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SayPro Inventory Report Template: A spreadsheet that tracks current inventory levels and alerts the team when products are running low.
Email: info@saypro.online Call/WhatsApp: + 27 84 313 7407
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SayPro Inventory Report Template
Purpose:
The SayPro Inventory Report Template is a structured, spreadsheet-based tool used to monitor current inventory levels across all product lines. It enables the inventory team to track stock quantities, evaluate performance, and receive automatic alerts for low-stock items. This proactive approach supports timely reordering, improves stock visibility, and helps prevent stockouts or overstock situations.
🧾 Template Overview and Format
Recommended Format: Microsoft Excel or Google Sheets
Update Frequency: Weekly (or daily for high-turnover products)
Shared Access: Accessible to inventory control, procurement, and corporate clothing office teams
Key Sections and Fields in the Template
1. 📋 Header Section
| Field | Description |
|---|---|
| Report Title | SayPro Inventory Report |
| Date of Report | Auto-filled or manually entered |
| Prepared By | Name of person completing the report |
| Department | Inventory/Operations/Procurement |
| Week/Month Reference | For tracking report history |
2. 📦 Inventory Status Table (Main Section)
| Item Code | Product Name | Variant (Size/Color) | Category | Opening Stock | Units Sold | Returns | Reorders Received | Current Stock | Reorder Threshold | Alert Status | Notes |
|---|---|---|---|---|---|---|---|---|---|---|---|
| 001-A | SayPro Polo Shirt | Medium / Navy | Corporate Apparel | 120 | 85 | 2 | 0 | 37 | 40 | 🔴 Low Stock | Reorder needed ASAP |
| 002-B | SayPro Hoodie | Large / Black | Corporate Apparel | 80 | 20 | 1 | 50 | 111 | 30 | ✅ OK | Replenished on time |
🔑 Field Descriptions:
- Item Code: Unique identifier (SKU or product code)
- Product Name: Name of the item as listed on the SayPro website or catalog
- Variant (Size/Color): Details for items that come in different sizes or colors
- Category: Product classification (e.g., Shirts, Hoodies, Accessories)
- Opening Stock: Quantity at the start of the reporting period
- Units Sold: Number of units sold during the reporting period
- Returns: Number of items returned and restocked
- Reorders Received: New stock delivered within the report period
- Current Stock: Automatically calculated field:
=Opening Stock - Units Sold + Returns + Reorders Received - Reorder Threshold: The minimum quantity at which a reorder should be triggered
- Alert Status: Automatically highlights items that fall below threshold using:
- ✅ OK (Stock is sufficient)
- 🟡 Monitor (Stock near threshold)
- 🔴 Low Stock (Below reorder point)
- Notes: Comments on trends, special orders, or supplier delays
🔔 Automated Alert System (Optional Features for Excel/Sheets):
- Conditional Formatting: Use color-coding to highlight rows where
Current Stock ≤ Reorder Threshold - Dropdown Menus: For Alert Status, Notes, or Category columns
- Formula Protection: Lock formula cells to avoid accidental edits
- Dashboards: Create summary visuals for:
- Low-stock item counts
- Top-selling products
- Weekly stock changes
📈 Summary Section (Optional Add-On)
| Metric | Value |
|---|---|
| Total SKUs Monitored | 45 |
| Items Below Reorder Point | 7 |
| Highest-Selling Item (SKU) | 001-A |
| Total Units Sold (Week) | 412 |
This section gives managers a quick overview of inventory performance.
✅ Benefits of the SayPro Inventory Report Template
- Real-Time Visibility: Keeps the team informed of stock status across all product variants
- Early Warning System: Identifies low-stock items before they become unavailable
- Supports Reordering: Guides procurement decisions and timing of reorder requests
- Improves Accuracy: Reduces manual errors through structured fields and formulas
- Enhances Collaboration: Acts as a single source of truth for inventory across departments
📁 Template Use Guidelines:
- Update weekly or more frequently based on stock movement.
- Verify sales and returns data against the SayPro website or POS system.
- Highlight and act on products that reach or fall below reorder thresholds.
- Share with key teams, including procurement, warehouse, and the Corporate Branded Clothing team.
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
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