Accurate and transparent logging of parcel adjustments is crucial for correct freight calculation. This guide outlines the standard procedure for recording weight changes and repacking requests in the shared spreadsheet to ensure clarity and prevent discrepancies.
Why This Log is Essential
Unrecorded adjustments can lead to billing errors, disputes with customers, and operational confusion. A clear log serves as a single source of truth for the warehouse team, customer service, and the client.
Step-by-Step Recording Procedure
Step 1: Locate the Correct Row
Find the row corresponding to the customer's order numberLoveGoBuy parcel ID. Verify the customer's username for absolute accuracy.
Step 2: Record in Designated Columns
Update only
Step 3: Writing Effective Log Entries
Your log entry in the Adjustment Log
[Date: YYYY-MM-DD] - Removed original shoeboxes per customer request. Weight reduced from [Initial Weight]kg to [Final Weight]kg. Photos saved in order folder.[Date: YYYY-MM-DD] - Added reinforcement and waterproof lining. Weight increased from [Initial Weight]kg to [Final Weight]kg.
Best Practices & Policies
Mandatory Fields
The Final Confirmed WeightAdjustment Logboth
Timeliness
Record the change immediately
Photo Documentation
Always take photos of the parcel before and after repacking. Upload them to the relevant order folder and mention this in the log entry.
No Blank Adjustments
If a parcel is simply weighed again and no change"[Date] - Re-weighed, confirmed initial weight of [X]kg is accurate."
Spreadsheet Example
| Parcel ID | Initial Weight (KG) | Final Weight (KG) | Repacking (Y/N) | Adjustment Log |
|---|---|---|---|---|
| LGB123456 | 2.5 | 1.8 | Y | 2023-10-26 - Removed promotional packaging and combined inner boxes per customer email request. Weight reduced. Photos uploaded. |
| LGB789012 | 5.1 | 5.1 | N | 2023-10-26 - Routine re-weigh confirmed initial weight is accurate. |