Checklist template

Receiving and vendor controls for grocery stores

A ready-to-use checklist with 106 items in 6 sections, covering Check-in, Counts, Credits, Vendor access, Back door, Records. Use it as-is in Bindy, or adapt it to your own standards in minutes.

  • 6 Sections
  • 106 Items
  • 91 Yes / No checks
  • 6 Scored ratings
  • 121 Points

Use this template How audits work

1. Check-in 18 items

  1. Every direct-store-delivery vendor signs the vendor log with name, company and time in Yes / No 1 pt
  2. Vendors show company identification on arrival Yes / No 1 pt
  3. A current list of authorized vendors is posted at the receiving desk Yes / No 1 pt
  4. Vendors are checked in one at a time Yes / No 1 pt
  5. Direct deliveries are accepted only during the posted receiving hours Yes / No 1 pt
  6. The receiver, not the vendor, scans or keys the delivery into the receiving system Yes / No 1 pt
  7. Product is checked in at the receiving door before any of it reaches the sales floor Yes / No 1 pt
  8. Each vendor's product is staged apart from other vendors' product until it is checked in Yes / No 1 pt
  9. The vendor presents the invoice before check-in starts Yes / No 1 pt
  10. The receiver checks each invoice line by item, not only the total number of pieces Yes / No 1 pt
  11. Items not authorized for the store are refused Yes / No 1 pt
  12. Invoice costs that differ from the cost on file are resolved before the invoice is signed Yes / No 1 pt
  13. The receiver signs every invoice before the vendor leaves Yes / No 1 pt
  14. The receiving handheld is signed on with the receiver's own number Yes / No 1 pt
  15. The trailer seal number on warehouse deliveries is compared with the manifest before the seal is broken Yes / No 1 pt
  16. The pallet count on warehouse deliveries is confirmed with the driver and signed for Yes / No 1 pt
  17. Chilled and frozen direct deliveries are refused when product arrives warmer than the temperature set by company policy Yes / No 1 pt
  18. Check-in discipline observed during the visit Rating
    • Every step followed 5 pts
    • Steps skipped under time pressure 3 pts
    • Vendor largely unchecked 1 pt

2. Counts 16 items

  1. The receiver counts the product without relying on the count stated by the vendor Yes / No 1 pt
  2. Stacked bread and tortilla trays are counted tray by tray Yes / No 1 pt
  3. Inner layers of soft drink and beer pallets are checked for hollow stacking Yes / No 1 pt
  4. Sealed cases of high-value product are opened at random to confirm the contents Yes / No 1 pt
  5. Snack vendor boxes are counted by item rather than by box Yes / No 1 pt
  6. Product billed by weight is weighed on a store scale at receiving Yes / No 1 pt
  7. One pallet of each warehouse delivery is audited against the manifest Yes / No 1 pt
  8. Warehouse totes of health and beauty, tobacco or other high-value items are checked piece by piece Yes / No 1 pt
  9. Tote seals are intact on arrival Yes / No 1 pt
  10. Count corrections are written on the invoice and initialed by the vendor and the receiver Yes / No 1 pt
  11. Product a vendor brings in after the count is closed is checked in as a new delivery Yes / No 1 pt
  12. Free promotional goods are listed on the invoice at zero cost Yes / No 1 pt
  13. A manager re-checks one direct delivery each week without notice Yes / No 1 pt
  14. Date of the last manager re-check of a direct delivery Date
  15. Pieces out of count on the delivery re-counted during the visit Number
  16. Accuracy of the delivery re-counted during the visit Rating
    • Matched the invoice 5 pts
    • One or two pieces out 3 pts
    • More than two pieces out 1 pt

3. Credits 17 items

  1. Vendor credits for out-of-date and damaged product are written before the product leaves the store Yes / No 1 pt
  2. The receiver counts or scans the product being credited Yes / No 1 pt
  3. Credited product leaves through the receiving door after the receiver has seen it Yes / No 1 pt
  4. Credit slips are numbered Yes / No 1 pt
  5. The store copy of each credit slip is kept with the vendor's invoices Yes / No 1 pt
  6. Credits are entered in the system on the day they are issued Yes / No 1 pt
  7. Credits are issued at the current cost of the item Yes / No 1 pt
  8. Out-of-date product from direct vendors is held in a labeled area until the vendor's next visit Yes / No 1 pt
  9. Vendors do not take product off the shelf without a credit verified by the receiver Yes / No 1 pt
  10. Even exchanges of product are documented on a credit and a new invoice Yes / No 1 pt
  11. Warehouse shortage claims are backed by the driver's signature or the pallet audit count sheet Yes / No 1 pt
  12. Reclamation boxes are sealed as they are filled, so product cannot be taken out of them Yes / No 1 pt
  13. The contents of one reclamation box sampled matched what was scanned into it Yes / No 1 pt
  14. Milk crates, bread trays and pallets leaving with a vendor are counted on a return slip Yes / No 1 pt
  15. The store manager compares credits with purchases by vendor each period Yes / No 1 pt
  16. Value of product in the hold area awaiting vendor credit (dollars) Number
  17. Control of vendor credits Rating
    • Counted, documented and entered the same day 5 pts
    • Documented but entered late 3 pts
    • Product leaves without verified credit 1 pt

4. Vendor access 16 items

  1. Vendors wear a visible vendor badge issued at check-in Yes / No 1 pt
  2. Vendors enter and leave through the designated door only Yes / No 1 pt
  3. Vendor carts, totes and empty boxes are inspected when the vendor leaves Yes / No 1 pt
  4. Vendors stay out of coolers and stock rooms that do not hold their product unless accompanied Yes / No 1 pt
  5. Vendor back stock is kept in a marked area within the quantity agreed with the store Yes / No 1 pt
  6. No vendor holds a store key or an alarm code Yes / No 1 pt
  7. Vendors working outside receiving hours are checked in and out by the manager on duty Yes / No 1 pt
  8. Vendors do not hang or change shelf tags without approval from the department manager Yes / No 1 pt
  9. Vendor product stays within its planogram space on the shelves sampled Yes / No 1 pt
  10. A sample of 3 direct-vendor sections showed no out-of-date product after the vendor's last visit Yes / No 1 pt
  11. Third-party merchandisers and demo staff sign the visitor log Yes / No 1 pt
  12. A vendor truck is not left open at the receiving door without the receiver present Yes / No 1 pt
  13. Tobacco, gift card and other high-value deliveries are taken straight to their locked storage with a manager Yes / No 1 pt
  14. Service contractors (refrigeration, pest control) are signed in before entering stock areas Yes / No 1 pt
  15. People found in the back room during the visit who were not on the vendor or visitor log Number
  16. Vendor compliance with store rules Rating
    • Badged, logged and inspected on leaving 5 pts
    • Logged, but badges or exit inspections missed 3 pts
    • Vendors move freely unchecked 1 pt

5. Back door 19 items

  1. The receiving door is closed and locked whenever no delivery is in progress Yes / No 1 pt
  2. The receiving door has an audible alarm that is armed outside receiving hours Yes / No 1 pt
  3. Date of the last receiving door alarm test Date
  4. Only the receiver and managers hold a key to the receiving door Yes / No 1 pt
  5. A doorbell, viewer or camera lets the receiver identify a driver before opening Yes / No 1 pt
  6. A recording camera covers the inside of the receiving door Yes / No 1 pt
  7. A recording camera covers the dock or the outside of the receiving door Yes / No 1 pt
  8. Dock doors are closed between trailers Yes / No 1 pt
  9. Trailers left at the dock are locked or sealed Yes / No 1 pt
  10. Emergency exits in the back room are alarmed Yes / No 1 pt
  11. No emergency exit in the back room was found propped open Yes / No 1 pt
  12. The compactor chute or door is locked and the key is held by a manager Yes / No 1 pt
  13. Boxes are flattened before they go into the baler Yes / No 1 pt
  14. Trash leaves the store in clear bags or is inspected by a manager Yes / No 1 pt
  15. Employees do not leave through the receiving door at the end of a shift Yes / No 1 pt
  16. Milk crates, bread trays and empty pallets stored outside are in a locked compound Yes / No 1 pt
  17. High-value goods waiting in receiving (tobacco, health and beauty totes) are locked in a cage Yes / No 1 pt
  18. Cardboard bale and pallet pick-ups are recorded with the count and signed for Yes / No 1 pt
  19. Back door security at the time of the visit Rating
    • Locked, alarmed and supervised 5 pts
    • Locked, but alarm, camera or key control deficient 3 pts
    • Door open or unattended 1 pt

6. Records 20 items

  1. Direct delivery invoices are matched to the receiving records in the system every day Yes / No 1 pt
  2. Invoices are filed by vendor and date Yes / No 1 pt
  3. Deliveries received but not posted are followed up within the week Yes / No 1 pt
  4. The receiving exception report (cost changes, unauthorized items, manual entries) is reviewed weekly by the store manager Yes / No 1 pt
  5. The vendor log is kept for the period required by company policy Yes / No 1 pt
  6. Each delivery invoice sampled had a matching entry in the vendor log Yes / No 1 pt
  7. Purchases are compared with sales by direct vendor each period Yes / No 1 pt
  8. Vendors whose purchases run well ahead of sales have been questioned Yes / No 1 pt
  9. A trained backup receiver is named Yes / No 1 pt
  10. The receiver has signed the receiving policy Yes / No 1 pt
  11. The receiver has signed the policy on gifts and samples from vendors Yes / No 1 pt
  12. The receiver does not write the orders for the vendors they check in, where staffing allows Yes / No 1 pt
  13. Invoices sampled show no handwritten change made after the receiver signed Yes / No 1 pt
  14. A seal log records the seal number, trailer number and receiver for each warehouse delivery Yes / No 1 pt
  15. Corrective actions from the previous receiving review have been completed Yes / No 1 pt
  16. Direct-store-delivery vendors serving the store Number
  17. Receiving errors found in the last receiving audit Number
  18. Name of the receiver on duty Short text
  19. Overall control of receiving and vendors Rating
    • Every delivery checked, door secured and records matched 5 pts
    • Gaps in counts, credits or records 3 pts
    • Vendors and deliveries largely unchecked 1 pt
  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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