Accurate tracking of package modifications is crucial for operational transparency and financial integrity. This guide outlines the essential steps to document repacking processes and weight changes, ensuring correct billing and maintaining shipping reliability.
Why Precise Recording Matters
Repacking—consolidating multiple items or reducing original packaging—directly impacts your shipping costs and the safety of your goods. An undocumented change can lead to:
- Billing Discrepancies:
- Shipping Errors:
- Dispute Complications:
- Shipping Errors:
Step-by-Step Recording Procedure
Step 1: Initiate a Change Log Entry
As soon as a repacking decision is made, create a new entry in your Packaging Modification Log. This can be a digital spreadsheet or a dedicated field in your warehouse management system.
Step 2: Capture Comprehensive Proof Photos
Photographic evidence is non-negotiable. Take clear, time-stamped images from multiple angles:
- Before Repacking:
- During Repacking:
- After Repacking:
- During Repacking:
Step 3: Document Critical Details
For each log entry, meticulously record the following data points:
| Data Field | Description |
|---|---|
| Date & Time | The exact moment of repacking completion. |
| Original Weight/Dimensions | As per the initial shipping order. |
| Adjusted Weight/Dimensions | Final, verified measurements after repacking. |
| Reason for Change | e.g., "Consolidation of 3 orders," "Removal of non-essential retail packaging." |
| Staff ID | Who performed the repacking. |
| Photo Filenames/Links | Direct references to the proof images stored in your system. |
Step 4: Update Systems and Notify
Immediately update the shipping information in your BBDBuy order management and carrier billing systems with the new adjusted weight. If applicable, send an automated notification to the customer informing them of the update for transparency.
Best Practices for Integrity
- Use Calibrated Scales:
- Centralized Digital Storage:
- Standardized Training:
- Regular Audits:
- Centralized Digital Storage: