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SayPro Delivery Confirmation Template: A document used to confirm receipt of replenished stock.
Email: info@saypro.online Call/WhatsApp: + 27 84 313 7407
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SayPro Delivery Confirmation Template
Purpose:
The SayPro Delivery Confirmation Template is an official document used to acknowledge and verify the receipt of replenished stock shipments. It serves as a formal record confirming that products ordered have been delivered in the correct quantities, condition, and specifications. This document is essential for inventory accuracy, supplier payment processing, and resolving any discrepancies related to shipments.
Key Sections of the Template
1. 🧾 Header Information
| Field | Description |
|---|---|
| Document Title | SayPro Delivery Confirmation Form |
| Delivery Confirmation No. | Unique tracking number (e.g., DC-2025-07-001) |
| Date of Delivery | Actual date the shipment was received |
| Purchase Order Number | Reference to the original PO associated with the delivery |
| Supplier Name | Name of the supplier or vendor |
| Delivery Location | Physical address or warehouse receiving the stock |
| Received By | Name and signature of person accepting delivery |
2. 📦 Delivery Details Table
| Product Code / SKU | Product Name / Description | Size / Variant | Color | Quantity Ordered | Quantity Received | Condition (Good/Damaged) | Discrepancies | Notes |
|---|---|---|---|---|---|---|---|---|
| 001-A | SayPro Classic Polo Shirt | Medium | Navy | 100 | 100 | Good | None | |
| 002-B | SayPro Cotton Hoodie | Large | Black | 50 | 48 | Good | 2 units short |
Field Descriptions:
- Product Code / SKU: Unique identifier for each product
- Product Name / Description: Name or brief description of the product
- Size / Variant: Specifies product size or variation (if applicable)
- Color: Color of the product received
- Quantity Ordered: Number of units requested in the original purchase order
- Quantity Received: Actual units received at delivery
- Condition: Notes if products are in good condition or if damage is observed
- Discrepancies: Any shortages, overages, or damages noted at receipt
- Notes: Additional remarks, such as repackaging needs or supplier comments
3. 🕒 Delivery Timeliness
- Expected Delivery Date: Date originally agreed upon in the order
- Actual Delivery Date: Date goods arrived
- Delivery Delay (if any): Number of days delayed or early arrival status
4. ✅ Confirmation & Sign-off
| Delivered By | Position/Role | Signature | Date |
|---|---|---|---|
| John Doe | Supplier Delivery Agent | [Signature] | July 1, 2025 |
| Received By | Position/Role | Signature | Date |
|---|---|---|---|
| Jane Smith | Warehouse Manager | [Signature] | July 1, 2025 |
- This section confirms accountability by documenting the responsible parties for both delivery and receipt.
- Digital signatures can be used if submitting electronically.
Additional Elements (Optional)
- Photos of Delivered Stock: Attach pictures showing received goods condition or packaging
- Discrepancy Report Form: Separate document referenced if there are major issues
- Follow-up Actions: Details on return process or supplier notifications if problems arise
Benefits of Using the SayPro Delivery Confirmation Template
- Ensures Accuracy: Verifies that the correct items and quantities were delivered
- Improves Accountability: Holds suppliers and receiving teams responsible for delivery quality
- Facilitates Payment: Provides necessary documentation to authorize supplier invoicing and payments
- Supports Inventory Updates: Enables timely and accurate updating of stock records on the SayPro platform
- Resolves Disputes: Provides clear documentation for any discrepancies or damaged goods claims
Usage Guidelines
- Completed at Delivery: The receiving team fills out the form immediately upon delivery inspection.
- Cross-Check with Purchase Orders: Compare delivered items against original orders for verification.
- Signatures Obtained: Both the supplier’s delivery agent and the SayPro receiving personnel sign off.
- Submit Copies: Distribute copies to procurement, inventory control, and accounting teams.
- Record Keeping: Store digitally or physically for audit and reference purposes.
- Neftaly Malatjie | CEO | SayPro
- Email: info@saypro.online
- Call: + 27 84 313 7407
- Website: www.saypro.online
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