Checklist template

Store ordering and inventory for convenience stores

A ready-to-use checklist with 102 items in 6 sections, covering Order guides, Out-of-stocks, Overstock, Write-offs, Cycle counts, Deliveries. Use it as-is in Bindy, or adapt it to your own standards in minutes.

  • 6 Sections
  • 102 Items
  • 83 Yes / No checks
  • 6 Scored ratings
  • 113 Points

Use this template How audits work

1. Order guides 19 items

  1. An ordering calendar showing the order day and cut-off time of each supplier is posted in the office Yes / No 1 pt
  2. Each order (wholesaler, beverages, snacks, bread, dairy, fresh food) is assigned to a named employee Yes / No 1 pt
  3. A trained backup is named for each order Yes / No 1 pt
  4. The wholesaler order is written from a shelf walk with the handheld, not from memory at the office desk Yes / No 1 pt
  5. Back-room stock is checked before a quantity is entered on the order Yes / No 1 pt
  6. Shelf tags carry the item's order number or barcode used by the handheld Yes / No 1 pt
  7. Order minimums and maximums are set for the top-selling items in the ordering system Yes / No 1 pt
  8. Quantities suggested by the ordering system are reviewed before the order is transmitted Yes / No 1 pt
  9. Suggested quantities are raised for items on promotion in the coming period Yes / No 1 pt
  10. The fresh food order (sandwiches, bakery, roller grill) is based on sales and waste of the same weekday in recent weeks Yes / No 1 pt
  11. Weather and local events are taken into account for beverages, ice and fresh food orders Yes / No 1 pt
  12. Only items on the store's approved assortment are ordered Yes / No 1 pt
  13. New items announced by the category team for this period have been ordered Yes / No 1 pt
  14. Discontinued items are no longer being ordered Yes / No 1 pt
  15. The last 4 wholesaler orders were transmitted before the cut-off time Yes / No 1 pt
  16. Cigarette and tobacco orders are written from a carton count, not from an estimate Yes / No 1 pt
  17. Order confirmations are checked for substitutions and out-of-stocks at the wholesaler Yes / No 1 pt
  18. Wholesaler orders missed or sent late in the last 4 weeks Number
  19. Ordering discipline Rating
    • Orders written from the shelf and reviewed 5 pts
    • Orders written but not reviewed 3 pts
    • Orders guessed or missed 1 pt

2. Out-of-stocks 17 items

  1. Every top-20 item of the store is in stock on the shelf at the time of the visit Yes / No 1 pt
  2. The store's best-selling cigarette brands are in stock in every pack type carried Yes / No 1 pt
  3. The best-selling energy drink flavors are in stock in the cold vault Yes / No 1 pt
  4. Bottled water is in stock in single bottles and in cases Yes / No 1 pt
  5. Bagged ice is in stock in the merchandiser Yes / No 1 pt
  6. Each coffee blend on the menu is available Yes / No 1 pt
  7. Fountain flavors are all dispensing, with no syrup or carbon dioxide run out Yes / No 1 pt
  8. Items featured on the current promotional signs are in stock Yes / No 1 pt
  9. Empty shelf positions are scanned each day to produce an out-of-stock list Yes / No 1 pt
  10. Empty positions keep their shelf tag and are not filled with a neighboring item Yes / No 1 pt
  11. Stock found in the back room for an empty shelf position was put out during the visit or noted for immediate action Yes / No 1 pt
  12. Items out of stock at the wholesaler are tracked so they are reordered when available Yes / No 1 pt
  13. Repeated out-of-stocks on the same item led to a change in its order quantity or shelf capacity Yes / No 1 pt
  14. Direct-delivery vendors (soft drinks, beer, chips, bread) are contacted when their section runs empty between visits Yes / No 1 pt
  15. Empty shelf positions counted on the sales floor during the visit Number
  16. Empty positions counted for which stock was found in the back room Number
  17. In-stock position of the store Rating
    • Nearly everything in stock 5 pts
    • Noticeable gaps in some categories 3 pts
    • Widespread gaps 1 pt

3. Overstock 15 items

  1. Back-room stock is organized by category on shelving Yes / No 1 pt
  2. Back-room cases are labeled or stacked with the product name facing out Yes / No 1 pt
  3. Back-room stock is worked to the shelf before the next order is written Yes / No 1 pt
  4. No case in the back room is older than the limit set by company policy for its category Yes / No 1 pt
  5. Overstock of seasonal items (ice melt, washer fluid, sunscreen, holiday candy) has a sell-through or transfer plan Yes / No 1 pt
  6. Items with more than the weeks of supply set by company policy have had their order quantity reduced Yes / No 1 pt
  7. Excess stock is offered for transfer to nearby stores before it is marked down Yes / No 1 pt
  8. Store transfers are recorded in the inventory system on the day the product leaves Yes / No 1 pt
  9. Discontinued items are marked down following the schedule from the category team Yes / No 1 pt
  10. The walk-in cooler holds no more beverage stock than the vault and its back stock racks can take Yes / No 1 pt
  11. Top shelves and risers on the sales floor are not used to hide excess stock Yes / No 1 pt
  12. Promotional pre-orders that did not sell were reviewed with the district manager or franchise consultant Yes / No 1 pt
  13. Stock is not stored in the restroom corridor, electrical room or office Yes / No 1 pt
  14. Cases counted in the back room that have no home on the sales floor Number
  15. Level of back-room stock Rating
    • Lean and organized 5 pts
    • Heavy in some categories 3 pts
    • Overloaded or disorganized 1 pt

4. Write-offs 16 items

  1. A write-off log or handheld function is used for every item discarded Yes / No 1 pt
  2. Expired product is recorded by item and quantity before it goes in the trash Yes / No 1 pt
  3. A reason is entered for each write-off (expired, damaged, stolen packaging found, quality) Yes / No 1 pt
  4. Fresh food waste (sandwiches, bakery, roller grill, hot case) is recorded at each discard time Yes / No 1 pt
  5. Coffee and fountain product discarded at cleaning is recorded where company policy requires it Yes / No 1 pt
  6. Damaged product eligible for supplier credit is set aside in a marked area instead of being written off Yes / No 1 pt
  7. Expired product stocked by direct-delivery vendors goes through the vendor's credit process, not onto the store's write-off log Yes / No 1 pt
  8. Short-dated product is marked down before its date where company policy provides a markdown, instead of being left to expire Yes / No 1 pt
  9. Product used by the store (cleaning supplies, cups for sampling) is recorded as store use, not as waste Yes / No 1 pt
  10. Write-offs are entered on the day the product is pulled Yes / No 1 pt
  11. The manager reviews the weekly write-off report by category Yes / No 1 pt
  12. The ten items with the highest write-offs last week led to a change in their order quantity Yes / No 1 pt
  13. Employees do not take home or consume written-off food unless company policy allows it Yes / No 1 pt
  14. Fresh food waste last week as a percentage of fresh food sales (%) Number
  15. Write-offs recorded last week (dollars) Number
  16. Completeness of write-off recording Rating
    • Everything recorded with a reason 5 pts
    • Recorded in part 3 pts
    • Rarely recorded 1 pt

5. Cycle counts 16 items

  1. Cigarette packs and cartons are counted at the frequency set by company policy Yes / No 1 pt
  2. Count sheets or handheld count files of the last 4 weeks are kept at the store Yes / No 1 pt
  3. Other tobacco and vapor products are counted on the schedule set by company policy Yes / No 1 pt
  4. A cycle count calendar covers every category over the period set by company policy Yes / No 1 pt
  5. Cycle counts scheduled in the last 4 weeks were completed Yes / No 1 pt
  6. Counts include back-room stock, coolers and secondary displays, not only the home shelf Yes / No 1 pt
  7. Variances above the company tolerance are recounted before the adjustment is posted Yes / No 1 pt
  8. Inventory adjustments are posted only by the manager or an authorized employee Yes / No 1 pt
  9. Each variance above the company tolerance has its cause written on the count report (receiving error, scanning error, theft) Yes / No 1 pt
  10. Negative on-hand quantities in the inventory system are corrected each week Yes / No 1 pt
  11. High-theft items (energy shots, phone accessories, premium cigars) are counted more often than the standard schedule Yes / No 1 pt
  12. Results of the last full inventory are known by the store manager Yes / No 1 pt
  13. Date of the last full physical inventory Date
  14. Cigarette pack variance at the last count (packs) Number
  15. Inventory shrink at the last full inventory (% of sales) Number
  16. Accuracy of on-hand quantities in a sample of 10 items checked during the visit Rating
    • 9 or 10 correct 5 pts
    • 6 to 8 correct 3 pts
    • 5 or fewer correct 1 pt

6. Deliveries 19 items

  1. The wholesaler delivery is checked in against the invoice or electronic delivery record Yes / No 1 pt
  2. Tobacco totes are counted and their seals inspected before the driver leaves Yes / No 1 pt
  3. High-value cases are opened and their contents counted at check-in Yes / No 1 pt
  4. Shortages and damaged cases are noted on the driver's copy before signing Yes / No 1 pt
  5. Credit requests for shortages and mis-picks are submitted within the wholesaler's claim deadline Yes / No 1 pt
  6. Quantities delivered by the wholesaler are compared with the quantities ordered, not only with the invoice Yes / No 1 pt
  7. Items ordered but not delivered are listed for the next order or for a transfer from a nearby store Yes / No 1 pt
  8. Substituted items accepted from the wholesaler have a shelf tag before they go on sale Yes / No 1 pt
  9. On-hand quantities in the ordering system are updated from the delivery before the next order is written Yes / No 1 pt
  10. Cases left over once the shelf is full are labeled with the delivery date before going to back stock Yes / No 1 pt
  11. Refrigerated and frozen product is put away before dry goods Yes / No 1 pt
  12. The delivery is worked to the shelves within the time set by company policy Yes / No 1 pt
  13. New stock is placed behind older stock when the delivery is shelved Yes / No 1 pt
  14. Empty totes and pallets are set aside for return to the wholesaler Yes / No 1 pt
  15. Hours between the last wholesaler delivery and its completion on the shelves Number
  16. Name of the employee responsible for ordering Short text
  17. Name of the store manager Short text
  18. Overall control of ordering and inventory Rating
    • Strong 5 pts
    • Partial 3 pts
    • Weak 1 pt
  19. 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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