🏬 Retail (General)

Complete document roadmap – 73 core documents

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Document Roadmap

R 700

Complete list of 73 documents with descriptions – ready to implement.

File Directory Structure

R 700

Pre‑built folder structure – just copy and start filing.

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📋 Document Roadmap

Phase 1: Registration & Compliance (10 docs)

✔	Document	Description
	RET-001 – CIPC Registration Certificate	Proof of company registration
	RET-002 – Memorandum of Incorporation (MOI)	Company constitution
	RET-003 – SARS Registration (IT, PAYE, VAT)	Tax compliance (VAT if turnover >R1m)
	RET-004 – COIDA Registration	Employee injury cover
	RET-005 – Public Liability Insurance	Cover for customer injuries
	RET-006 – Business Licence (Local Municipality)	Shop / Trading Licence – required to trade
	RET-007 – Liquor Licence (if selling alcohol)	Off‑consumption licence
	RET-008 – Health Certificate (if selling food)	Municipality inspection
	RET-009 – Fire Clearance Certificate	For premises
	RET-010 – B‑BBEE Certificate	For corporate suppliers and tenders

Phase 2: Contracts & Client Docs (10 docs)

✔	Document	Description
	RET-011 – Lease Agreement (Retail Premises)	With landlord
	RET-012 – Supplier Agreement (Wholesaler)	For stock ordering
	RET-013 – Consignment Agreement (if selling on behalf)	For stock not owned
	RET-014 – Credit Application Form (for customers)	For store accounts
	RET-015 – Lay‑Bye Agreement (if offering)	Payment plan terms
	RET-016 – Return / Refund Policy	Required by CPA
	RET-017 – Gift Voucher Terms & Conditions	Liability limit
	RET-018 – Non‑Disclosure Agreement (NDA)	For supplier pricing
	RET-019 – Delivery Agreement (if delivering)	To customer premises
	RET-020 – Rental of Equipment Agreement (e.g., gas bottles)	For deposit tracking

Phase 3: Human Resources (10 docs)

✔	Document	Description
	RET-021 – Employment Contract – Cashier	Permanent staff
	RET-022 – Employment Contract – Sales Assistant	Floor staff
	RET-023 – Employment Contract – Store Manager	Senior staff
	RET-024 – Employment Contract – Stock Clerk / Receiver	Back office
	RET-025 – Independent Contractor Agreement (e.g., cleaner)	Subcontractors
	RET-026 – Code of Conduct (Employees)	Theft prevention, professionalism
	RET-027 – Disciplinary Code & Procedure	HR compliance
	RET-028 – Shift Roster Template	Daily/weekly schedule
	RET-029 – Attendance Register (Daily)	Sign‑in / sign‑out
	RET-030 – Training Record – POS / Cash Handling	Till operation

Phase 4: Operations & Store Management (12 docs)

✔	Document	Description
	RET-031 – Daily Cash‑Up Sheet (Till Reconciliation)	Sales vs cash
	RET-032 – Daily Sales Report	Summary of transactions
	RET-033 – Stock Take Sheet (Physical Count)	Inventory management
	RET-034 – Stock Adjustment Register (Damaged, expired, stolen)	Loss tracking
	RET-035 – Supplier Delivery Note Log	Received goods
	RET-036 – Purchase Order Template	To suppliers
	RET-037 – Price Change Log (markdowns, promotions)	Audit trail
	RET-038 – Customer Complaint / Feedback Log	CPA compliance
	RET-039 – Refund / Exchange Register	Proof of returns
	RET-040 – Store Opening Checklist (daily)	Security, lights, tills
	RET-041 – Store Closing Checklist (daily)	Cash banking, alarms
	RET-042 – Safe / Cash Float Register	Petty cash and change

Phase 5: Health & Safety (8 docs)

✔	Document	Description
	RET-043 – Occupational Health & Safety (OHS) Policy	Company H&S
	RET-044 – Risk Assessment (Store Premises)	Slips, trips, falling stock
	RET-045 – Incident / Accident Report Form	Customer or staff injury
	RET-046 – First Aid Kit Register	Inventory
	RET-047 – Fire Extinguisher Inspection Log	Monthly check
	RET-048 – Emergency Evacuation Plan (store)	Map and procedure
	RET-049 – Personal Protective Equipment (PPE) Policy	For stock handlers
	RET-050 – Toolbox Talk Register (staff safety)	Monthly topics

Phase 6: Finance & Suppliers (8 docs)

✔	Document	Description
	RET-051 – Invoice Template (to corporate customers)	B2B sales
	RET-052 – Supplier Invoice Register	Stock payments
	RET-053 – Payroll Register	Staff wages
	RET-054 – Petty Cash Log	Small store expenses
	RET-055 – Daily Banking Register	Cash deposited
	RET-056 – Supplier Payment Schedule	Creditors aging
	RET-057 – Credit Card / EFT Transaction Log	Sales reconciliation
	RET-058 – Bank Reconciliation Template	Monthly finance

Phase 7: Equipment & Assets (7 docs)

