How to Record Weight Changes and Repacking Requests in the Master Spreadsheet
This procedure ensures complete transparency
Core Principle:
Recording Procedure: Step-by-Step
1
Upon receiving the parcel in the warehouse, the initial weight and dimensions are logged in the Parcel_Master_Log.xlsx
- Columns A-D:
Parcel_Master_Log.xlsx
- Columns A-D:
2
When a customer or agent requests repacking (e.g., to reduce volume or consolidate):
- Open the log and find the unique Parcel ID.
- In the
Column E: "Action Taken", select "Repack Requested"
- In
Column F: "Notes/Reason", concisely state the reason. Example: "Customer requested consolidation with ParcelID-78910 to reduce volumetric weight."
- In
Column G: "Responsible Agent", enter your agent ID.
- Do not
Column E: "Action Taken", select "Repack Requested"
Column F: "Notes/Reason", concisely state the reason. Example: "Customer requested consolidation with ParcelID-78910 to reduce volumetric weight."Column G: "Responsible Agent", enter your agent ID.3
After the physical repacking is complete and the parcel is re-weighed/measured:
- In the same rowColumns H-J
Column H: "Final Weight (kg)"
Column I: "Final Dimensions"
Column J: "Date Adjusted"=TODAY()
Tip:
Column H: "Final Weight (kg)"
Column I: "Final Dimensions"
Column J: "Date Adjusted"=TODAY()
4
Critical step to alert the finance team:
- In
Column K: "Freight Recalc Needed?", set the cell to "YES"
- If set to "YES", the system auto-colors the row light yellow for easy identification.
- A "NO" entry indicates a minor adjustment with no cost impact (e.g., protective rewrap with negligible weight change).
Column K: "Freight Recalc Needed?", set the cell to "YES"
Best Practices & Transparency Rules
Be Proactive & Immediate
Log the adjustment as soon as it is completed. Delayed entries lead to errors and discrepancies during billing.
Clarity in Notes
Notes should be factual and brief. Avoid vague terms like "reduced." Instead, state "Removed outer manufacturer's box, retained product packaging only."
Never Delete Data
Never overwrite or delete the original recorded data. The log must provide a complete, auditable trail from receipt to shipment.
Verification Protocol
A different team member should verify the new weight entry against the scale reading to ensure accuracy before finalizing the log.
Key Outcome
By following this standardized logging process, LoveGoBuy guarantees a transparent, conflict-free audit trail
Questions?