Checklist template

Retail Vendor Audit

A ready-to-use checklist with 37 items in 6 sections, covering Purchase Order (PO) & Fill Rate Precision, Logistics, Routing & Delivery Windows, Packaging, Palletization & Labeling, Item Level Ticketing & Merchandising, Quality Assurance & Product Defect Control, Administrative Governance & Chargebacks. Use it as-is in Bindy, or adapt it to your own standards in minutes.

  • 6 Sections
  • 37 Items
  • 30 Yes / No checks
  • 6 Scored ratings
  • 335 Points

Use this template How audits work

1. Purchase Order (PO) & Fill Rate Precision 6 items

  1. Did the vendor achieve a 100% match on the shipped SKU units versus the original purchase order quantity? Yes / No 10 pts
  2. Are item substitutions entirely unauthorized unless explicit written approval from the buyer is logged? Yes / No 10 pts
  3. Is the inbound order free of unauthorized partial shipments or split-delivery configurations? Yes / No 9 pts
  4. Are product cost line items on the vendor invoice completely identical to the approved PO price matrix? Yes / No 10 pts
  5. Did the shipment contain zero expired, short-dated, or discontinued product variations? Yes / No 9 pts
  6. Order Fill Rate Integrity: Rating
    • Perfect Order Execution 10 pts
    • Minor Unit Discrepancies 5 pts
    • Severe Order Shortages 0 pts

2. Logistics, Routing & Delivery Windows 6 items

  1. Did the carrier arrive strictly within the designated Must-Arrive-By Date (MABD) or delivery appointment window? Yes / No 10 pts
  2. Was the electronic Advanced Shipping Notice (ASN / EDI 856) transmitted successfully prior to shipment arrival? Yes / No 10 pts
  3. Did the vendor utilize the corporate-mandated third-party routing guide and approved freight carriers? Yes / No 9 pts
  4. Are bill of lading (BOL) and commercial freight documents accurate, matching the physical trailer contents? Yes / No 9 pts
  5. Is the delivery vehicle free of specialized unloading constraints that delay standard receiving dock throughput? Yes / No 8 pts
  6. Logistical Compliance: Rating
    • Flawless Routing & Timing 10 pts
    • Administrative/EDI Lag 5 pts
    • Critical Supply Chain Delay 0 pts

3. Packaging, Palletization & Labeling 6 items

  1. Are all inbound pallets built strictly to standard dimensions (e.g., 48" x 40" GMA) and free of structural damage? Yes / No 9 pts
  2. Is GS1-128 (UCC-128) shipping container serial barcode labeling present, scannable, and positioned correctly? Yes / No 10 pts
  3. Are master cartons securely stacked, interlocked, and shrink-wrapped uniformly to prevent pallet shifting? Yes / No 9 pts
  4. Is mixed-SKU palletized freight clearly flagged with "Mixed Pallet" warning placards on all four sides? Yes / No 8 pts
  5. Are individual product inner-packs packed securely to prevent transit bruising or crushing? Yes / No 9 pts
  6. Packaging Standards: Rating
    • Warehouse Ready 10 pts
    • Minor Labeling/Pallet Wear 5 pts
    • Non-Compliant/Floor Load Risk 0 pts

4. Item Level Ticketing & Merchandising 6 items

  1. Are all individual retail items pre-ticketed with accurate MSRP, currency indicators, and scannable barcodes? Yes / No 10 pts
  2. Do master pack configurations strictly match the corporate buyer's specified inner-pack quantities? Yes / No 9 pts
  3. Are promotional floor display units (PDQs / shippers) pre-assembled, stocked, and layout-ready? Yes / No 8 pts
  4. Are items pre-hung on approved vendor hangers or pre-sorted by color and size where applicable? Yes / No 8 pts
  5. Are product labels clear of factory printing defects, wrinkles, or skewed alignment marks? Yes / No 8 pts
  6. Merchandising Execution: Rating
    • Floor-Ready Excellence 10 pts
    • Minor Ticketing Errors 5 pts
    • Extensive Rework Required 0 pts

5. Quality Assurance & Product Defect Control 6 items

  1. Did the random receiving sample pass the standard Acceptable Quality Limit (AQL) inspection? Yes / No 10 pts
  2. Are electronic consumer goods pre-flashed with the current corporate stable firmware build? Yes / No 9 pts
  3. Are products entirely free of structural defects, manufacturing stains, or cosmetic blemishes? Yes / No 10 pts
  4. Does consumer packaging display required global regulatory markers (e.g., CE, FCC, UL, or regional equivalents)? Yes / No 9 pts
  5. Are warranty inserts, user operation manuals, and hardware accessories complete within every unit? Yes / No 9 pts
  6. QA Status: Rating
    • Premium Product Quality 10 pts
    • Isolated Defect Found 5 pts
    • Batch Rejection/Sub-Standard 0 pts

6. Administrative Governance & Chargebacks 7 items

  1. Is the vendor's total quarterly compliance deduction or chargeback rate below the 1% target threshold? Yes / No 9 pts
  2. Are vendor contact logs, escalation paths, and lead-time commitments updated inside the ERP platform? Yes / No 8 pts
  3. Does the vendor respond to formal quality or supply chain discrepancy reports within 48 business hours? Yes / No 9 pts
  4. Are Certificate of Analysis (COA) or liability insurance documents valid and current on corporate file? Yes / No 10 pts
  5. Has the vendor signed and acknowledged the most recent version of the corporate ethical sourcing policy? Yes / No 10 pts
  6. Vendor Administration: Rating
    • Strategic Partner Alignment 10 pts
    • Inconsistent Response Times 5 pts
    • Severe Compliance Gaps 0 pts
  7. Final summary 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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