SayPro Report Submission & Analysis for Monitoring Office Review

Purpose:

To standardize the submission of financial and programmatic reports, including revenue analysis, to support effective monitoring, evaluation, and decision-making.

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🔹 1. Report Types to Submit

Report Type	Description	Frequency	Format
Monthly Revenue Report	Summary of all income sources, amounts, and trends	Monthly	Excel / PDF / Dashboard
Income Source Declaration	Detailed declaration per income entry	Monthly	Form (Excel / Online)
Financial Performance Analysis	Evaluation of revenue against targets and goals	Monthly / Quarterly	Narrative & Charts
Program Income Linkage	Mapping income to specific programs or projects	Monthly	Excel / Dashboard
Supporting Documentation Log	List of uploaded receipts, contracts, and proofs	Monthly	Spreadsheet / Portal

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🔹 2. Preparation Steps

1. Consolidate Data:
   • Gather all income data from SCLMR-1 Revenue Module or financial ledgers.
   • Ensure all receipts and documentation are uploaded and matched.
2. Complete Standard Templates:
   • Fill out the Monthly Revenue Report template.
   • Update the Income Source Declaration Forms for each income entry.
   • Conduct analysis comparing actual revenue to targets/goals.
3. Add Narrative Insights:
   • Summarize key findings, trends, challenges, and recommendations.
   • Highlight variances from budget or strategic goals.

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🔹 3. Submission Procedure

Step	Action	Details
1	Compile Reports and Analysis	Attach all relevant files in a single folder or email package
2	Submit via Designated Channel	Upload to SayPro Monitoring Office portal (e.g., https://monitoring.saypro.org/submit) or email monitoring@saypro.org
3	Confirm Receipt	Request acknowledgement of receipt from Monitoring Office
4	Prepare for Follow-Up	Be available to clarify or provide additional info if requested

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🔹 4. Reporting Deadlines

Report Type	Due Date (Monthly)
Monthly Revenue Report	5th of following month
Income Source Declaration	5th of following month
Financial Performance Analysis	7th of following month
Program Income Linkage	5th of following month
Supporting Documentation Log	7th of following month

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🔹 5. Contact for Support

Contact Person	Role	Email	Phone
Monitoring Officer	Report Review & Coordination	monitoring@saypro.org	+27 XXX XXX XXX
Finance Lead	Data & Document Verification	finance@saypro.org	+27 XXX XXX XXX

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📝 Template Example: Monthly Revenue Report Executive Summary

Month: [Month Year]
Total Revenue: ZAR [Amount]
Variance to Target: [+/-] ZAR [Amount]
Top Income Sources: [List top 3]
Key Insights:

• [Summary of trends, successes, and issues]
  Recommendations:
• [Action points for next period]

SayPro Evidence & Documentation Upload Protocol

Purpose:

To systematically upload and archive all supporting financial documents tied to SayPro’s income and expenditures for transparency and compliance.

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🔹 1. Types of Documents to Upload

Document Type	Description	Example Files
Invoice	Billing documents from clients or donors	PDF, Word Doc, Excel Invoice
Receipt	Proof of payment for sales or expenses	Scanned paper receipt, email receipts
Contract / Agreement	Signed agreements with donors, partners, suppliers	PDFs, scanned signed copies
Proof of Payment	Bank statements, payment confirmation emails	Bank PDF statement, screenshots
Attendance Register	Lists of participants for paid events	Excel sheets, scanned forms

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🔹 2. Document Preparation

• Ensure all documents are legible, complete, and dated
• Use the naming convention:
  YYYY-MM_Type_Source_Amount
  Example: 2025-05_Invoice_Nedbank_25000.pdf
• Convert documents to accepted formats (PDF preferred)

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🔹 3. Upload Procedure

Step	Action	Details
1	Access Upload Portal	Go to SayPro’s secured financial document portal (e.g., https://uploads.saypro.org)
2	Login	Use SayPro credentials
3	Select Upload Category	Choose Invoice, Receipt, Contract, or Other
4	Complete Upload Form	Enter related details: date, income source, amount, project linked
5	Upload File	Attach file(s) ensuring size ≤ 10 MB
6	Submit and Confirm	Receive confirmation message and save reference number
7	Notify Finance & M&E teams	Email receipts@saypro.org with upload confirmation (optional)

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🔹 4. Alternative Submission

If unable to upload directly:

• Send documents via email to receipts@saypro.org
• Include subject: [Month-Year] Document Upload – [Your Department]
• Attach scanned or digital copies following the naming convention

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🔹 5. Verification and Follow-Up

• Finance and M&E teams verify uploaded documents weekly
• Any missing or unclear documentation will prompt follow-up requests
• Maintain local backups in departmental drives

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📌 Quick Tips:

• Upload documents within 5 working days of transaction or receipt
• Regularly review your uploads for completeness
• Keep originals safely stored as per SayPro’s retention policy

SayPro Review: Alignment with Business and Fundraising Goals

Review Period: [Month & Year]
Prepared by: [Name]
Department: [Finance / M&E / Fundraising / Executive]
Date: [DD/MM/YYYY]

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1. Overview of SayPro Strategic Business and Fundraising Goals

• Goal 1: Achieve diversified, sustainable monthly revenue streams.
• Goal 2: Increase unrestricted income to enhance operational flexibility.
• Goal 3: Strengthen donor and partner engagement to secure multi-year funding.
• Goal 4: Expand revenue from social enterprise products and services.
• Goal 5: Ensure alignment of income with programmatic impact and SDG targets.

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2. Income Sources vs. Strategic Goals

Income Source	Amount (ZAR)	Linked Goal(s)	Alignment Status (✔ / ✘)	Comments / Actions Needed
Grants (e.g., UNICEF)	60,000	Goals 1, 3, 5	✔	Well aligned; maintain engagement
Product Sales	3,500	Goals 1, 4	✔	Increase marketing to boost sales
Training Revenue	10,000	Goals 1, 4	✔	Explore new market segments
Donor Contributions	25,000	Goals 1, 2, 3	✔	Develop unrestricted fund appeals
Government Contracts	0	Goal 1	✘	Reassess strategy to pursue tenders

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3. Performance Against Fundraising and Business Objectives

Objective	Target	Actual This Period	Status (✔ / ✘)	Notes / Recommendations
Diversify income streams	≥ 5 sources/month	4	✘	Identify new potential income sources
Increase unrestricted funds	15% of total revenue	8%	✘	Launch campaigns for flexible funding
Retain top 3 donors	90% retention rate	100%	✔	Maintain regular communication
Grow social enterprise revenue	+30% YoY growth	+12%	✘	Implement new sales strategies

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4. Key Insights and Challenges

• Strengths:
  • Strong donor relationships with key partners
  • Growing revenue from trainings and product sales
• Challenges:
  • Limited unrestricted funding constrains flexibility
  • Government contract pipeline inactive this period
• Opportunities:
  • Develop digital fundraising campaigns
  • Expand consulting services regionally

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5. Recommendations and Action Plan

Action	Responsible Team	Deadline	Status
Develop unrestricted donor appeal	Fundraising	[Date]	Pending
Launch marketing campaign for products	Marketing & Sales	[Date]	In Progress
Reassess government contract approach	Partnerships	[Date]	Planned

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6. Sign-Off

Name	Position	Signature	Date
[Reviewer Name]	Finance Manager
[Reviewer Name]	Fundraising Lead
[Reviewer Name]	Executive Director

SayPro Alignment Review: Income vs. Business & Fundraising Goals

Review Period: [Month & Year]
Prepared by: [Name]
Department: [Finance / M&E / Executive]
Date of Review: [DD/MM/YYYY]

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🔹 1. SayPro Strategic Business & Fundraising Goals Overview

Goal Area	Description	Timeframe
Financial Sustainability	Build diverse monthly revenue across grants, services, and partnerships	Ongoing (monthly)
Donor Engagement & Retention	Strengthen relationships with 5+ major donors and convert new prospects	2025
Revenue from Social Enterprise	Grow income from products and training services by 30% YoY	2025
Program-Driven Fundraising	Align 80% of income to active SayPro programs and SDG outcomes	Quarterly

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🔹 2. Monthly Income Alignment Table

Income Source	Amount (ZAR)	Linked Goal Area	Strategic Fit (✓/✗)	Notes / Recommendations
UNICEF Institutional Grant	60,000	Donor Engagement & Program Alignment	✓	Supports child advocacy, SDG 16
Workshop Fees (20 youth)	10,000	Social Enterprise Revenue	✓	Expand model in rural provinces
Toolkit Sales (Online)	3,500	Social Enterprise Revenue	✓	Improve online marketing and bundling strategy
Nedbank CSR Contribution	25,000	Donor Engagement & Program Fundraising	✓	Explore multi-year partnership
Government Tender Revenue	0	Business Growth	✗	No contracts this month—reassess pipeline focus

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🔹 3. Revenue vs. Strategic Allocation

Category	Target Allocation %	Actual % This Month	Aligned? (✓/✗)	Notes
Program-Aligned Income	80%	87%	✓	Majority linked to youth and child programs
Product/Service-Based Income	15%	10%	✗	Increase training and toolkit visibility
General Unrestricted	5%	3%	✗	Identify sources for more flexible income

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🔹 4. Narrative Analysis

What’s Working:

• Strong program alignment with donor and training income
• Toolkit product sales show steady growth potential
• Improved documentation and tracking through SCLMR-1

Challenges Identified:

• Overdependence on 3-4 income streams
• Government procurement pipeline underperforming
• Unrestricted income remains low

Opportunities to Explore:

• Monthly subscription model for SayPro toolkits
• Cross-border training consulting (e.g., SADC expansion)
• Online donations tied to storytelling and impact campaigns

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🔹 5. Recommendations & Next Steps

Action Item	Responsible Unit	Due Date
Develop marketing plan for toolkit bundling	Training / Comms	15/06/2025
Reengage government tender leads	Partnerships & Exec	30/06/2025
Pilot unrestricted donor appeal campaign	Fundraising / Digital	10/07/2025

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🔹 6. Sign-Off and Follow-Up

Reviewer Name	Position	Signature	Date
Finance Officer
Fundraising Lead
Executive Director

SayPro Income Entry & Project Linking Procedure

🔹 Step 1: Gather Income Documentation

Collect and verify all supporting documents for the reporting month:

• Invoices
• Receipts
• Donor agreements
• Proof of payment
• Event registration lists
• Activity reports

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🔹 Step 2: Complete the Income Entry Table

You can use this standard table structure to input data into SCLMR-1 or Excel:

Entry ID	Date Received	Income Source Name	Income Type	Amount (ZAR)	Project / Program Linked	Purpose / Notes	Reference No. / Invoice
INC-001	05/05/2025	Nedbank CSR Grant	Grant	25,000	Youth Leadership – Gauteng	Funding youth training in township schools	INV-2025-011
INC-002	07/05/2025	Training Workshop Fees	Training Revenue	10,000	Skills Development Programme	20 youth paid R500 for workshop	PAY-TR-2025-044
INC-003	09/05/2025	UNICEF South Africa	Institutional Grant	60,000	Child Rights Advocacy Campaign	Restricted funds – media outreach	AGREEMENT-UNICEF-2025
INC-004	15/05/2025	Toolkit Sales (Online)	Product Sales	3,500	Social Enterprise Toolkit Project	7 toolkits at R500 each	PAYPAL-2025-0089

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🔹 Step 3: Upload Supporting Documents

• For each entry above, upload:
  • Invoice or receipt
  • Proof of payment (bank statement, screenshot, etc.)
  • Contract/agreement (for grants or partnerships)

✅ Upload via SCLMR-1 system or share to receipts@saypro.org with proper naming convention (e.g., 2025-05_ToolkitSale_3500.pdf)

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🔹 Step 4: Link to Program and Finance Codes

Entry ID	Program Code	Budget Line Code	M&E Activity Code	Strategic Goal Link (Optional)
INC-001	YL-GTG-23	BUD-YOUTH-01	ACT-MAY-YL001	SDG 4, SDG 11
INC-002	SKL-DEV-25	BUD-TRN-02	ACT-MAY-TRN045	SDG 8

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🔹 Step 5: Submit and Verify

• Submit completed income log and documents to:
  • Finance Team: finance@saypro.org
  • M&E Team: me@saypro.org
• Confirm entry into:
  • SCLMR-1 Revenue Tracker
  • Project dashboards
  • Activity-to-Revenue Mapping Sheet

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🧩 Tip: Use the Income Source Declaration Form (ISDF)

For each income entry, fill out or attach the ISDF to provide:

• Source details
• Categorization
• Documentation
• Allocation across multiple projects (if applicable)

SayPro SCLMR-1 Revenue Module Login Guide

✅ Step-by-Step Login Instructions

1. Go to the SayPro SCLMR-1 System Portal
   • URL: https://sclmr1.saypro.org (example URL – adjust based on internal system)
   • Use a secure, updated browser (Chrome, Firefox, or Edge recommended)
2. Enter Your Credentials
   • Username: [Your SayPro email or assigned username]
   • Password: [Your secure SayPro system password]
   • Click “Login” or press Enter
3. Two-Factor Authentication (if enabled)
   • You may receive a code via email or mobile
   • Enter the code into the authentication field and submit
4. Access the Revenue Module
   • From the dashboard, click:
     “Modules” > “Finance & Revenue” > “SCLMR-1 Revenue Tracking”

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📁 Inside the SCLMR-1 Revenue Module, You Can:

• Submit and review monthly income entries
• Access the Income Source Declaration Form
• Upload receipts and financial supporting documents
• Generate revenue performance reports
• View visual dashboards by program, donor, or source
• Link income to activity outputs (ARMS sheets)

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🆘 If You Encounter Issues:

Problem	Solution
Forgot Password	Click “Forgot Password?” on the login screen to reset
Locked Out of Account	Contact IT Support: itsupport@saypro.org
Missing Module Access	Request access via your supervisor or the finance lead
Upload Errors or Data Issues	Contact finance@saypro.org or your M&E coordinator

SayPro Receipts & Supporting Documents Upload Form

Form Code: SCLMR-1/RSDU
Use: Monthly upload of receipts, invoices, agreements, and financial documentation linked to income and services rendered.

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🔹 Section A: Submission Information

Field	Details (To Be Completed by Staff)
Full Name	[Your Name]
Department / Unit	[Finance / Training / Partnerships / etc.]
Email Address	[your.email@saypro.org]
Phone Number (optional)	[+27 XXX XXX XXXX]
Submission Date	[DD/MM/YYYY]
Reporting Period	[Month and Year]

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🔹 Section B: Document Upload Details

Document Type	File Name(s)	Related Income/Expense	Amount (ZAR)	Linked Activity / Invoice No.	Notes
☐ Receipt
☐ Invoice
☐ Grant/Partner Agreement
☐ Proof of Payment (Bank/Online)
☐ Attendance Register
☐ Other (specify): _______________

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🔹 Section C: Upload Instructions

Accepted File Formats: PDF, JPG, PNG, Word, Excel
Maximum File Size per Document: 10 MB
Naming Convention Example: 2025-05_Invoice_ABCTraining_ZAR15000.pdf

Where to Upload:

• ✅ Upload to: [📁 SayPro Secure Drive Upload Portal] (e.g., Google Drive, Dropbox, SharePoint)
• ✅ OR email with subject line “[Month] Receipts – [Department]” to: receipts@saypro.org

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🔹 Section D: Certification

By submitting, I certify that the attached documents are accurate, linked to approved activities or income, and are stored in accordance with SayPro’s financial documentation policy.

