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SayPro Human Capital Marketplace Vendor Management Policies, Procedures, Processes, Templates, Documents and Forms SayProP508

SayPro Human Capital Marketplace Vendor Management Policies, Procedures, Processes, Templates, Documents and Forms

Document Code: SayProP508
Approved By: Neftaly Malatjie, Chief Executive Officer
Last Reviewed: [Insert Date]
Next Review Date: [Insert Date, 6 months from today]

SayProP508-1. Purpose

SayProP508-1-1 The purpose of this document is to establish clear and transparent policies and procedures for the management of vendors operating on SayPro’s digital and physical marketplaces. It ensures consistency, quality, accountability, and compliance with SayPro’s mission to support inclusive economic development.

SayProP508-2. Scope

SayProP508-2-1 This policy applies to all vendors, service providers, and suppliers offering products or services on any SayPro Marketplace platforms (digital, local, mobile, or community-based) and to all SayPro Human Capital Officers responsible for vendor engagement and oversight.

SayProP508-3. Definitions

  • SayProP508-3-1 Marketplace Vendor: A registered seller or service provider operating on SayPro’s platforms.
  • SayProP508-3-2 Product Listing: The display of a vendor’s goods or services on SayPro platforms.
  • SayProP508-3-3 Vendor Profile: Verified details and documentation of an approved vendor.
  • SayProP508-3-4 Marketplace Officer: A SayPro Officer responsible for supporting vendor operations and enforcing compliance.

SayProP508-4. Policy Statement

SayProP508-4-1 SayPro is committed to maintaining a secure, ethical, and performance-driven vendor environment within its marketplaces. Vendors must meet SayPro’s standards in quality, delivery, conduct, and compliance. This policy governs onboarding, listing, sales, communication, monitoring, and exit protocols.

SayProP508-5. Roles and Responsibilities

SayPro RoleResponsibility
CEOEndorsement of vendor policies and oversight of strategic partnerships.
SayPro Chief Marketing Officer SayPro-17A0Ensure marketplace operations are aligned with SayPro values.
Human Capital Officers & Marketplace OfficersManage vendor registration, compliance, support, and evaluation.
Finance TeamManage financial transactions and payment gateways.

SayProP508-6. Procedures

SayProP508-6-1 Step 1: Vendor Registration

  • SayProP508-6-1-1 Complete Marketplace Vendor Registration Form.
  • SayProP508- 6-1- 2Upload KYC documents (ID, business registration, banking details).
  • SayProP508-6-1-3 Read and accept SayPro Vendor Terms of Use.

SayProP508-6-2 Step 2: Onboarding & Verification

  • SayProP508-6-2-1 Attend vendor induction webinar or receive digital onboarding pack.
  • SayProP508-6-2-2 Approval by SayPro Marketplace Officer after verification.

SayProP508-6-3 Step 3: Product/Service Listing

SayProP508-6-4 Step 4: Order Fulfilment & Communication

  • SayProP508-6-4-1 Vendors must fulfil orders within the agreed time.
  • SayProP508-6-4-2 Use SayPro messaging system for buyer communication.
  • SayProP508-6-4-3 Respond to queries and complaints within 10 minutes as per SayProP569.

SayProP508-6-5 Step 5: Payment and Settlement

  • SayProP508-6-5-1 Payments processed through SayPro payment gateway.
  • SayProP508-6-5-2 Vendors receive payouts on a bi-weekly basis after order confirmation.

SayProP508-6-6 Step 6: Monitoring and Reviews

  • SayProP508-6-6-1 Monthly performance review using Vendor Scorecard Template.
  • SayProP508-6-6-2 Suspension or removal if performance falls below acceptable standards.

SayProP508-7. Templates and Documents

  • SayProP508-7-1 Marketplace Vendor Registration Form
  • SayProP508-7-2 Vendor Terms of Use Agreement
  • SayProP508-7-3 Product Upload Template
  • SayProP508-7-4 Vendor Scorecard Template
  • SayProP508-7-5 Complaint and Dispute Resolution Form
  • SayProP508-7-6 Monthly Sales and Activity Report Template
  • SayProP508-7-7 Payment Reconciliation Template

SayProP508-8. Compliance

All vendors must comply with:

  • SayProP508-8-1 Local and national trade laws
  • SayProP508-8-2 Consumer protection regulations
  • SayProP508-8-3 SayPro Human Capital Ethics and Conduct Guidelines
  • SayProP508-8-4 Tax and VAT registration (where applicable)
    Failure to comply may result in penalties, listing removal, or legal action.

SayProP508-9. Frequently Asked Questions (FAQs)

SayProP508-9– 1 How to make your SayPro products sell?

SayProP508-9- 1-1 Q1: Who can register as a SayPro Marketplace Vendor?
SayProP508-9-1-2 A1: Any legally operating individual or business that meets SayPro’s ethical and operational standards.

SayProP508-9-2-1 Q2: What happens if a vendor fails to deliver?
SayProP508-9- 2-2 A2: The vendor may face temporary suspension or permanent removal, depending on the severity of the issue.

SayProP508-9-3-1 Q3: Are vendors charged a listing or commission fee?
SayProP508-9- 3-2 A3: Yes, SayPro charges a commission per sale. Full rates are outlined in the Vendor Terms of Use.

SayProP508-9- 4-1 Q4: Can I list services like training, catering, or design?
SayProP508-9- 4-2 A4: Yes. Both goods and services are accepted if they meet quality and safety requirements.

SayProP508-9- 5-1 Q5: How do vendors access support?
SayProP508-9- 5-2 A5: Vendors can reach out to their assigned Marketplace Officer or use the Vendor Help Desk Portal.

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