✔	Document	Description
	RET-059 – Asset Register (Master)	Tills, fridges, shelves, computers
	RET-060 – Refrigeration Temperature Log (if selling cold goods)	Health compliance
	RET-061 – POS System Maintenance Log	Till hardware
	RET-062 – CCTV Camera Log	Security footage tracking
	RET-063 – Security Alarm Log	Arming/disarming
	RET-064 – Small Equipment Register (scanners, label makers)	Tracking
	RET-065 – Asset Disposal Form	Retirement of old equipment

Phase 8: Forms & Templates (8 docs)

✔	Document	Description
	RET-066 – Credit Note Form (customer returns)	Refund documentation
	RET-067 – Customer Information Form (for warranties)	Data capture
	RET-068 – Staff Discount Authorization Form	Internal approval
	RET-069 – Overtime Authorization Form	Staff approval
	RET-070 – Leave Application Form	Staff requests
	RET-071 – Supplier Evaluation Form	Vendor performance
	RET-072 – Mystery Shopper Report Template	Internal audit
	RET-073 – Termination Checklist	Offboarding

📁 File Directory Structure

Retail Store (Pty) Ltd/
│
├── 01 Registration & Compliance/
│   ├── CIPC_Registration.pdf
│   ├── MOI.pdf
│   ├── SARS_Registration.pdf
│   ├── COIDA_Certificate.pdf
│   ├── Public_Liability_Insurance.pdf
│   ├── Business_Licence_Shop_Licence.pdf
│   ├── Liquor_Licence.pdf (if applicable)
│   ├── Health_Certificate.pdf (if food)
│   ├── Fire_Clearance.pdf
│   └── B-BBEE_Certificate.pdf
│
├── 02 Contracts & Client Docs/
│   ├── Lease_Agreement.pdf (signed)
│   ├── Supplier_Agreements/ (by supplier)
│   ├── Consignment_Agreement.docx (if applicable)
│   ├── Customer_Credit_Application.docx
│   ├── Lay_Bye_Agreement.docx
│   ├── Return_Refund_Policy.pdf (displayed)
│   ├── Gift_Voucher_Terms.pdf
│   └── Delivery_Agreement.docx
│
├── 03 Human Resources/
│   ├── Employment_Contracts/
│   │   ├── Cashier.docx
│   │   ├── Sales_Assistant.docx
│   │   ├── Store_Manager.docx
│   │   └── Stock_Clerk.docx
│   ├── Code_of_Conduct.pdf
│   ├── Disciplinary_Code.pdf
│   ├── Shift_Rosters/ (by week)
│   ├── Attendance_Registers/ (by month)
│   └── Training_Records/ (POS, cash handling)
│
├── 04 Operations & Store Management/
│   ├── Daily_Cash_Up_Sheets/ (by date)
│   ├── Daily_Sales_Reports/ (by date)
│   ├── Stock_Take_Sheets/ (monthly)
│   ├── Stock_Adjustment_Log.xlsx
│   ├── Supplier_Delivery_Notes/ (by date)
│   ├── Purchase_Orders_Issued/ (by date)
│   ├── Price_Change_Log.xlsx
│   ├── Customer_Complaint_Log.xlsx
│   ├── Refund_Exchange_Register.xlsx
│   ├── Opening_Checklists/ (daily)
│   ├── Closing_Checklists/ (daily)
│   └── Safe_Float_Register.xlsx
│
├── 05 Health & Safety/
│   ├── OHS_Policy.pdf
│   ├── Risk_Assessment_Store.pdf
│   ├── Incident_Reports/ (by date)
│   ├── First_Aid_Kit_Register.xlsx
│   ├── Fire_Extinguisher_Log.xlsx
│   ├── Emergency_Evacuation_Plan.pdf
│   ├── PPE_Issue_Register.xlsx
│   └── Toolbox_Talk_Register.xlsx
│
├── 06 Finance & Suppliers/
│   ├── Invoices_Issued/ (B2B)
│   ├── Supplier_Invoice_Register.xlsx
│   ├── Payroll_Records/ (by month)
│   ├── Petty_Cash_Log.xlsx
│   ├── Daily_Banking_Register.xlsx
│   ├── Supplier_Payment_Schedule.xlsx
│   ├── Credit_Card_Transaction_Logs.xlsx
│   └── Bank_Reconciliation.xlsx
│
├── 07 Assets & Equipment/
│   ├── Asset_Register.xlsx
│   ├── Refrigeration_Temperature_Logs.xlsx (if applicable)
│   ├── POS_Maintenance_Log.xlsx
│   ├── CCTV_Log.xlsx
│   ├── Security_Alarm_Log.xlsx
│   ├── Small_Equipment_Register.xlsx
│   └── Asset_Disposal_Form.docx
│
└── 08 Forms & Templates/
    ├── Credit_Note_Form.docx
    ├── Customer_Warranty_Form.docx
    ├── Staff_Discount_Form.docx
    ├── Overtime_Form.docx
    ├── Leave_Application.docx
    ├── Supplier_Evaluation_Form.docx
    ├── Mystery_Shopper_Report.docx
    └── Termination_Checklist.docx

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