Name: ______________________
Signature: ___________________
Date: _______________________

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🗂️ Tips for Organized Submissions

• 🧾 Attach receipts immediately after service delivery or income received.
• 📎 Always pair financial documents with the invoice log and Activity-to-Revenue Mapping Sheet.
• ✅ Double-check file names and ensure documents are legible.

SayPro Monthly Financial Reflection Journal

Reporting Month: [Month & Year]
Prepared By: [Full Name]
Department/Unit: [e.g., Finance, Programs, Partnerships]
Position: [Title]
Date of Entry: [DD/MM/YYYY]

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✍️ 1. Summary of Monthly Financial Performance

• What was SayPro’s total revenue this month?
  • Amount: [ZAR / USD XX,XXX]
• How did actual income compare with the monthly budget?
  • Variance: [+/- Amount or %]
• What were the top 3 revenue-generating activities?

1. [Activity / Program] – [Amount]
2. [Activity / Source] – [Amount]
3. [Activity / Source] – [Amount]

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💬 2. Key Financial Highlights

• Were there any unexpected income gains this month? If so, explain:
  [Narrative – 3–5 sentences]
• Were there any shortfalls, delays, or uncollected revenue?
  [Narrative – list issues and causes]

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🔎 3. Insights and Learning

• What worked well in SayPro’s revenue efforts this month?

[e.g., successful campaigns, partnerships, timely invoicing]

What could be improved in future months?

[e.g., delayed follow-ups, overlooked opportunities, gaps in tracking]

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📈 4. Revenue-Linked Program Impact

• Which program(s) showed a clear income-to-impact relationship this month?
  [Example: “Training in Eastern Cape generated R12,000 and trained 60 youth.”]
• How did income enhance program effectiveness or visibility?
  [Narrative – 2–3 sentences]

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🧩 5. Strategic Alignment

• How did this month’s revenue support SayPro’s strategic goals or SDGs?

[e.g., Goal 4: Education, Goal 5: Gender Equality]

Were there any new income sources aligned with long-term sustainability?
☐ Yes ☐ No
If yes, describe: [Brief note]

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📌 6. Actions Taken This Month

• What financial or strategic decisions were made based on revenue insights?
  [List any actions: budgeting changes, fundraising plans, partnerships approached]
• Were monthly financial meetings held as planned?
  ☐ Yes ☐ No
  If no, why not?

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📅 7. Next Month’s Revenue Priorities

• What are the top 3 revenue priorities for next month?

1. [Priority – e.g., close Q2 funding round]
2. [Priority – e.g., launch new consulting package]
3. [Priority – e.g., follow up on unpaid invoices]

• Any scheduled grant reports, disbursements, or events?
  [List key financial dates or commitments]

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📎 8. Supporting Documents Checklist

Attach or confirm the following:

• ☐ Monthly Revenue Report
• ☐ Updated Invoice Log
• ☐ Activity-to-Revenue Mapping Sheet
• ☐ Updated Budget Tracker
• ☐ Partner Feedback Summary (if applicable)

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✍️ 9. Reflection Sign-Off

Name	Position	Signature	Date
Preparer (Finance/Program)
Reviewed By (M&E/Executive)

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🗂️ Submission Instructions:

• Submit by the 10th of each month to: finance@saypro.org
• Store a copy in the shared SayPro Financial Reflection Folder
• Discuss insights during the monthly Finance + Program Alignment Meeting

SayPro Client/Partner Feedback & Invoice Log

Form Code: SCLMR-1/CFIL
Reporting Month: [Month & Year]
Prepared By: [Staff Name]
Department/Unit: [e.g., Training, Consulting, Partnerships]
Date Submitted: [DD/MM/YYYY]

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📁 Section A: Client / Partner Information

Entry ID	Client / Partner Name	Organization Type	Contact Person	Email Address	Phone Number
C001	ABC Youth Network	NGO	Sarah Dlamini	sarah@abcyouth.org	+27 72 456 7890

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📝 Section B: Service / Engagement Details

