Building what lasts.
Complete document roadmap – 73 core documents
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| 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 |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| 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 |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| 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 |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| 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 |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| 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 |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| 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 |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| 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 |
| ✔ | Ref | Document | Purpose |
|---|---|---|---|
| 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 |