To log all goods partnership documents to the SayPro website, here’s a clear step-by-step guide and framework that ensures proper documentation, accountability, and accessibility for internal teams and approved external reviewers.
✅ SayPro Goods Partnership Document Logging Guide
Objective:
To ensure all procurement, partnership, and supplier-related documents are properly uploaded, categorized, and stored on the SayPro website or portal for internal transparency, audit compliance, and strategic tracking.
📂 Step 1: Prepare Documents for Upload
Ensure all documents are properly named and finalized in PDF or Word format. Common goods partnership documents include:
- Signed Partnership Agreements / MOUs
- Supplier Quotations & Invoices
- Proof of Delivery (Delivery Notes, Receipts)
- Approved Goods Requisition Forms
- Supplier Evaluation Checklists
- Budget Approval Letters
- Compliance Declarations
- Photographs or Scans of Goods Delivered
- Monthly Usage or Distribution Reports
- Risk & Compliance Assessments
🗂 Step 2: Categorize by Folder on the SayPro Portal
| Folder Name | Description |
|---|---|
/goods_partnerships/contracts/ | All signed supplier contracts and MOUs |
/goods_partnerships/requests/ | Internal goods request and requisition forms |
/goods_partnerships/delivery_proof/ | Photos, delivery notes, and signed PODs |
/goods_partnerships/evaluations/ | Supplier evaluations, risk assessments |
/goods_partnerships/reports/ | Monthly usage, delivery, and tracking reports |
/goods_partnerships/approvals/ | Budget approvals, internal authorizations |
/goods_partnerships/compliance/ | Declarations, policy acceptance, certifications |
Use date-based subfolders for ongoing or high-volume projects (e.g.,
/delivery_proof/2025-April/).
🌐 Step 3: Upload Documents to SayPro Website or Portal
Access:
- Go to the SayPro Admin Portal → [saypro.org/admin]
- Log in using your assigned credentials
- Navigate to “Goods & Procurement > Documents Library”
Upload Process:
- Select correct folder (as categorized above)
- Click “Upload Document”
- Fill in:
- Document Title (e.g., “Supplier MOU – CleanCare Pty – 2025”)
- Date of Upload
- Project/Department Tag
- Description or Comments
- Attach file(s) and click Submit
🔒 Step 4: Assign Access Levels
Set document access as per SayPro policy:
| Level | Who Can View |
|---|---|
| Internal | SayPro Chiefs & Procurement Staff |
| Restricted | Finance/Compliance Team Only |
| Public (Optional) | Approved summaries (e.g., for public accountability) |
✅ Step 5: Confirm Upload & Archive Physical Copies
- Verify successful upload via portal confirmation or email
- Store physical copies in SayPro’s procurement filing cabinet (if required by policy)
- Link uploaded files to the Partner Profile in the database
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