GTBuy: How to Track QC and Shipping Progress Using the GTBuy Spreadsheet

Setting Up Your Tracking Spreadsheet

Create columns for these essential elements:

• Product/SKU: Item identification
• QC Inspection Date: Scheduled quality control check
• Inspection Result: Pass/Fail with notes
• Shipment Date: When items depart warehouse
• Parcel Weight: Individual and total weights
• Carrier & Service: Shipping provider and method
• Tracking Number: Unique identifier for each parcel
• Destination: Delivery address
• Status Updates: Current location and progress

Recording Quality Control Information

Complete these steps during the QC phase:

1. Schedule inspections immediately after warehouse receipt
2. Document all QC dates in your spreadsheet
3. Note any issues discovered during inspection
4. Update the status to "QC Passed" or "QC Failed"
5. Include photographs when applicable

Tracking Shipping Progress

Once items ship, maintain these practices:

• Weight Verification: Record exact parcel weights to verify shipping costs
• Tracking Entry: Input all tracking numbers immediately upon receipt
• Regular Updates: Check carrier systems daily and update spreadsheet status
• Exception Noting: Document any delays or routing issues
• Delivery Confirmation:: Mark items as delivered once received

Maintaining Full Visibility

Best practices for complete oversight:

• Designate one team member to maintain the master spreadsheet
• Set up notifications with carriers when available
• Use consistent status labels (e.g., "Warehouse," "In Transit," "Out for Delivery")
• Share view-only access with stakeholders who need visibility
• Review the complete shipment timeline weekly

Troubleshooting Common Issues

When problems arise:

• Missing Tracking Info: Contact supplier immediately
• Weight Discrepancies: Compare quoted vs. actual weights
• Delivery Delays: Use tracking numbers to investigate with carrier
• Spreadsheet Errors: Audit entries weekly for accuracy