Checklist template

Auto parts counter and inventory operations

A ready-to-use checklist with 113 items in 6 sections, covering Counter service, Lookup accuracy, Inventory, Returns and cores, Special orders, Deliveries. Use it as-is in Bindy, or adapt it to your own standards in minutes.

  • 6 Sections
  • 113 Items
  • 94 Yes / No checks
  • 6 Scored ratings
  • 124 Points

Use this template How audits work

1. Counter service 18 items

  1. Customers are greeted within 30 seconds of reaching the counter Yes / No 1 pt
  2. The phone is answered within 3 rings with the store name Yes / No 1 pt
  3. The commercial phone line for repair shops is answered ahead of retail calls Yes / No 1 pt
  4. A counter employee is assigned to commercial accounts during peak hours Yes / No 1 pt
  5. Callers on hold are checked back with within 1 minute Yes / No 1 pt
  6. The counter is clear of parts, cores and paperwork from earlier sales Yes / No 1 pt
  7. Counter employees ask what job the customer is doing and offer the related gaskets, hardware and fluids Yes / No 1 pt
  8. Good, better and best options are offered when the store stocks more than one grade Yes / No 1 pt
  9. The core charge is explained before payment Yes / No 1 pt
  10. The warranty period of the part is stated at the sale Yes / No 1 pt
  11. When a part is out of stock, the employee checks nearby stores and the hub before the customer leaves Yes / No 1 pt
  12. Free services offered by the company (battery testing, wiper installation, loaner tools) are posted at the counter Yes / No 1 pt
  13. The battery and charging system tester works and prints or displays a result Yes / No 1 pt
  14. Loaner tools are checked for missing pieces on return before the deposit is refunded Yes / No 1 pt
  15. Every counter terminal, scanner and receipt printer is working Yes / No 1 pt
  16. Customers waiting at the counter at the time of the visit Number
  17. Counter employees on duty at the time of the visit Number
  18. Service at the counter during the visit Rating
    • Prompt, with related items offered 5 pts
    • Prompt, part sold with no questions asked 3 pts
    • Customers left waiting or unassisted 1 pt

2. Lookup accuracy 18 items

  1. The vehicle is identified by VIN or license plate decode whenever the customer has it Yes / No 1 pt
  2. Year, make, model and engine size are confirmed aloud with the customer Yes / No 1 pt
  3. Catalog qualifiers (drivetrain, production date, rotor size, with or without ABS) are asked before a part is chosen Yes / No 1 pt
  4. Fitment notes in the catalog are read before the part is pulled Yes / No 1 pt
  5. Left or right and front or rear are confirmed on sided parts Yes / No 1 pt
  6. The new part is compared side by side with the old part when the customer brought it in Yes / No 1 pt
  7. The box is opened at the counter to confirm the part inside matches the label Yes / No 1 pt
  8. The customer's vehicle is saved to the customer account for the next visit Yes / No 1 pt
  9. Every terminal runs the current version of the electronic catalog Yes / No 1 pt
  10. Original equipment numbers are cross-referenced in the catalog, not from memory Yes / No 1 pt
  11. Oil viscosity, transmission fluid type and coolant type are looked up by vehicle Yes / No 1 pt
  12. Battery group size, cold cranking amps and terminal layout are checked against the fitment guide Yes / No 1 pt
  13. Wiper, bulb and belt fitment guides in the aisles are the current year's edition Yes / No 1 pt
  14. Returns are coded with a reason, including "wrong part: catalog" and "wrong part: counter" Yes / No 1 pt
  15. Catalog errors found are reported through the company's catalog correction tool Yes / No 1 pt
  16. A counter employee given a test vehicle found the correct front brake pads, including the qualifiers Yes / No 1 pt
  17. Returns coded as wrong part last month (% of returns) Number
  18. Lookup method observed at the counter Rating
    • VIN or full vehicle details, qualifiers checked, part verified 5 pts
    • Vehicle details taken, qualifiers skipped 3 pts
    • Parts picked from memory or by appearance 1 pt

3. Inventory 20 items

  1. The daily cycle count list generated by the system was completed yesterday Yes / No 1 pt
  2. Bin and shelf locations are labeled Yes / No 1 pt
  3. Parts pulled by the counter employee during the visit that were found at their system location on the first try, out of 5 requested Number
  4. Overstock locations are recorded in the system Yes / No 1 pt
  5. Fast-moving parts (filters, brake pads, batteries, wiper blades) are binned closest to the counter Yes / No 1 pt
  6. No parts are stored on the floor of the aisles Yes / No 1 pt
  7. Stock orders are put away the day they arrive Yes / No 1 pt
  8. Parts are scanned from the box at the sale, not keyed in by part number Yes / No 1 pt
  9. Lost sales are recorded at the counter when a requested part is not stocked Yes / No 1 pt
  10. Parts with repeated lost sales are added to the store's stocking list as company policy allows Yes / No 1 pt
  11. First-call fill rate last week (%) Number
  12. Parts flagged by the system for replenishment were on the last stock order Yes / No 1 pt
  13. Same-day orders to the hub or distribution center were placed before the cut-off time Yes / No 1 pt
  14. Batteries in the stockroom are recharged at the age set by company policy Yes / No 1 pt
  15. Batteries are stored upright on battery racks with terminal caps in place Yes / No 1 pt
  16. Leaking or damaged chemical and aerosol containers are removed from stock Yes / No 1 pt
  17. Scan tools, catalytic converters and other high-value parts are kept in a locked area Yes / No 1 pt
  18. Refrigerant sales are recorded as required by local regulation Yes / No 1 pt
  19. Date of the last full physical inventory Date
  20. Availability and location of parts Rating
    • Parts in stock and found at their location 5 pts
    • Parts in stock, some hard to find 3 pts
    • Frequent lost sales or parts not found 1 pt

