Accurate freight billing relies on transparent documentation of any physical changes to a shipment. At GTBuy, we ensure every adjustment is recorded with clarity and verifiable evidence. This guide outlines the standard procedure.
The Core Principle: Evidence with Every Entry
Any modification to the gross weight, net weight, or external packaging
Step-by-Step Recording Procedure
Step 1: Identify & Isolate
When a discrepancy or need for repackaging is found, isolate the affected carton(s) or palette in the verification area. Do not proceed until documentation is initiated.
Step 2: Initial Documentation
Note the original recorded weight and packaging details from the intake log. Capture a photo of the original state before
Step 3: Perform Adjustment & Record Data
Perform the necessary repackaging or correction. Weigh the adjusted shipment on a calibrated scale. Immediately record:
- New Weight:
- Date & Time:
- Reason:
- Staff ID:
- Date & Time:
Step 4: Capture Verifiable Evidence Photos
Take minimum two high-resolution photos:
- Photo 1 - Close-up on Scale:
- Photo 2 - Packaging Overview:
Tip: Include a small note with the shipment ID and date in the photo frame for easy reference.
Step 5: Update Logistics File
Enter the record (from Step 3) into the shipment's digital log. Attach the evidence photos
Example Record
Shipment ID:
Date/Time:
Modification:
Weight Adjustment:
Evidence:
Recorded by:
Benefits of This Protocol
- Billing Accuracy:
- Dispute Resolution:
- Process Integrity:
- Internal Audit:
- Dispute Resolution: