Checklist template

Jewelry inventory and case count controls

A ready-to-use checklist with 113 items in 6 sections, covering Daily counts, Showing procedure, Key control, Vault, Discrepancies, Records. Use it as-is in Bindy, or adapt it to your own standards in minutes.

  • 6 Sections
  • 113 Items
  • 93 Yes / No checks
  • 6 Scored ratings
  • 123 Points

Use this template How audits work

1. Daily counts 19 items

  1. Showcases in the store Number
  2. The count sheet lists every showcase and tray, so no case can be skipped Yes / No 1 pt
  3. No case was opened for selling today before its opening count was recorded Yes / No 1 pt
  4. Each case is counted piece by piece, tray by tray Yes / No 1 pt
  5. The count of each tray is written on the case count sheet at the time of counting Yes / No 1 pt
  6. A piece moved from one tray to another during the day is recorded on both trays' lines Yes / No 1 pt
  7. The second employee verifies by counting the case again, not by reading the first count Yes / No 1 pt
  8. The opening count is compared with the previous closing count before the first sale Yes / No 1 pt
  9. The closing count reconciles with the opening count, less pieces sold, plus pieces added Yes / No 1 pt
  10. A piece taken out of a case for repair, sizing or a display change is logged out of that case Yes / No 1 pt
  11. Cases holding pieces above the value set by company policy are counted by SKU, not only by number of pieces Yes / No 1 pt
  12. Serial numbers of the watches in the cases are matched to the system record, not only to the count card Yes / No 1 pt
  13. A sample of diamond pieces is checked with a diamond tester at the frequency set by company policy, to detect substitution Yes / No 1 pt
  14. Only one case is open at a time during the count Yes / No 1 pt
  15. The counter writes down the count before seeing the expected quantity Yes / No 1 pt
  16. The employee who counts a given case changes from day to day Yes / No 1 pt
  17. A manager spot-counts at least one case during the trading day Yes / No 1 pt
  18. A recount of one case chosen by the inspector matched the day's count sheet Yes / No 1 pt
  19. Daily case counts Rating
    • Opening and closing counts done by two people every day 5 pts
    • Counts done but not verified or not reconciled 3 pts
    • Counts skipped 1 pt

2. Showing procedure 19 items

  1. Showings to customers observed during the visit Number
  2. Showings observed in which a rule of the showing procedure was broken Number
  3. The number of pieces out of the case at one time does not exceed the limit set by company policy Yes / No 1 pt
  4. The case is locked again before the piece is handed to the customer Yes / No 1 pt
  5. The piece is presented on a counter pad or tray, not passed hand to hand over the case Yes / No 1 pt
  6. The associate stays with the customer for as long as a piece is out Yes / No 1 pt
  7. A piece is returned to its position in the case before the next one is taken out Yes / No 1 pt
  8. The associate checks the returned piece against its tag (stone, stamp, style) before putting it back Yes / No 1 pt
  9. Associates asked could describe the switch (a look-alike piece handed back for the real one) and how to guard against it Yes / No 1 pt
  10. Pieces above the value set by company policy are shown by a manager or with a second employee present Yes / No 1 pt
  11. High-value pieces are shown at a seated desk or viewing area away from the entrance Yes / No 1 pt
  12. A customer who walks to a mirror with a piece is accompanied by the associate Yes / No 1 pt
  13. An associate who is called away returns the piece to the locked case first Yes / No 1 pt
  14. No tray of rings or chains is left on the counter Yes / No 1 pt
  15. A customer's own jewelry handed over for cleaning or comparison is placed on a separate tray Yes / No 1 pt
  16. Sold pieces awaiting pickup are kept in a locked drawer or the vault, not in a showcase Yes / No 1 pt
  17. Associates do not wear store merchandise on shift unless it is logged out per company policy Yes / No 1 pt
  18. When one employee is alone on the floor, the door buzzer or door lock is used as company policy states Yes / No 1 pt
  19. Showing procedure observed Rating
    • One piece at a time, case relocked, every time 5 pts
    • Occasional lapses 3 pts
    • Several pieces out or cases left unlocked 1 pt

3. Key control 20 items

  1. Showcase key sets issued to the store Number
  2. The number of key sets on hand matches the key log Yes / No 1 pt
  3. Key tags show a number only, not the case the key opens Yes / No 1 pt
  4. Each showcase key in use was held by the employee recorded as holding it on the key log Yes / No 1 pt
  5. Keys passed between employees during a shift are recorded on the key log Yes / No 1 pt
  6. Keys are signed out by name at the start of the shift Yes / No 1 pt
  7. No key set is shown on the log as still signed out after closing Yes / No 1 pt
  8. Spare keys are kept in a sealed envelope in the vault, with the seal intact Yes / No 1 pt
  9. Only employees on the authorized key holder list carry showcase keys Yes / No 1 pt
  10. A lost key was reported on the day it was noticed Yes / No 1 pt
  11. The locks concerned were re-keyed after the last reported key loss Yes / No 1 pt
  12. Date the showcase locks were last re-keyed or changed Date
  13. Every showcase door pulled by the inspector was locked Yes / No 1 pt
  14. Sliding showcase doors close with no gap wide enough to pass a tool or a hand Yes / No 1 pt
  15. The access doors at the back of the display windows are locked Yes / No 1 pt
  16. The vault or safe combination is known only to the managers on the combination holder list Yes / No 1 pt
  17. Date the vault or safe combination was last changed Date
  18. The combination was changed after the last departure of a combination holder Yes / No 1 pt
  19. Showcase keys held by a departing employee are recovered and checked off the key log on their last day Yes / No 1 pt
  20. Key control Rating
    • Keys on the person, logged in and out, locks sound 5 pts
    • Log gaps or shared keys 3 pts
    • Keys left in locks or unaccounted 1 pt

4. Vault 19 items

  1. The vault log shows the same number of trays coming out this morning as went in last night Yes / No 1 pt
  2. Trays going into the vault are checked off by tray number on the vault log Yes / No 1 pt
  3. The vault holds no store merchandise that is not on a numbered tray or in a logged envelope Yes / No 1 pt
  4. Trays are carried to the vault covered Yes / No 1 pt
  5. The vault or safe is closed and locked during the trading day whenever nobody is working in it Yes / No 1 pt
  6. The vault door cannot be seen from the sales floor Yes / No 1 pt
  7. Opening and closing the vault is done by two employees Yes / No 1 pt
  8. Vault access outside the opening and closing routine is recorded on the vault log with the name and the reason Yes / No 1 pt
  9. The vault holds no personal belongings of employees Yes / No 1 pt
  10. Merchandise brought back from the vault in the morning is counted onto the opening count sheet Yes / No 1 pt
  11. Customer repairs are kept in the vault separately from store stock Yes / No 1 pt
  12. Repair and special-order envelopes in the vault at the time of the visit Number
  13. The number of envelopes in the vault matches the open entries in the repair log Yes / No 1 pt
  14. Memo goods in the vault are kept apart from owned stock, in a labeled container per vendor Yes / No 1 pt
  15. Loose-stone parcels in the vault are sealed and labeled with the stone count and total weight Yes / No 1 pt
  16. The full contents of the vault are counted at the frequency set by company policy Yes / No 1 pt
  17. Date of the last full count of the vault contents Date
  18. Pieces back from vendors or from repair are counted into the vault log on the day they arrive Yes / No 1 pt
  19. Vault and overnight storage Rating
    • High-value pieces vaulted, two-person control 5 pts
    • Vaulted but with one-person access or loose trays 3 pts
    • High-value pieces left out overnight 1 pt

5. Discrepancies 18 items

  1. Count discrepancies recorded in the last 30 days Number
  2. Discrepancies from the last 30 days that remain unexplained Number
  3. A count that does not match is recounted at once by a second employee Yes / No 1 pt
  4. The case concerned is not opened for selling until the discrepancy is explained or reported Yes / No 1 pt
  5. The manager on duty is told of a discrepancy before the store opens or closes Yes / No 1 pt
  6. An unexplained discrepancy is reported to loss prevention within the time set by company policy Yes / No 1 pt
  7. The day's sales, the repair log and the transfer records are checked for the missing piece Yes / No 1 pt
  8. Counter pads, the cleaning station, the trash and the floor are searched for the missing piece Yes / No 1 pt
  9. Camera footage since the last matching count is reviewed Yes / No 1 pt
  10. The discrepancy report gives the SKU, the description and the retail value of the missing piece Yes / No 1 pt
  11. The discrepancy report lists the employees on duty since the last matching count Yes / No 1 pt
  12. Each unexplained discrepancy has a report or case number Yes / No 1 pt
  13. A piece found over the count is reported, not placed in a case to make the count match Yes / No 1 pt
  14. Corrections on count sheets are a single line through the figure with initials, with no erasure or correction fluid Yes / No 1 pt
  15. Inventory adjustments for missing pieces are approved by the district manager or loss prevention, not by the store Yes / No 1 pt
  16. The police and the insurer are notified of a loss as company policy states Yes / No 1 pt
  17. A case with repeated discrepancies has had its tray layout, its position or its staffing changed Yes / No 1 pt
  18. Handling of count discrepancies Rating
    • Recounted, searched and reported at once 5 pts
    • Reported late or partly investigated 3 pts
    • Not reported or sheets adjusted to match 1 pt

6. Records 18 items

  1. Each sheet sampled shows an opening and a closing count for every case Yes / No 1 pt
  2. Each sheet sampled carries two sets of initials Yes / No 1 pt
  3. High-value pieces on the day's sales report match the pieces taken off the count sheet as sold Yes / No 1 pt
  4. Pieces sent to another store or to a vendor have a signed transfer document with a tracking number Yes / No 1 pt
  5. Incoming shipments are added to the store's on-hand inventory on the day they are counted Yes / No 1 pt
  6. Incoming pieces are checked against the packing slip by SKU, stones and weight before they go into a case Yes / No 1 pt
  7. Memo or consignment goods are listed separately with the vendor's name and the return date Yes / No 1 pt
  8. Grading reports and certificates on file match the certified pieces in stock Yes / No 1 pt
  9. A full physical inventory by SKU is taken on the schedule set by company policy Yes / No 1 pt
  10. Date of the last full physical inventory Date
  11. Pieces unaccounted for at the last full physical inventory Number
  12. The cameras over the showcases show the counter pads where pieces are shown Yes / No 1 pt
  13. Count sheets are numbered or bound, so a missing or replaced sheet shows Yes / No 1 pt
  14. The store manager signs the count sheets each week after reviewing them Yes / No 1 pt
  15. Corrective actions from the previous audit have been completed Yes / No 1 pt
  16. Name of the manager on duty Short text
  17. Overall jewelry inventory control Rating
    • Every case counted, reconciled and signed 5 pts
    • Counts done with gaps in verification or records 3 pts
    • Counts missing or discrepancies unreported 1 pt
  18. 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.

Categories

Related templates

← All templates

Brand standards

At every site, every time

Start Free Contact us