Accurate and transparent logging of parcel adjustments is essential for correct freight calculation and customer trust. This guide details the proper procedure for recording weight changes and repacking requests in our shared logistics spreadsheet.
Why This Process Matters
Clear logs prevent disputes with customers and warehouse staff by creating an unambiguous audit trail. They ensure that final charges reflect the actual parcel state after inspection and repacking, eliminating guesswork and misunderstandings in freight cost calculations.
Step-by-Step Recording Procedure
Step 1: Locate the Correct Row
Find the customer's order using the unique Parcel IDOrder Number
Step 2: Update the "Actual Weight" Column
Upon receiving the verified weight from the warehouse after inspection/repacking:
- Overwrite the estimated weight"Actual Weight" (Column G)
- Use the standard unit (kilograms, KG) as defined in the sheet header.
- Do not
Step 3: Log Details in the "Repacking & Notes" Column
In the dedicated "Repacking & Notes" (Column K), create a concise, standardized entry:
- Date:
- Action:
- Change:
- Reason (if any):
- Initials:
- Action:
Step 4: Highlight the Cell (Conditional Formatting)
The spreadsheet uses conditional formatting. Any change in the "Actual Weight" column will automatically highlight the row in green. This provides a quick visual cue for the logistics team that a parcel's details have been modified and requires review for final billing.
Step 5: Notify the Logistics/Billing Team
After saving the spreadsheet, send a brief internal notification (e.g., via team chat) indicating the Parcel ID and that its weight has been updated. This prompts the next step in the freight calculation workflow.
Best Practices & Policy
- Timeliness:immediately
- Clarity & Objectivity:
- No Blank Entries:
- Single Source of Truth:
- Version History:
- Clarity & Objectivity:
By following this standardized logging protocol, the LoveGoBuy team ensures transparency, minimizes freight miscalculations, and builds customer confidence through accurate, documented handling of their parcels.