4. Returns and cores 20 items

  1. The return and warranty policy is explained to the customer when a return is refused Yes / No 1 pt
  2. Alternators, starters and batteries returned as defective are tested on the counter tester before a replacement is issued Yes / No 1 pt
  3. The test result is printed or saved to the warranty exchange invoice Yes / No 1 pt
  4. A customer whose returned part tests good is shown the test result Yes / No 1 pt
  5. Warranty replacements are handed over in the same visit when the part is in stock Yes / No 1 pt
  6. Defective parts are tagged with the invoice number, the date and the failure reason Yes / No 1 pt
  7. Defective parts are kept in a warranty area separate from saleable stock Yes / No 1 pt
  8. The box of a returned part is opened and the part number on the part is compared with the label Yes / No 1 pt
  9. Returned parts are checked for signs of installation (tool marks, grease, bent pins) before a refund Yes / No 1 pt
  10. Cores are checked to be the same type as the part sold before the core charge is refunded Yes / No 1 pt
  11. Cores are drained of fluid before they are accepted Yes / No 1 pt
  12. Cores brought back without a receipt are looked up by the customer's phone number or account Yes / No 1 pt
  13. Core credits for commercial accounts appear on the shop's next statement Yes / No 1 pt
  14. Each core in the core area is in a box labeled with its part number Yes / No 1 pt
  15. Cores are shipped back to suppliers on the company schedule Yes / No 1 pt
  16. Battery cores are kept on a pallet in the core area, not on the sales floor Yes / No 1 pt
  17. Return authorizations are requested from suppliers within their deadline Yes / No 1 pt
  18. Supplier return authorizations open more than 30 days Number
  19. Cores on hand waiting to be returned Number
  20. Handling of returns, warranties and cores Rating
    • Tested, explained and tagged on every return 5 pts
    • Handled, but tests or tags skipped 3 pts
    • Returns accepted or refused without a check 1 pt

5. Special orders 17 items

  1. Each special order records the customer's name, phone number, vehicle and part number Yes / No 1 pt
  2. A deposit is taken on non-stocked parts as company policy requires Yes / No 1 pt
  3. The customer signs for non-returnable special orders Yes / No 1 pt
  4. The supplier and the expected arrival date are given to the customer when the order is placed Yes / No 1 pt
  5. Freight charges are disclosed before the order is placed Yes / No 1 pt
  6. The supplier's order confirmation is attached to the special order Yes / No 1 pt
  7. Hub and distribution center cut-off times are posted at the counter Yes / No 1 pt
  8. Special orders are received in the system before they are handed to the customer Yes / No 1 pt
  9. Each part on the special-order shelf is tagged with the customer's name, the date received and the invoice number Yes / No 1 pt
  10. The customer is called or texted the day the part arrives, and the contact is logged Yes / No 1 pt
  11. Parts unclaimed after the period set by company policy are returned to the supplier or moved to stock Yes / No 1 pt
  12. Special orders on the shelf for more than 30 days Number
  13. Backorders are reviewed daily and the customer is told when the expected date changes Yes / No 1 pt
  14. Purchases from dealers and outside suppliers carry a purchase order number Yes / No 1 pt
  15. Outside purchase receipts are matched to the purchase order the same day Yes / No 1 pt
  16. The manager reviews the open special order report every week Yes / No 1 pt
  17. Follow-through on special orders Rating
    • Customers informed and parts collected promptly 5 pts
    • Parts arrive but customers not always told 3 pts
    • Old unclaimed parts and untracked orders 1 pt

6. Deliveries 20 items

  1. Commercial orders leave the store within the time promised by company policy Yes / No 1 pt
  2. The shop is given a promised delivery time when the order is taken Yes / No 1 pt
  3. A second person checks the parts against the invoice before the driver leaves Yes / No 1 pt
  4. The delivery ticket is signed by the shop at delivery Yes / No 1 pt
  5. Signed delivery tickets are filed or scanned every day Yes / No 1 pt
  6. The dispatch board or log shows the driver, the departure time and the stops of each run Yes / No 1 pt
  7. Drivers write a return ticket at the shop when they pick up cores and returns Yes / No 1 pt
  8. Returns picked up from shops are credited within 2 business days Yes / No 1 pt
  9. The daily inspection sheet of each delivery vehicle is completed before the first run Yes / No 1 pt
  10. Batteries and fluids are carried upright in a containment tray Yes / No 1 pt
  11. Parts are secured so they cannot slide or fall in the delivery vehicle Yes / No 1 pt
  12. Payments collected by drivers are turned in with the receipt the same day Yes / No 1 pt
  13. Single-part rush runs are logged so they can be reviewed Yes / No 1 pt
  14. Driver's licenses and driving records are checked on the company schedule Yes / No 1 pt
  15. Shop complaints about late or wrong deliveries are logged and followed up by the commercial manager Yes / No 1 pt
  16. Deliveries made yesterday Number
  17. Average minutes from order to delivery last week Number
  18. Name of the parts store manager Short text
  19. Overall parts counter and inventory operations Rating
    • Customers served promptly and parts right the first time 5 pts
    • Service prompt, with wrong parts or late deliveries 3 pts
    • Long waits, wrong parts and late deliveries 1 pt
  20. Corrective actions required at the parts counter Comments

About this template

This checklist is part of the Bindy template library. Yes / No checks score 1 point when met; ratings score the points shown for each option. The overall score is the percentage of points earned, with N/A answers excluded. In Bindy you can add photos, assign corrective actions, require sign-off and compare results across sites.

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