Checklist template

Cannabis receiving and inventory tracking

A ready-to-use checklist with 102 items in 6 sections, covering Manifests, Receiving checks, Tracking system entry, Storage, Reconciliation, Records. Use it as-is in Bindy, or adapt it to your own standards in minutes.

  • 6 Sections
  • 102 Items
  • 85 Yes / No checks
  • 6 Scored ratings
  • 115 Points

Use this template How audits work

1. Manifests 16 items

  1. The transport manifest is available in the tracking system before the delivery vehicle arrives Yes / No 1 pt
  2. The manifest shows the license number of the shipping licensee Yes / No 1 pt
  3. The manifest lists each package with its tracking tag number Yes / No 1 pt
  4. The manifest is compared with the purchase order before the driver is let into the receiving area Yes / No 1 pt
  5. The driver's identification is compared with the driver named on the manifest Yes / No 1 pt
  6. The vehicle plate matches the vehicle shown on the manifest Yes / No 1 pt
  7. The delivery arrived within the time window shown on the manifest Yes / No 1 pt
  8. Deliveries are accepted only during the hours allowed by local regulation or company policy Yes / No 1 pt
  9. A delivery that was not scheduled is referred to the manager before the door is opened Yes / No 1 pt
  10. Product that is not listed on the manifest is refused Yes / No 1 pt
  11. Rejected packages are noted on the manifest before the driver leaves Yes / No 1 pt
  12. The receiving employee signs the manifest with printed name, date and time Yes / No 1 pt
  13. The store keeps a signed copy of each manifest Yes / No 1 pt
  14. Deliveries received in the last 7 days Number
  15. Date of the last delivery received Date
  16. Manifests of the last 5 deliveries Rating
    • All complete and signed 5 pts
    • One with a missing signature, date or time 3 pts
    • Several incomplete or missing 1 pt

2. Receiving checks 19 items

  1. Deliveries enter through the designated receiving door, not the customer entrance Yes / No 1 pt
  2. No customer or visitor is in the receiving area while a delivery is checked in Yes / No 1 pt
  3. The receiving area is covered by a camera that was recording at the time of the visit Yes / No 1 pt
  4. Two employees are present when a delivery is checked in, where company policy requires it Yes / No 1 pt
  5. The tag number of each package is read against the manifest line by line Yes / No 1 pt
  6. Units inside each case are counted instead of being accepted from the case label Yes / No 1 pt
  7. Bulk flower is weighed on a legal-for-trade scale on receipt, where the store receives it in bulk Yes / No 1 pt
  8. The certificate of analysis of each batch received is on file or can be opened from the tracking system Yes / No 1 pt
  9. The potency on the label matched the certificate of analysis for 3 batches sampled Yes / No 1 pt
  10. Packaged-on or expiry dates are checked against the minimum remaining shelf life set by company policy Yes / No 1 pt
  11. Child-resistant closures and tamper seals are checked on a sample of units from each case Yes / No 1 pt
  12. Each product label carries the warning symbol required by local regulation Yes / No 1 pt
  13. Leaking vape cartridges and crushed boxes are refused or quarantined at receiving Yes / No 1 pt
  14. Infused beverages and other chilled products arrive at the temperature stated by the supplier Yes / No 1 pt
  15. The check-in is finished before the driver leaves the premises Yes / No 1 pt
  16. Product is never left unattended in the receiving area Yes / No 1 pt
  17. Cash paid to a driver is counted by two employees in view of a camera, where deliveries are paid in cash Yes / No 1 pt
  18. Packages rejected at receiving in the last 30 days Number
  19. Thoroughness of the receiving check observed or described Rating
    • Every tag read and every unit counted 5 pts
    • Tags read but units accepted from case labels 3 pts
    • Delivery signed for without checking 1 pt

3. Tracking system entry 16 items

  1. The incoming transfer is accepted in the tracking system within the time allowed by local regulation Yes / No 1 pt
  2. The transfer is accepted only after the physical count is finished Yes / No 1 pt
  3. A shortage or overage is recorded in the tracking system at acceptance instead of being adjusted later Yes / No 1 pt
  4. Each employee signs in to the tracking system with their own credentials Yes / No 1 pt
  5. The tracking system access of employees who left the company has been removed Yes / No 1 pt
  6. Received packages are assigned to the correct room or location in the tracking system Yes / No 1 pt
  7. Each package tag is linked to its product in the point-of-sale system before the product goes on sale Yes / No 1 pt
  8. The quantity accepted in the tracking system equals the quantity on the receiving count sheet for the last 3 deliveries Yes / No 1 pt
  9. Rejected packages are recorded as rejected in the tracking system, not accepted and then adjusted out Yes / No 1 pt
  10. The retail price and the tax category are set in the point-of-sale system before the first sale Yes / No 1 pt
  11. The package tag stays on the case or bin until the last unit is sold Yes / No 1 pt
  12. The product name and category given to a new product in the point-of-sale system match the supplier's label Yes / No 1 pt
  13. A return to a supplier leaves the store on an outgoing manifest created in the tracking system Yes / No 1 pt
  14. The employee asked can describe the paper procedure used when the tracking system is down Yes / No 1 pt
  15. Incoming transfers pending acceptance at the time of the visit Number
  16. Timeliness of tracking system entries for the last 5 deliveries Rating
    • All accepted on the day of delivery 5 pts
    • One accepted late 3 pts
    • Several accepted late or still pending 1 pt

4. Storage 17 items

  1. Accepted stock is moved to the vault or locked storage room within the time set by company policy Yes / No 1 pt
  2. Stock waiting to be put away is held in a locked cage or room, not left on the receiving table Yes / No 1 pt
  3. Each storage location in the vault carries the location name used in the tracking system Yes / No 1 pt
  4. The camera inside the vault shows every shelf without blind spots Yes / No 1 pt
  5. Stock in the vault is arranged by category and batch with the tags facing out Yes / No 1 pt
  6. The oldest batch of each product is placed in front of newer batches Yes / No 1 pt
  7. No case or tote of product is stored directly on the floor Yes / No 1 pt
  8. The vault temperature is within the range set by company policy Yes / No 1 pt
  9. Vault temperature (°F or °C) Number
  10. Vault relative humidity (%) Number
  11. Chilled products are kept in a refrigerator located inside the limited-access area Yes / No 1 pt
  12. Quarantined product (recalled, damaged or returned) is on a separate shelf labeled "Not for sale" Yes / No 1 pt
  13. Back stock kept on the sales floor is in locked drawers or cabinets Yes / No 1 pt
  14. Overstock that does not fit in the vault is kept only in another locked location recorded in the tracking system Yes / No 1 pt
  15. Flower is stored away from direct light and from heat sources such as lights and compressors Yes / No 1 pt
  16. Put-away is checked by a second employee scanning a sample of packages in their new location Yes / No 1 pt
  17. Organization of the vault Rating
    • Every package tagged, in its location and easy to count 5 pts
    • Tagged but some packages out of place 3 pts
    • Untagged or mixed packages found 1 pt

5. Reconciliation 19 items

  1. Each delivery is matched three ways: purchase order, manifest and supplier invoice Yes / No 1 pt
  2. Invoice quantities are compared with the quantities accepted in the tracking system before the invoice is approved for payment Yes / No 1 pt
  3. Invoice unit prices are compared with the prices on the purchase order Yes / No 1 pt
  4. A shortage found at receiving is claimed from the supplier on a credit request on the day of delivery Yes / No 1 pt
  5. Open supplier credit requests are followed up until the credit is received Yes / No 1 pt
  6. Supplier credit requests open for more than 30 days Number
  7. An overage found at receiving is reported to the supplier instead of being kept Yes / No 1 pt
  8. Packages rejected at receiving appear on the supplier's corrected invoice Yes / No 1 pt
  9. The receiving variance log lists each delivery with a shortage, an overage or a rejection Yes / No 1 pt
  10. Receiving variances are reviewed by the manager every week, by supplier Yes / No 1 pt
  11. A supplier with repeated shortages is reported to the purchasing department Yes / No 1 pt
  12. Each return to a supplier is matched to a credit note Yes / No 1 pt
  13. A transfer from another store of the company is reconciled with the sending store's outgoing manifest Yes / No 1 pt
  14. Product received on a transfer is counted the same way as a supplier delivery Yes / No 1 pt
  15. A weight difference on bulk flower received is recorded against the manifest weight Yes / No 1 pt
  16. The purchase order is closed in the system once the delivery is fully received Yes / No 1 pt
  17. Deliveries in the last 30 days with a difference between the manifest and the count Number
  18. 3 deliveries of the last 30 days chosen during the visit show the same quantities on the manifest, the count sheet and the tracking system Yes / No 1 pt
  19. Result of the three-way match for the 3 deliveries chosen Rating
    • All quantities matched 5 pts
    • Difference on one delivery, explained and credited 3 pts
    • Unexplained differences 1 pt

6. Records 15 items

  1. Signed manifests are kept at the store for the retention period required by local regulation Yes / No 1 pt
  2. A manifest from last month was retrieved within 5 minutes during the visit Yes / No 1 pt
  3. Certificates of analysis can be retrieved by batch number Yes / No 1 pt
  4. Signed count sheets are kept with the variance report of each count Yes / No 1 pt
  5. Camera footage of a delivery chosen from the last 30 days could be played back during the visit Yes / No 1 pt
  6. A copy of the current license of each supplier is on file Yes / No 1 pt
  7. Each purchase order is filed with the manifest of the delivery that filled it Yes / No 1 pt
  8. The employee in charge on shift knows where the records are kept for an inspector Yes / No 1 pt
  9. A written receiving procedure is available in the receiving area Yes / No 1 pt
  10. Each employee who receives deliveries has a signed training record for the tracking system Yes / No 1 pt
  11. Corrective actions from the last regulator inspection have been completed Yes / No 1 pt
  12. Date of the last regulator inspection Date
  13. Name of the inventory manager Short text
  14. Overall control of receiving and inventory tracking Rating
    • Every delivery checked, entered and filed without gaps 5 pts
    • Gaps in records or timeliness, product fully accounted for 3 pts
    • Product received without a check or missing from the tracking system 1 pt
  15. Corrective actions required 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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