SayPro Conduct mid-month stock audit

Here’s a detailed process and checklist for SayPro to conduct a mid-month stock audit across departments, ensuring accountability, preventing losses, and aligning inventory with procurement and usage records.

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🧾 SayPro Mid-Month Stock Audit Process

Objective: To verify the quantity, condition, and usage status of goods held by various SayPro departments and projects, ensuring alignment with delivery and requisition records.

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📅 Audit Schedule Overview

Item	Details
Audit Period	[Insert date range, e.g., May 15–17, 2025]
Departments Involved	All departments with stockholding responsibilities
Lead Team	SayPro Procurement & Logistics Unit
Tools Required	Stock Register, Barcode Scanner (if applicable), SayPro Inventory Sheet, Camera, Digital Tablet or Forms

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📌 Step-by-Step Audit Procedure

1. Pre-Audit Preparation

• Notify all departments 3–5 days before the audit date.
• Share audit checklist and instructions.
• Ensure each department has updated their stock records up to the last requisition/delivery.
• Print or digitally prepare:
  • Stock Register per department
  • Last delivery and requisition reports
  • Discrepancy log sheets

2. Physical Stock Verification

Audit teams visit each department with the following checklist:

Item	Stock Code	Recorded Quantity	Counted Quantity	Condition (Good/Damaged)	Comments
Example: Hygiene Kit	HK-2025-04	150	144	Good	6 used in emergency batch

• Count all items physically present
• Note any damaged, expired, or mislabelled goods
• Record excess or shortfall
• Take photos of damaged or questionable stock

3. Cross-Check With Documentation

• Compare physical counts to:
  • Delivery notes
  • Goods requisition forms
  • Last audit report
• Flag any discrepancies for internal review

4. Immediate Issues to Report

• Missing stock or major discrepancies
• Expired or degraded goods
• Overstock with low usage

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📊 Post-Audit Reporting

Each department submits a completed audit report within 24 hours of audit completion, including:

• Completed audit checklist
• Notes on discrepancies
• Photos and signatures of audit personnel
• Updated stock register (if needed)

All reports are consolidated into a Mid-Month Stock Audit Summary, reviewed by:

• Procurement Unit
• Finance Department
• Compliance Office (if red flags appear)

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✅ Follow-Up Actions

Action	Responsible	Deadline
Investigate Discrepancies	Compliance & Department Head	+2 Days
Restock or Redistribute	Logistics Team	+3 Days
Report to Chiefs Office	Strategic Partnerships Officer	+5 Days

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📎 Templates & Tools

• 📄 SayPro Mid-Month Stock Audit Form (per department)
• 📥 Discrepancy Report Template
• 📈 Summary Dashboard Template
• 📷 Mobile App or Google Form for On-Site Recording (optional)

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