Checklist template

Receiving and inventory management for vape stores

A ready-to-use checklist with 104 items in 6 sections, covering Receiving, Tax stamps and compliance, Storage, Counts, Expired and recalled product, Records. Use it as-is in Bindy, or adapt it to your own standards in minutes.

  • 6 Sections
  • 104 Items
  • 86 Yes / No checks
  • 6 Scored ratings
  • 116 Points

Use this template How audits work

1. Receiving 19 items

  1. Vapor products are bought only from the wholesalers and manufacturers on the company's approved list Yes / No 1 pt
  2. A copy of the distributor license of each supplier is on file, where local regulation requires suppliers to be licensed Yes / No 1 pt
  3. Each shipment is compared with its purchase order before the carrier's receipt is signed Yes / No 1 pt
  4. Cartons are counted against the packing slip while the carrier is present Yes / No 1 pt
  5. A carton with broken or re-applied tape is opened and counted before signing Yes / No 1 pt
  6. Units inside each master case of disposable vapes are counted Yes / No 1 pt
  7. The flavor on each box is compared with the invoice line Yes / No 1 pt
  8. The nicotine strength on each box is compared with the invoice line Yes / No 1 pt
  9. E-liquid bottles are checked for leaks and broken neck seals Yes / No 1 pt
  10. Boxes of lithium cells are checked for crushed or swollen cells Yes / No 1 pt
  11. Shortages and damage are written on the carrier's receipt Yes / No 1 pt
  12. Shipments are opened in the back room, not on the sales counter Yes / No 1 pt
  13. Shipments are signed for only by employees of legal age to sell vapor products Yes / No 1 pt
  14. Authenticity codes on a sample of disposable vapes are verified on the manufacturer's website Yes / No 1 pt
  15. Product offered by walk-in sellers or other retailers is refused Yes / No 1 pt
  16. New stock is entered in the point-of-sale system before it is placed on the shelves Yes / No 1 pt
  17. Shipments are put away on the day they arrive Yes / No 1 pt
  18. Shipments received in the last 7 days Number
  19. Check-in of the last shipment, observed or described Rating
    • Counted by unit and compared with the invoice 5 pts
    • Counted by carton only 3 pts
    • Signed for without counting 1 pt

2. Tax stamps and compliance 18 items

  1. Every vapor product in stock bears the excise or tax stamp required by local regulation, where a stamp applies Yes / No 1 pt
  2. The stamps are those of the state or province where the store is located Yes / No 1 pt
  3. Stamps are intact and show no sign of having been re-applied Yes / No 1 pt
  4. Unstamped product found in a shipment is set aside and reported to the manager the same day Yes / No 1 pt
  5. Supplier invoices show the vapor products tax as paid, where the wholesaler remits it Yes / No 1 pt
  6. Each product on the invoice is checked against the list of products authorized for sale before it is put into stock Yes / No 1 pt
  7. A shipment containing a flavor restricted by local regulation is refused or returned instead of being put into stock Yes / No 1 pt
  8. The nicotine concentration of each new product is checked against the local maximum before its first order is placed Yes / No 1 pt
  9. The container or tank size of each new product is checked against the local maximum before its first order is placed Yes / No 1 pt
  10. Units sampled from each shipment carry the health warning required by local regulation Yes / No 1 pt
  11. Labels are in the languages required by local regulation Yes / No 1 pt
  12. E-liquid units sampled from each shipment show the nicotine content on the label Yes / No 1 pt
  13. E-liquid bottles sampled from each shipment have child-resistant caps Yes / No 1 pt
  14. Product arriving in packaging that differs from the approved version (new design or new flavor name) is held until head office approves it Yes / No 1 pt
  15. No product containing THC or another substance outside the store's license is in stock Yes / No 1 pt
  16. Product transferred in from another store of the company carries the same stamps and labels as product from the supplier Yes / No 1 pt
  17. Expiry date of the retail license Date
  18. Compliance of 10 products pulled from stock during the visit Rating
    • All stamped, labeled and authorized 5 pts
    • One product with a label or stamp defect 3 pts
    • Unauthorized or unstamped product found 1 pt

3. Storage 17 items

  1. Back stock is kept in a locked stock room or locked cabinets Yes / No 1 pt
  2. Stock set aside for transfer to another store is kept apart and labeled with the destination store Yes / No 1 pt
  3. Disposable vapes on the sales floor are behind the counter or in locked cases Yes / No 1 pt
  4. E-liquid is stored out of direct sunlight Yes / No 1 pt
  5. E-liquid is stored away from heaters and hot equipment Yes / No 1 pt
  6. E-liquid bottles are stored upright with the cap up Yes / No 1 pt
  7. Stock room temperature (°F or °C) Number
  8. Loose lithium cells are kept in plastic cases or original packaging with the terminals covered Yes / No 1 pt
  9. Battery stock is kept apart from coils, tools and other loose metal objects Yes / No 1 pt
  10. Stock is arranged by brand, flavor and nicotine strength with shelf labels Yes / No 1 pt
  11. The oldest stock of each item is in front Yes / No 1 pt
  12. Cartons are on shelving, not on the floor Yes / No 1 pt
  13. Tester bottles and demo devices are tagged "Not for sale" Yes / No 1 pt
  14. Customer returns are held in a marked bin apart from saleable stock Yes / No 1 pt
  15. Customers cannot reach the stock room door from the sales floor without passing an employee Yes / No 1 pt
  16. No company stock is kept in employee lockers or vehicles Yes / No 1 pt
  17. Organization of the stock room Rating
    • Every item labeled, in its place and easy to count 5 pts
    • Tidy but strengths or flavors mixed on some shelves 3 pts
    • Unlabeled or mixed stock throughout 1 pt

4. Counts 16 items

  1. Counts are taken with a handheld scanner, not by keying quantities from memory Yes / No 1 pt
  2. Cycle counts follow a written schedule that covers every category at least once a month Yes / No 1 pt
  3. Date of the last full inventory count Date
  4. Counts are recorded by item (flavor and nicotine strength), not by brand total Yes / No 1 pt
  5. Cycle counts are made by someone other than the employee who received the stock Yes / No 1 pt
  6. The variance report of each count is reviewed by the manager Yes / No 1 pt
  7. A variance is recounted before the quantity is adjusted Yes / No 1 pt
  8. Adjusting a quantity requires a manager code Yes / No 1 pt
  9. Negative on-hand quantities in the point-of-sale system are corrected every week Yes / No 1 pt
  10. The unit on display in the showcase is included in the count of its item Yes / No 1 pt
  11. Reorder points are set in the point-of-sale system for the top-selling items Yes / No 1 pt
  12. 10 e-liquid, pod and coil items counted during the visit matched the quantities in the point-of-sale system Yes / No 1 pt
  13. E-liquid, pod and coil items out of the 10 counted that did not match Number
  14. Shrink at the last full count (% of sales) Number
  15. Top 20 selling items out of stock at the time of the visit Number
  16. Accuracy of the sample count of e-liquids, pods and coils Rating
    • All 10 items matched 5 pts
    • 1 or 2 items off 3 pts
    • 3 or more items off 1 pt

5. Expired and recalled product 18 items

  1. Best-before dates on e-liquid and pre-filled pods are checked every month Yes / No 1 pt
  2. The date check is recorded in a log with the date and the employee's initials Yes / No 1 pt
  3. Items closer to their best-before date than the number of days set by company policy are marked down Yes / No 1 pt
  4. No expired e-liquid or pod was found in back stock during the visit Yes / No 1 pt
  5. Expired units found during the visit Number
  6. Expired product is removed from the point-of-sale inventory with a reason code Yes / No 1 pt
  7. Expired e-liquid is never poured down a drain or put in regular trash Yes / No 1 pt
  8. Nicotine e-liquid waste goes to the hazardous waste program named in company policy Yes / No 1 pt
  9. Dead cells and failed devices go to a battery recycling container Yes / No 1 pt
  10. Recall and safety notices are received by a named employee at the store Yes / No 1 pt
  11. Product named in the last recall was pulled within the time stated in the notice Yes / No 1 pt
  12. Date of the last recall or withdrawal notice handled Date
  13. Recalled product is held in a sealed, marked box until the supplier's instructions are carried out Yes / No 1 pt
  14. Products that lost their authorization for sale were pulled by the effective date Yes / No 1 pt
  15. A device that failed out of the box is tagged with the date and the defect before it goes back to the supplier Yes / No 1 pt
  16. Supplier credits for returned product are tracked until they appear on a statement Yes / No 1 pt
  17. Pods and bottles found leaking are bagged and removed from the shelf Yes / No 1 pt
  18. Handling of expired and recalled product Rating
    • Checked on schedule and nothing found on sale 5 pts
    • Checked but late or log incomplete 3 pts
    • Expired or recalled product found on sale 1 pt

6. Records 16 items

  1. Purchase invoices are kept for the retention period required by local regulation Yes / No 1 pt
  2. An invoice from last month was retrieved within 5 minutes during the visit Yes / No 1 pt
  3. Invoices show the supplier's license number where local regulation requires it Yes / No 1 pt
  4. The signed packing slip is attached to each invoice Yes / No 1 pt
  5. Vapor products tax returns were filed on time for the last 3 periods, where the store files them Yes / No 1 pt
  6. Transfers between stores are recorded on a transfer slip signed by the sending and the receiving store Yes / No 1 pt
  7. Each inventory adjustment of the last 30 days has a written reason Yes / No 1 pt
  8. Disposals are recorded in a log with the item, the quantity and the method Yes / No 1 pt
  9. Reports of regulator or tax inspections are on file Yes / No 1 pt
  10. Date of the last regulator or tax inspection Date
  11. The employee in charge on shift knows where the invoices are kept for an inspector Yes / No 1 pt
  12. A written receiving procedure is available in the back room Yes / No 1 pt
  13. Each employee who receives stock has a signed training record Yes / No 1 pt
  14. Name of the store manager Short text
  15. Overall control of receiving and inventory Rating
    • Every shipment checked, counted and filed 5 pts
    • Gaps in counts or records, stock accounted for 3 pts
    • Unchecked, unstamped or unaccounted stock found 1 pt
  16. 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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