Checklist template

Daily inventory reconciliation for cannabis stores

A ready-to-use checklist with 100 items in 6 sections, covering Counts, Tracking system match, Discrepancies, Samples and display units, Adjustments, Sign-off. Use it as-is in Bindy, or adapt it to your own standards in minutes.

  • 6 Sections
  • 100 Items
  • 80 Yes / No checks
  • 6 Scored ratings
  • 110 Points

Use this template How audits work

1. Counts 19 items

  1. A count of cannabis product was completed at close yesterday or before opening today Yes / No 1 pt
  2. The count sheet or handheld session for the most recent count is available at the store Yes / No 1 pt
  3. The count covered every storage location: sales floor drawers, back stock shelves, the product vault and the pickup staging shelf Yes / No 1 pt
  4. Counters work from a blind sheet that does not show the expected quantity Yes / No 1 pt
  5. The count is done by two employees, one counting and one recording Yes / No 1 pt
  6. Sales are stopped or the registers are closed while the count is in progress Yes / No 1 pt
  7. Each package is counted by scanning its tracking tag or barcode, not from the shelf label Yes / No 1 pt
  8. Opened master cases are counted unit by unit, not taken from the case quantity printed on the box Yes / No 1 pt
  9. Bulk flower sold by weight is weighed on a scale during the count, where the store sells from bulk Yes / No 1 pt
  10. The scale used for the count carries a current calibration or verification sticker Yes / No 1 pt
  11. Product held for online orders is included in the count and identified as reserved Yes / No 1 pt
  12. Product in the returns, quarantine and waste bins is counted separately from saleable stock Yes / No 1 pt
  13. High-risk categories (vape cartridges, concentrates, pre-roll multipacks) are counted every day, even where the full count is on a cycle Yes / No 1 pt
  14. The cycle count schedule covers every category within the period set by company policy Yes / No 1 pt
  15. An inspector's recount of 10 products during the visit matched the quantities on hand in the point-of-sale system Yes / No 1 pt
  16. Products among the 10 recounted that did not match Number
  17. Packages counted in the most recent full count Number
  18. Date of the most recent full count of all categories Date
  19. Discipline of the daily count Rating
    • Blind, two-person and complete 5 pts
    • Done but with shortcuts 3 pts
    • Not done daily 1 pt

2. Tracking system match 17 items

  1. The store's inventory in the state or provincial tracking system was compared with the point-of-sale inventory for the last business day Yes / No 1 pt
  2. Yesterday's sales were reported to the tracking system within the deadline set by local regulation Yes / No 1 pt
  3. The sync log between the point-of-sale system and the tracking system shows no failed transmissions for the last 7 days Yes / No 1 pt
  4. Failed transmissions are corrected the same day by a named employee Yes / No 1 pt
  5. 5 packages picked from the shelves carried tracking tags that exist as active packages at this license in the tracking system Yes / No 1 pt
  6. The quantity on hand of those 5 packages matched the tracking system Yes / No 1 pt
  7. No package in the tracking system shows a negative quantity Yes / No 1 pt
  8. Active packages with no sale in the period set by company policy were physically located during the last cycle count Yes / No 1 pt
  9. Sales voided or refunded at the register were also reversed in the tracking system Yes / No 1 pt
  10. Transfers received yesterday were accepted in the tracking system before the product was put on sale Yes / No 1 pt
  11. Product moved between rooms (back stock to sales floor) is recorded as a room move in the tracking system where local regulation requires it Yes / No 1 pt
  12. Customer returns were entered in the tracking system as required by local regulation Yes / No 1 pt
  13. Product moved to waste was recorded against the correct package tag Yes / No 1 pt
  14. The unit of measure of each package sampled (each or grams) is the same in both systems Yes / No 1 pt
  15. The monthly inventory report required by the regulator, where one is required, was filed on time Yes / No 1 pt
  16. Packages with a quantity difference between the two systems at the time of the visit Number
  17. Agreement between the point-of-sale system and the tracking system Rating
    • No differences 5 pts
    • Differences identified and being corrected 3 pts
    • Differences not investigated 1 pt

3. Discrepancies 17 items

  1. Every variance from the most recent count is listed on a variance report by product and package tag Yes / No 1 pt
  2. A recount of each variance is done by a different employee before it is accepted Yes / No 1 pt
  3. The cause of each variance is written on the report (miscount, wrong package sold, receiving error, unexplained) Yes / No 1 pt
  4. Sales of the wrong package tag, where a budtender scanned a sibling product, are corrected in both systems Yes / No 1 pt
  5. Camera footage is reviewed for unexplained shortages above the threshold set by company policy Yes / No 1 pt
  6. Unexplained losses are reported to the regulator within the deadline set by local regulation Yes / No 1 pt
  7. Unexplained losses are reported to the loss prevention department the same day Yes / No 1 pt
  8. Suspected theft is reported to the police where local regulation requires it Yes / No 1 pt
  9. Variances are tracked by employee and by shift to reveal patterns Yes / No 1 pt
  10. Overages are investigated in the same way as shortages Yes / No 1 pt
  11. The same product has not shown a variance on 3 or more counts in the last 30 days without a documented review Yes / No 1 pt
  12. Variances found in the vault are escalated to the store manager before the store opens Yes / No 1 pt
  13. Open variances from earlier days carry a status and an owner Yes / No 1 pt
  14. Unexplained variances open at the time of the visit Number
  15. Units short on the most recent count Number
  16. Units over on the most recent count Number
  17. Investigation of variances Rating
    • Every variance recounted and explained 5 pts
    • Some variances accepted without a cause 3 pts
    • Variances written off without investigation 1 pt

4. Samples and display units 16 items

  1. Each display unit on the sales floor is listed on the display unit log with its package tag Yes / No 1 pt
  2. Display units are counted during the daily count Yes / No 1 pt
  3. Display units were moved out of saleable inventory in the way the tracking system and local regulation require Yes / No 1 pt
  4. The number of display units counted during the visit matched the log Yes / No 1 pt
  5. Display units counted during the visit Number
  6. Each smell jar on the sales floor is traced on the log to the package it was taken from Yes / No 1 pt
  7. The weight of each smell jar sample is recorded on the log Yes / No 1 pt
  8. Smell jar samples that have been replaced were recorded as waste, not put back into stock Yes / No 1 pt
  9. Supplier samples for employee education, where permitted locally, are received through the tracking system Yes / No 1 pt
  10. Each employee sample handed out is recorded with the employee's name Yes / No 1 pt
  11. Supplier samples are stored in the vault apart from saleable stock until they are distributed Yes / No 1 pt
  12. No supplier sample without a tracking tag was found at the store Yes / No 1 pt
  13. Retired display units are destroyed through the waste procedure with a witness Yes / No 1 pt
  14. Display packages that contain product are locked up after closing Yes / No 1 pt
  15. Empty display packages are marked so they cannot be mistaken for stock during a count Yes / No 1 pt
  16. Control of display units and samples Rating
    • All logged and accounted for 5 pts
    • Log incomplete 3 pts
    • Units missing or no log 1 pt

5. Adjustments 16 items

  1. Inventory adjustments can be entered only by the employees authorized in the point-of-sale user rights Yes / No 1 pt
  2. Adjustments are entered against the specific package tag, not against the product as a whole Yes / No 1 pt
  3. Each adjustment entered in the last 7 days carries a reason code Yes / No 1 pt
  4. Each adjustment entered in the last 7 days carries a written note explaining the cause Yes / No 1 pt
  5. Adjustments above the threshold set by company policy were approved by the store manager or district manager before entry Yes / No 1 pt
  6. The same adjustment was entered in the tracking system with the reason required by the regulator Yes / No 1 pt
  7. No adjustment was entered to force the count to match without a recount on file Yes / No 1 pt
  8. The employee who counted is not the employee who entered the adjustment Yes / No 1 pt
  9. Adjustments for damaged product are supported by the waste log entry for that package Yes / No 1 pt
  10. Adjustments for receiving errors are supported by the corrected manifest or supplier credit Yes / No 1 pt
  11. The adjustment report for the last 7 days was printed or exported for this visit Yes / No 1 pt
  12. No adjustment was entered outside business hours without an explanation Yes / No 1 pt
  13. Package weight adjustments for moisture loss on bulk flower follow the method set by company policy Yes / No 1 pt
  14. Adjustments entered in the last 7 days Number
  15. Adjustments in the last 7 days entered without a note Number
  16. Control of inventory adjustments Rating
    • Authorized, explained and mirrored in the tracking system 5 pts
    • Explained but approvals missing 3 pts
    • Unexplained or unauthorized adjustments 1 pt

6. Sign-off 15 items

  1. The counter signed the most recent count sheet Yes / No 1 pt
  2. The recorder signed the most recent count sheet Yes / No 1 pt
  3. The manager on duty reviewed the reconciliation before the store opened Yes / No 1 pt
  4. The manager's review is dated on the reconciliation record Yes / No 1 pt
  5. Reconciliation records for the last 30 days are complete, with no day missing Yes / No 1 pt
  6. Reconciliation records are kept for the retention period set by local regulation Yes / No 1 pt
  7. The district manager reviews the store's variance trend at least monthly Yes / No 1 pt
  8. The store's variance results for the last period were shared with the team Yes / No 1 pt
  9. Corrective actions from the previous reconciliation audit have been completed Yes / No 1 pt
  10. Employees who count have been trained on the count procedure, with the training recorded Yes / No 1 pt
  11. Days in the last 30 without a signed reconciliation Number
  12. Date of the district manager's last review of the reconciliation records Date
  13. Name of the manager who signed the most recent reconciliation Short text
  14. Overall control of daily inventory reconciliation Rating
    • Counts, tracking system match and adjustments all in order 5 pts
    • Gaps in one area, with a correction under way 3 pts
    • Gaps in several areas or records missing 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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