Checklist template

Grocery receiving and back room operations

A ready-to-use checklist with 120 items in 6 sections, covering Receiving, Cold chain, Back room organization, Returns and credits, Pallets and totes, Housekeeping. Use it as-is in Bindy, or adapt it to your own standards in minutes.

  • 6 Sections
  • 120 Items
  • 100 Yes / No checks
  • 6 Scored ratings
  • 130 Points

Use this template How audits work

1. Receiving 19 items

  1. The receiving schedule with vendor delivery windows is posted at the receiving door Yes / No 1 pt
  2. Vendors arriving outside their delivery window are rescheduled or received only with a manager's approval Yes / No 1 pt
  3. The dock is cleared of the previous delivery before the next truck is unloaded Yes / No 1 pt
  4. The latest warehouse load was unloaded within the unloading time set by company standard Yes / No 1 pt
  5. Direct store deliveries are counted or scanned piece by piece against the invoice before going to the sales floor Yes / No 1 pt
  6. Pallets are sorted by department or aisle as they come off the trailer Yes / No 1 pt
  7. The pallet count of each warehouse load is checked against the manifest Yes / No 1 pt
  8. Shorts, overs and damages are written on the driver's copy and signed by the driver and the receiver Yes / No 1 pt
  9. Invoices are entered in the receiving system on the day of delivery Yes / No 1 pt
  10. Mixed pallets are checked for the store's own labels, and product meant for another store is set aside and reported Yes / No 1 pt
  11. Product is inspected at the door for crushed cases, leaks, dented cans and signs of pests Yes / No 1 pt
  12. Product delivered with less remaining shelf life than company policy accepts is refused Yes / No 1 pt
  13. Stale and returned product removed by vendors is checked out by the receiver Yes / No 1 pt
  14. Wheel chocks or the trailer restraint are in place before a trailer is unloaded Yes / No 1 pt
  15. The dock leveler or dock plate is in position and secured during unloading Yes / No 1 pt
  16. Powered pallet jacks and lift trucks are used only by operators trained as required by local regulation Yes / No 1 pt
  17. The receiving log shows the time, vendor, invoice number and receiver initials for today's deliveries Yes / No 1 pt
  18. Number of deliveries received today at the time of the visit Number
  19. Flow of the delivery observed, or of the latest delivery Rating
    • Unloaded, checked and put away without delay 5 pts
    • Checked in but slow to put away 3 pts
    • Left on the dock or not checked in 1 pt

2. Cold chain 21 items

  1. The refrigerated trailer temperature is read on arrival and recorded Yes / No 1 pt
  2. Trailer temperature recorded for the latest perishable load (°F or °C) Number
  3. Chilled product is probed between packs at receiving and measures 41°F (5°C) or below Yes / No 1 pt
  4. Chilled product temperature recorded for the latest load (°F or °C) Number
  5. Frozen product arrives hard frozen at 0°F (-18°C) or below, with no sign of thawing Yes / No 1 pt
  6. Frozen product temperature recorded for the latest load (°F or °C) Number
  7. Loads above temperature are refused or held, and the refusal is recorded and reported Yes / No 1 pt
  8. Perishables are unloaded first and put away within the time set by company policy Yes / No 1 pt
  9. Longest time a perishable pallet stood on the dock for the latest load (minutes) Number
  10. No perishable pallet was standing on the dock or in the back room at the time of the visit Yes / No 1 pt
  11. Ice cream and frozen pallets are put away before chilled pallets Yes / No 1 pt
  12. A calibrated probe thermometer is kept at the receiving door Yes / No 1 pt
  13. Date of the last calibration check of the receiving thermometer Date
  14. Fresh seafood arrives packed in ice or gel packs, with no meltwater leaking from the cases Yes / No 1 pt
  15. Milk and egg deliveries from direct vendors are temperature-checked like warehouse loads Yes / No 1 pt
  16. Walk-in cooler and freezer doors are kept closed between trips while a load is put away Yes / No 1 pt
  17. The receiving temperature log covers every perishable delivery of the last 7 days Yes / No 1 pt
  18. The walk-ins have room for the load, with no perishables left outside because a cooler is full Yes / No 1 pt
  19. Product moved between departments, such as meat to the deli, travels covered and without delay Yes / No 1 pt
  20. Refused perishables waiting for pickup are set apart and labeled do not use Yes / No 1 pt
  21. Cold chain control at receiving Rating
    • Checked, in range and recorded 5 pts
    • In range but not recorded 3 pts
    • Out of range or not checked 1 pt

3. Back room organization 18 items

  1. Racking is labeled by aisle or category and back stock is stored in its labeled location Yes / No 1 pt
  2. Back stock is within the number of pallets set by company standard Yes / No 1 pt
  3. Number of pallets of grocery back stock on hand Number
  4. Back stock from the previous load was run to the shelves before the new load was worked Yes / No 1 pt
  5. Seasonal and promotional stock is in a designated bay, labeled with the event and date Yes / No 1 pt
  6. The heaviest product is on the lowest rack level Yes / No 1 pt
  7. Rack load capacity signs are posted and loads are within them Yes / No 1 pt
  8. Rack uprights and beams are free of impact damage and are anchored to the floor Yes / No 1 pt
  9. Top stock is below the sprinkler clearance required by the local fire code (commonly 18 in / 45 cm) Yes / No 1 pt
  10. Food is stored at least 6 in (15 cm) off the floor Yes / No 1 pt
  11. Bleach, cleaners and charcoal lighter fluid are stored apart from or below food and pet food Yes / No 1 pt
  12. Back room aisles are wide enough for a pallet jack and lead to the exits without obstruction Yes / No 1 pt
  13. Each department has its own marked area in the back room, with no stock of another department in it Yes / No 1 pt
  14. Supplies not for sale, such as bags, label rolls and cleaning products, are in their own bay apart from merchandise Yes / No 1 pt
  15. Overstock taken off the sales floor is marked with the date, and the oldest is worked first Yes / No 1 pt
  16. Rolling ladders are available for top stock, and nobody climbs the racking Yes / No 1 pt
  17. Loaded stock carts are labeled by aisle and worked within the shift Yes / No 1 pt
  18. Organization of the back room Rating
    • Organized and within stock limits 5 pts
    • Some disorder or excess 3 pts
    • Disorganized or overstocked 1 pt

4. Returns and credits 19 items

  1. Damaged, unsaleable and recalled product is kept in a signed area apart from saleable stock Yes / No 1 pt
  2. Damages are scanned into the reclaim or unsaleables system every day Yes / No 1 pt
  3. Reclaim boxes are labeled and shipped on the schedule Yes / No 1 pt
  4. Date of the last reclaim shipment Date
  5. A vendor credit slip is issued for every return and matches the quantity scanned Yes / No 1 pt
  6. Vendor credit slips are signed by the receiver, entered the same day and filed Yes / No 1 pt
  7. Claims for warehouse shorts, mis-picks and damages are submitted within the deadline Yes / No 1 pt
  8. Number of warehouse claims still open Number
  9. For the latest recall notice, product was pulled, counted and signed off within the time stated on the notice Yes / No 1 pt
  10. The recall log at the store shows the last three recalls completed Yes / No 1 pt
  11. Recalled product is held in a sealed, labeled container Yes / No 1 pt
  12. Where deposit programs apply, returned empty beverage containers are sorted, stored in the designated area and picked up on schedule Yes / No 1 pt
  13. Leaking or damaged hazardous items such as bleach, aerosols and batteries are bagged and placed in the hazardous waste bin Yes / No 1 pt
  14. Edible unsaleable grocery product goes to the food donation partner and the pickup is logged Yes / No 1 pt
  15. Out-of-date product from departments is recorded as shrink before it reaches the compactor Yes / No 1 pt
  16. Customer returns from the service desk reach the damage area the same day Yes / No 1 pt
  17. Employees handling damages could show the list of what is sent to reclaim and what is destroyed in the store Yes / No 1 pt
  18. The vendor return authorization is attached to product waiting for pickup Yes / No 1 pt
  19. Control of credits and claims Rating
    • Complete and timely 5 pts
    • Some late or missing 3 pts
    • Not controlled 1 pt

5. Pallets and totes 23 items

  1. Empty pallets are stacked flat, no higher than the company limit, and never stood on end Yes / No 1 pt
  2. Pallets are sorted by type, with rental pool pallets apart from plain wood pallets Yes / No 1 pt
  3. Rental pool pallets go back on the warehouse backhaul and the count is written on the return manifest Yes / No 1 pt
  4. Number of empty pallets on hand Number
  5. Broken pallets are set aside and not reused Yes / No 1 pt
  6. Warehouse totes are nested, stacked and sent back with each delivery Yes / No 1 pt
  7. Number of empty totes on hand Number
  8. Milk crates, bread trays and reusable produce containers are sorted by owner and returned to the vendor Yes / No 1 pt
  9. A pickup of pallets or totes is requested when the count on hand passes the limit set by company standard Yes / No 1 pt
  10. The backhaul manifest for pallets, totes and bales is completed and signed by the driver Yes / No 1 pt
  11. The cardboard baler is operated only by trained employees of the age required by local regulation Yes / No 1 pt
  12. The baler key is removed when the baler is not in use Yes / No 1 pt
  13. The baler gate interlock stops the ram when the gate is raised Yes / No 1 pt
  14. Operating instructions are posted on the baler Yes / No 1 pt
  15. Bales are tied and stored for pickup without blocking aisles Yes / No 1 pt
  16. Loaded pallets on the floor are stable, with no leaning or overhanging cases, and are not double-stacked Yes / No 1 pt
  17. Pallet jacks are parked with forks lowered and out of the aisles Yes / No 1 pt
  18. The pre-use inspection of powered pallet jacks and lift trucks is recorded for today Yes / No 1 pt
  19. The battery charging area is clear of stock Yes / No 1 pt
  20. An eyewash station is within reach of the battery charging area Yes / No 1 pt
  21. No pallets are stored outside against the building Yes / No 1 pt
  22. Stock carts and dollies with damaged wheels are tagged out of use Yes / No 1 pt
  23. Control of pallets and returnable containers Rating
    • Sorted, counted and returned 5 pts
    • Some build-up 3 pts
    • Not controlled 1 pt

6. Housekeeping 20 items

  1. Back room floors are free of spills, stretch film, broken product and pallet splinters Yes / No 1 pt
  2. A spill station with absorbent, broom and wet floor signs is stocked in the back room Yes / No 1 pt
  3. Dock door seals and bottom brushes are intact, with no daylight visible around the closed door Yes / No 1 pt
  4. The dock is free of trash and standing water Yes / No 1 pt
  5. The dock air curtain or fly fan runs when the door is open Yes / No 1 pt
  6. Pest control stations along the walls are numbered and in the positions shown on the site map Yes / No 1 pt
  7. There are no droppings, gnaw marks or insect activity in the back room Yes / No 1 pt
  8. Date of the last pest control service Date
  9. A strip along the back room walls is kept clear of stock for inspection Yes / No 1 pt
  10. The compactor chute door is closed and the area around it is free of spilled waste Yes / No 1 pt
  11. Organics and grease bins have closed lids Yes / No 1 pt
  12. All lights work in the back room, the walk-ins and on the dock Yes / No 1 pt
  13. Fire extinguishers in the back room can be reached and their inspection tags are current Yes / No 1 pt
  14. Sprinkler risers and valves are not blocked by stock Yes / No 1 pt
  15. Dumpster lids at the rear of the store are closed Yes / No 1 pt
  16. The ground around the dumpsters is free of litter Yes / No 1 pt
  17. The floor scrubber is emptied, rinsed and parked on charge after use Yes / No 1 pt
  18. Housekeeping of the back room and dock Rating
    • Clean and orderly 5 pts
    • Isolated areas need cleaning 3 pts
    • Widespread debris or soil 1 pt
  19. Name of the receiver on duty Short text
  20. 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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