SayPro Documents Required from Employee

SayPro Documents Required from Employee Inventory Tracking Report: Weekly updates on stock levels, including inventory discrepancies and adjustments made 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

Inventory Tracking Report: Weekly Updates on Stock Levels

Purpose of the Report

The Weekly Inventory Tracking Report is essential to ensure accurate monitoring, evaluation, and adjustment of stock levels in alignment with the SayPro Monthly Inventory Management Plan (SCMR-17). This document supports real-time inventory visibility, minimizes stockouts, and enhances operational efficiency for order fulfillment and supplier engagement.

📦 Core Components of the Report

1. Stock Levels Overview
   • Opening Stock (Per Item SKU): Quantities on hand at the beginning of the week.
   • Inbound Stock Received: List of items received from suppliers (with delivery notes and dates).
   • Outbound Stock Dispatched: List of items shipped to customers or other SayPro branches (include order ID).
   • Closing Stock (Per Item SKU): Final stock levels at the end of the reporting week.
2. Inventory Discrepancies Report
   • Discrepancy Log: List of any mismatches found between the system stock levels and physical stock count.
   • Discrepancy Reason: Description of possible causes (e.g., shrinkage, damage, miscount, unrecorded movements).
   • Date Detected & Responsible Personnel: When and by whom the discrepancy was identified.
3. Inventory Adjustments Made
   • Adjustment Details: Any updates made to stock numbers in the system to reflect real stock levels.
   • Approval & Authorization: Record of managerial approval before making changes.
   • Supporting Evidence: Include photographic proof or audit checklists where applicable.
4. Order Fulfilment Progress
   • Pending Orders: Orders awaiting stock availability or dispatch.
   • Fulfilled Orders: Orders successfully completed within the reporting week.
   • Order Delays & Causes: Notes on any delay in order fulfillment with supporting reasons.
5. Supplier Coordination Log
   • Supplier Deliveries Expected: Schedule of incoming shipments from suppliers with estimated delivery dates.
   • Delayed Shipments: Summary of any late supplier deliveries and communication records.
   • Quality Issues Reported: Notes on product quality received from suppliers, including damaged or rejected stock.
6. Warehouse Notes (if applicable)
   • Stock Movement Records: Transfers between storage locations within the SayPro network.
   • Storage Constraints or Damage Reports: Any issues with storage, temperature control, breakage, etc.
7. Recommendations
   • Suggested stock reordering needs based on consumption rate.
   • Flagging of slow-moving or overstocked items for markdown or promotion.

📅 Submission Requirements

• Submission Frequency: Every Friday by 4:00 PM
• Submitted To: SayPro Inventory Control Supervisor at SayPro Online Marketplace Office
• Report Format: Excel spreadsheet and PDF summary
• Document Code: SCMR-17-WITR-April-[WeekNumber]

✅ Checklist Before Submission

• Stock levels updated and matched with system records
• Discrepancy analysis completed and logged
• All adjustments authorized with evidence
• Supplier and fulfillment data verified
• Report signed by Inventory Officer
• Submitted in both Excel and PDF formats

🛠️ Tools/Systems to Use

• SayPro Inventory Management System (SIMS)
• Supplier Order Tracking Module
• SayPro Fulfillment Dashboard
• Google Sheets/Excel for Weekly Summary

📌 Importance of This Report

This report directly feeds into the monthly SCMR-17 Inventory Management Summary and supports higher-level decision-making regarding purchasing, logistics, and marketing campaigns. Accuracy and timely submission are critical to ensuring a seamless operation across SayPro’s online marketplace infrastructure.