For sellers using spreadsheets to manage their PinguBuy finances, accuracy is everything. A meticulously maintained transaction log is your single source of truth, preventing balance discrepancies, streamlining reconciliation, and ensuring financial clarity. Follow this guide to document every recharge, payment, and refund effectively.
The Core Principle: One Row, One Transaction
Every financial movement must have its own dedicated row. This creates a clear, chronological audit trail that is easy to sort, filter, and review.
Essential Columns for Your Log
Structure your spreadsheet with these key columns to capture all necessary information:
- Date & Time:
- Transaction ID/Reference:
- Type:Recharge, Product Payment, Refund, Service Fee.
- Description:
- Amount In (¥):to
- Amount Out (¥):to customer).
- Running Balance (¥):
- Status:
- Notes:
- Transaction ID/Reference:
How to Log Different Transaction Types
1. Documenting a Recharge
When you add funds to your PinguBuy wallet:
- Type:
- Amount In:
- Amount Out:
- Description:
- Amount In:
2. Documenting a Payment
When PinguBuy deducts funds for an order or fee:
- Type:
- Amount In:
- Amount Out:
- Description:
- Amount In:
3. Documenting a Refund
This requires careful attention to direction:
- Refund TO Customer:Amount Out. Type: "Refund". Description: "Refund for cancelled Order #67890".
- Refund TO You (e.g., from a supplier):Amount In. Type: "Refund". Description: "Supplier refund for damaged item on Order #67890".
Best Practices for Accuracy
- Update Immediately:
- Verify with Platform Statements:
- Use Formulas:Running Balance=previous balance + Amount In - Amount Out).
- Lock Header Rows:
- Backup Regularly:
- Verify with Platform Statements:
Final Checklist
Before closing your books for the period, ask:
- Is every PinguBuy transaction from my statement represented?
- Does my calculated Running Balance
- Are all Transaction IDs recorded for potential audits?
- Have I clearly distinguished between "in" and "out" for refunds?
By transforming your spreadsheet from a simple list into a structured, rule-based transaction log, you turn it into a powerful tool for financial control. Consistency in this practice is the ultimate defense against discrepancies and confusion in your PinguBuy account balance.