SayPro Documents Required from Employee Order Fulfillment Log: A record of orders processed, including fulfillment dates, delivery status, and any customer service issues 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 of the Document
The Order Fulfillment Log is a critical operational document required to maintain transparency and accuracy in tracking all customer orders processed throughout the reporting week. This document ensures alignment with SayPro’s SCMR-17 Monthly Inventory Management Strategy, covering:
- Real-time order tracking
- Order fulfillment efficiency
- Delivery performance
- Resolution of customer service issues
The log helps management monitor KPIs related to fulfillment time, customer satisfaction, and supply chain responsiveness.
📦 Core Components of the Log
- Order Information
- Order ID: Unique reference number for each order.
- Order Date: Date the order was placed.
- Customer Name/ID: Identifier or full name (as per SayPro customer database).
- Contact Details (if applicable): Email/phone number for communication.
- Fulfillment Details
- Product(s) Ordered: List of SKUs or product names.
- Quantity per Item: Units per product in the order.
- Fulfillment Date: Date the order was picked, packed, and shipped.
- Warehouse Used: Source warehouse or distribution center.
- Delivery Status
- Carrier Name: Delivery service provider used.
- Tracking Number: Parcel tracking code.
- Estimated Delivery Date (EDD): Projected delivery date.
- Actual Delivery Date: Date customer received the order.
- Delivery Status: (Delivered, In Transit, Delayed, Returned).
- Customer Service Issues
- Issue Type: (e.g., Late Delivery, Damaged Goods, Wrong Item Sent, No Delivery, Order Cancelled).
- Date Issue Reported: When the complaint or issue was logged.
- Resolution Action: Steps taken to resolve (e.g., re-ship, refund, exchange).
- Resolved By (Employee Name): SayPro representative handling the case.
- Issue Status: (Open, Resolved, Escalated).
- Performance Metrics
- Time to Fulfill (TAT): Number of days from order to shipment.
- Delivery SLA Compliance: Whether the order met service level agreements.
- Customer Feedback: Any comments or ratings provided (optional but encouraged).
- Return Requests (if any): Details of returned items or requests initiated.
📅 Submission Details
- Frequency: Every Friday, by 5:00 PM
- Responsible Party: SayPro Fulfillment Coordinator / Inventory Officer
- Submitted To: SCMR Oversight Team via SayPro Inventory Portal or Email
- Formats Accepted: Excel (.xlsx) + PDF Summary
- Document Code: SCMR-17-WOFL-April-[WeekNumber]
✅ Pre-Submission Checklist
- All orders from the week recorded
- Fulfillment and delivery data verified with courier tracking
- Customer issues updated with resolution status
- Metrics calculated and summarized
- Document signed by Fulfillment Officer
- Submitted in required formats
🛠️ Tools/Systems to Use
- SayPro Order Management System (SOMS)
- Courier Integration Platform (e.g., SayPro Courier Sync)
- Customer Service CRM
- SayPro Delivery Tracker
📌 Importance of the Order Fulfillment Log
This document is integral to:
- Tracking performance against service standards
- Providing a clear audit trail of order handling
- Highlighting delays and recurring issues
- Enhancing overall customer satisfaction through accountability
- Supporting strategic decisions in monthly SCMR-17 meetings