SayPro Stock Tracking Identify discrepancies or inconsistencies in stock levels and investigate the causes from SayPro Monthly April SCMR-17 SayPro Monthly Inventory Management: Stock tracking, order fulfilment, and supplier management by SayPro Online Marketplace Office under SayPro Marketing Royalty SCMR
Purpose
Inaccurate inventory can lead to lost sales, customer dissatisfaction, operational inefficiencies, and reputational damage. As part of the SayPro Monthly Inventory Management program, this April SCMR-17 update focuses on how to identify discrepancies in stock levels and investigate their root causes using SayPro’s standardized tracking and reporting tools.
This protocol is vital for:
- Ensuring stock integrity across the SayPro Online Marketplace
- Reducing shrinkage, fraud, and human error
- Supporting timely, accurate order fulfilment
Definition of Stock Discrepancies
Stock discrepancies refer to mismatches between:
- Recorded Stock (in the SayPro system), and
- Physical Stock (in warehouses, vendor premises, or fulfilment centers)
Discrepancies may be:
- Positive Variances: System shows less than physical stock.
- Negative Variances: System shows more than actual stock.
Common Causes of Stock Discrepancies
| Category | Description |
|---|---|
| Human Error | Manual entry mistakes during stock intake or dispatch |
| Theft or Loss | Internal theft, third-party loss, or in-transit shrinkage |
| Damaged Goods | Stock recorded as available despite being damaged or expired |
| Order Cancellations | Stock not returned to inventory after order cancellation |
| System Errors | API sync failures, barcode duplication, or data lag |
| Unrecorded Movements | Stock transferred or moved without proper logging |
How to Identify Discrepancies in SayPro Systems
1. Scheduled Physical Stock Counts
- Weekly cycle counts by category
- Monthly full inventory audits for high-volume vendors
- Use SayPro SmartScan or barcode terminals for real-time counting
2. Inventory Reconciliation Reports
- Compare system quantity vs actual quantity
- Reports are auto-generated via SayPro Vendor Portal (SVP) every 7 days
- Flagged discrepancies are color-coded for review (Red = critical, Yellow = moderate, Green = minor)
3. Exception Reporting Tool
- SayPro’s Inventory Exception Report logs anomalies such as:
- Repeated cancellations
- Missing scan records
- Return-without-restock patterns
4. Audit Trail Reviews
- View full history of stock edits: who modified what, when, and why
- Useful for tracking repeated manual overrides and accountability
Investigation Protocol for Stock Discrepancies
| Step | Action |
|---|---|
| Step 1: Detect | Discrepancy flagged by system alert or during reconciliation |
| Step 2: Isolate | Identify affected SKU(s), batch numbers, location, and date |
| Step 3: Review Logs | Check stock movement records, user activities, and transaction history |
| Step 4: Interview Stakeholders | Speak to warehouse staff, pickers, and transport coordinators |
| Step 5: Cross-Verify | Match supplier delivery receipts, customer returns, and dispatch records |
| Step 6: Document Findings | Record root cause and responsible team |
| Step 7: Resolve & Update System | Adjust stock levels in SayPro system and take preventive action |
| Step 8: Submit Report | All findings to be reported via the SCMR Discrepancy Resolution Form within 3 business days |
Tools and Support Systems Available
- SayPro SmartScan: For barcode-based cycle counts and adjustments
- Discrepancy Dashboard (in Vendor Portal): Visual display of pending issues
- Audit Trail Module: Detailed timeline of stock transactions and user activities
- Root Cause Tracker: Classifies discrepancy by cause and recurrence rate
Responsibilities and Accountability
| Role | Responsibility |
|---|---|
| Vendor Admin | Initiate daily reviews and approve adjustments |
| Warehouse Manager | Conduct cycle counts and submit discrepancy logs |
| Inventory Controller (SayPro) | Audit reports and oversee resolution process |
| IT Support | Monitor for system sync or API-related issues |
Preventive Measures and Best Practices
- Use batch-level tracking to reduce aggregation errors
- Enable auto-restock after cancellation settings in system preferences
- Schedule weekly discrepancy reviews for at-risk categories
- Limit manual stock overrides to senior-level accounts only
- Encourage staff training on scanning, handling, and documentation
Compliance and Enforcement
- Tolerance Threshold: Max ±2% variance per month per vendor
- Repeat Offenders:
- 3 discrepancies in 90 days = Warning Letter
- 5+ unresolved discrepancies = Marketplace Listing Suspension
- Quarterly SCMR Compliance Checks to audit high-risk listings
Key Metrics to Track
| Metric | Target |
|---|---|
| Inventory Discrepancy Rate | ≤ 1.5% |
| Resolution Time per Incident | ≤ 72 hours |
| Root Cause Accuracy Rate | ≥ 90% |
| Repeat Discrepancy Rate (30-day) | ≤ 3% |
Conclusion
Discrepancies in inventory are not just operational challenges — they are direct threats to the reliability of SayPro’s marketplace. Proactive identification and thorough investigation of inconsistencies ensure that SayPro continues to uphold high standards of trust, transparency, and performance across all vendor listings.