Product data errors create the same commercial problems as physical defects: wrong shipments, returns, lost trust and slow warehouse work. Before a large order is confirmed, audit the data file line by line and agree on which version controls the transaction.
Create one master line for each SKU
Each row should have a unique internal SKU, product name, OE references, brand, model, chassis code, production range, position, quantity, unit and packaging. Avoid merged cells and do not use color alone to communicate changes.
Normalize OE numbers
Keep the original formatting and a searchable normalized version without spaces or punctuation. Record superseded numbers separately. Do not delete older references when they remain useful in the market.
Check application language
“For Mercedes” is too broad. Use model, chassis code, year range and position. Mark uncertain mappings as pending rather than publishing them as confirmed facts.
Match images to the exact row
Image filenames should contain the SKU or main OE number. The photograph should show the actual supplied configuration, including attached ball joints, bushings and hardware. A generic family image is useful for marketing but not for shipment verification.
Audit quantities and units
A quantity of 20 can mean pieces, pairs, sets or cartons. Include a unit column and carton quantity. For left/right products, state whether each line is one side or a pair.
Control revisions
Add a revision number and date to the quotation and order sheet. When a model mapping, image or packaging requirement changes, identify the changed rows. Both companies should retain the approved version.
Pre-shipment data check
- Compare packing-list SKUs and quantities with the purchase order.
- Check carton labels against the approved product file.
- Photograph representative products and labels.
- Confirm gross weight, carton count and pallet count.
- Record substitutions or shortages before loading.
A structured product file also makes the WordPress catalog easier to search and update. Good data should move from purchasing to website, warehouse and after-sales without being retyped.