SayPro Stock Management Implement a routine for daily inventory checks to ensure all stock is accounted for on the SayPro platform 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
Objective
To establish and enforce a daily inventory check routine that ensures all stock items listed on the SayPro platform match physical counts. This routine strengthens the integrity of inventory data, prevents stock discrepancies, and enhances overall operational accuracy.
✅ Purpose of Daily Inventory Checks
- To maintain real-time visibility of stock levels.
- To detect and correct discrepancies between physical and digital records.
- To reduce stockouts, overstocking, and order fulfillment errors.
- To support accurate reporting in the SCMR-17 Monthly Inventory Management cycle.
- To improve customer satisfaction by preventing item unavailability or delivery errors.
📊 Scope
- Applies to all warehouse/storage locations under SayPro operations.
- Covers every product listed on the SayPro online marketplace.
- Includes all stock movement types: incoming deliveries, customer returns, internal transfers, damaged goods, and dispatches.
🔄 Daily Inventory Check Routine – Step-by-Step Process
Step 1: Pre-Check System Sync
- Ensure the inventory management system is synced with the SayPro platform.
- Verify that all stock movement entries (from previous day) are recorded in the system.
Step 2: Create Daily Inventory Checklist
- Generate a printable/exportable Daily Inventory Checklist from the system.
- The checklist should include:
- SKU/Item Name
- Quantity on System
- Location in Warehouse
- Stock Status (Available, Damaged, Reserved)
Step 3: Physical Count Verification
- Assign designated inventory staff to perform manual counts for each listed item.
- Staff must:
- Count items directly at their storage locations.
- Inspect for damaged, expired, or misplaced stock.
- Record physical counts on the checklist.
Step 4: Identify Discrepancies
- Compare physical count with system-recorded quantity.
- Document any mismatches, along with possible causes (e.g., unrecorded movement, theft, damage, data entry error).
Step 5: Immediate Adjustments & Justifications
- Update the system in real time to correct discrepancies.
- Attach notes or photo evidence for adjustments (especially if stock is damaged or missing).
- Classify adjustments into categories: Loss, Gain, Damaged, Returned, Relocated.
Step 6: Daily Reconciliation Report
- Compile a Daily Reconciliation Report including:
- Items Checked
- Discrepancies Found
- Adjustments Made
- Reason Codes
- Staff Signature
- Submit report to the Inventory Supervisor and file digitally in the SCMR system for audit readiness.
📅 Schedule and Accountability
| Time | Activity | Responsible |
|---|---|---|
| 08:00 – 08:30 | System Sync & Checklist Generation | Inventory Admin |
| 08:30 – 10:30 | Physical Inventory Count | Warehouse Staff |
| 10:30 – 11:30 | Discrepancy Review & Adjustments | Inventory Clerk |
| 11:30 – 12:00 | Reconciliation Report Compilation | Inventory Supervisor |
| 12:00 Daily | Report Submission to SCMR System | Office Admin |
📈 Benefits of Daily Inventory Checks
- Accurate Inventory Data: Improves trust in SayPro’s platform listings.
- Fewer Fulfillment Errors: Reduces canceled orders due to incorrect stock levels.
- Real-Time Problem Resolution: Allows quick action on issues like theft, loss, or misplacement.
- Better Supplier Planning: Enables timely reorder decisions based on actual daily stock movement.
- Compliance and Audits: Supports accurate monthly SCMR-17 reporting.
📌 Tools & Templates Required
- Barcode scanners or mobile inventory apps (optional but recommended).
- Daily Inventory Checklist (PDF or Excel format).
- Discrepancy Log Sheet.
- Reconciliation Report Template (auto-filled via system or manual).
🛠️ Recommendations for Implementation
- Provide initial training for all warehouse and inventory staff.
- Standardize the process across all storage facilities.
- Integrate barcode or RFID scanning where feasible.
- Introduce performance tracking for stock accuracy rates.
- Include daily checks as part of staff KPIs.
🔐 Security & Data Control
- Only authorized personnel may access and adjust inventory records.
- Reconciliations must be reviewed and signed off by a supervisor.
- All reports should be stored securely on the SayPro SCMR digital repository.
📎 Integration with SCMR-17 Monthly Reporting
- Daily inventory checks feed directly into the Weekly Inventory Tracking Reports.
- Aggregate data supports:
- Monthly Stock Movement Reports
- Performance Evaluation
- Improvement Plans and Compliance Reviews