Gain complete visibility from order to delivery by recording inspection results, parcel weights, and shipping milestones.
Managing multiple purchases from Chinese suppliers requires meticulous organization. The BBDBuy Spreadsheet is designed to be your central command center, transforming order tracking from a chaotic hunt into a clear, proactive process. This guide will show you how to leverage it for full supply chain transparency.
Why the Spreadsheet Method Works
- Centralized Data:
- Proactive QC Management:
- Accurate Cost Forecasting:
- Shared Visibility:
- Proactive QC Management:
Structuring Your Spreadsheet for Success
1. Order & QC Documentation Phase
As soon as you place an order, create a new row and fill in these core columns:
| Supplier | Item/Link | Order # | QC Photos Received | QC Results (Pass/Fail) | QC Notes |
|---|---|---|---|---|---|
| Supplier A | Product Link | ORD-78901 | 2023-10-26 | PASS | Color matches sample, no visible defects. |
Action:Pass/Fail
2. Warehousing & Consolidation Phase
Once items pass QC and arrive at the agent's warehouse, track the physical consolidation:
| Parcel ID | Declared Value (USD) | Actual Weight (kg) | Volumetric Weight | Warehouse In Date |
|---|---|---|---|---|
| PC-889A | $150 | 2.4 | 3.1 | 2023-10-30 |
Action:Actual Weight
3. Shipping & Milestone Tracking Phase
After submitting shipping payment, the focus shifts to logistics milestones:
| Shipping Line | Tracking # | Shipping Paid | Dispatched | Intl. Departure | Customs Clearance | Delivered |
|---|---|---|---|---|---|---|
| UPS Expedited | 1Z999AA1234567890 | 2023-11-02 | 2023-11-03 | 2023-11-05 | 2023-11-08 | 2023-11-10 |
Action:
Pro Tips for Maximum Efficiency
Use Data Validation
Create dropdown lists for columns like "QC Results" and "Shipping Line" to ensure data consistency.
Enable Conditional Formatting
Set rules to highlight overdue QC photos or late shipments automatically in red.
Link Directly
Hyperlink the "Item/Link" column to the product page and the "Tracking #" to the carrier's tracking site.
Freeze Header Rows
Keep your column headers visible as you scroll down through many orders.