Entry ID	Service Provided	Date of Delivery	Location/Platform	SayPro Lead Staff	Service Type
C001	Monitoring & Evaluation Training	05/05/2025	Cape Town Office	Nomsa Mthembu	☐ Training ☐ Consulting ☐ Event ☐ Product ☐ Other

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💬 Section C: Feedback Record

Entry ID	Feedback Received?	Feedback Method	Overall Satisfaction (1–5)	Key Comments / Suggestions
C001	Yes	☐ Survey ☐ Email ☐ Call ☐ Verbal	4	Requested follow-up support in Q3

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💸 Section D: Invoicing & Payment Tracking

Entry ID	Invoice Number	Amount Invoiced (ZAR)	Invoice Date	Payment Status	Payment Date	Payment Method	Notes
C001	INV-2025-011	15,000	07/05/2025	☐ Paid ☐ Pending ☐ Overdue	09/05/2025	EFT	Full payment received

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🔍 Section E: Internal Notes / Follow-up Actions

Entry ID	Follow-up Required?	Responsible Person	Action Deadline	Notes
C001	Yes	M&E Coordinator	15/06/2025	Schedule follow-up session for July

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📌 Instructions for Use:

• Complete this log monthly for all clients and partners served.
• Attach relevant documentation: feedback forms, invoices, email threads.
• Store digitally in the SayPro shared finance or M&E drive and update regularly.
• Submit reviewed version to Finance and M&E by the 10th of each month.

SayPro Activity-to-Revenue Mapping Sheet

Document Code: SCLMR-1/ARMS
Reporting Month: [Month & Year]
Prepared By: [Name]
Department/Unit: [e.g., Training, M&E, Partnerships]
Submission Date: [DD/MM/YYYY]

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🗂️ Section A: Activity Overview

Activity ID	Activity Name	Description	Lead Department	Start Date	End Date
A001	Youth Leadership Workshop	3-day workshop for youth on leadership and governance	Skills Development	01/05/2025	03/05/2025
A002	Grant Writing Training	Training for local NGOs on proposal development	Training & Consulting	10/05/2025	12/05/2025

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💰 Section B: Revenue Association

Activity ID	Income Source Name	Income Type	Amount (ZAR)	Received? (Y/N)	Date Received	Notes
A001	Nedbank CSR Contribution	Grant	25,000	Y	05/05/2025	Funds linked to Gauteng pilot
A001	Participant Fees (20 youth)	Training Fee	10,000	Y	04/05/2025	R500 per participant
A002	SayPro NGO Fund	Internal Project Budget	12,000	Y	11/05/2025	Part of strategic outreach

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📈 Section C: Output & Revenue Justification

Activity ID	Key Output(s)	Direct Revenue Link Justification	Output Verified (Y/N)
A001	20 youth trained, 3 sessions delivered	Each participant paid R500; donor covered venue/logistics	Y
A002	15 NGOs trained, 1 toolkit distributed	Funded under core program for institutional development	Y

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📋 Section D: Cost vs Revenue Comparison (Optional)

Activity ID	Total Revenue	Total Cost	Net Gain/Loss	Profitability Ratio (Rev ÷ Cost)
A001	35,000	27,000	+8,000	1.30
A002	12,000	13,500	-1,500	0.89

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🔄 Section E: Strategic Alignment & Sustainability

Activity ID	Aligned with SayPro Goal?	SDG Link (if any)	Potential for Recurring Revenue?	Notes
A001	Yes	SDG 4 – Quality Education	Yes	Annual program in 3 provinces
A002	Yes	SDG 17 – Partnerships	Yes	Potential B2B consulting follow-up

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🖊️ Review & Approval

Reviewer Name	Position	Signature	Date
Program Manager
Finance Officer
M&E Representative

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📌 Instructions

• Complete this sheet for each revenue-generating activity monthly.
• Attach supporting documents (invoices, receipts, attendance lists, donor letters).
• Submit to Finance & M&E Office by the 7th of each month.