recording Procedure
-
Log the Initial Request:
- Create a New Entry:
- Date:
- Request Source:
- Action Taken:
- Update Quantitative Data:
- Weight:actual weightvolumetric weightStrike through
- Cost:
- Add Visual Evidence:insert a hyperlink
- Final Verification:
- Create a New Entry:
Example Spreadsheet Entry
| Date | Order ID | Repack Request & Action | Weight Change (Old → New) | Cost Adjustment | Photo Link |
|---|---|---|---|---|---|
| 2023-10-26 | LGB#12345 | Client requested removal of shoebox. Executed, item repacked in poly mailer. | Repack Fee: $2.00 | [LINK] |
Best Practices for Transparency
- Timeliness:immediately
- Clarity:
- Consistency:
- Communication:before
- Clarity: