Checklist template

Vendor direct-store-delivery check-in for convenience stores

A ready-to-use checklist with 108 items in 6 sections, covering Check-in, Counts, Credits, Vendor conduct, Invoices, Merchandising by vendor. Use it as-is in Bindy, or adapt it to your own standards in minutes.

  • 6 Sections
  • 108 Items
  • 89 Yes / No checks
  • 6 Scored ratings
  • 119 Points

Use this template How audits work

1. Check-in 20 items

  1. Vendors report to the cashier or manager before bringing product into the store Yes / No 1 pt
  2. Each vendor signs the vendor log with the time of arrival Yes / No 1 pt
  3. The vendor log shows a time of departure for each visit Yes / No 1 pt
  4. Each vendor signs the vendor log with the company name Yes / No 1 pt
  5. The vendor is on the company's list of authorized direct-store-delivery vendors Yes / No 1 pt
  6. Deliveries arrive within the receiving hours set by the store Yes / No 1 pt
  7. A store employee trained in check-in is assigned to each delivery before product comes off the truck Yes / No 1 pt
  8. Product is staged in the designated receiving area until it is checked, not taken straight to the shelf Yes / No 1 pt
  9. The back door is closed and locked between trips to the truck Yes / No 1 pt
  10. The cashier is not left alone to check in a vendor while serving a line of customers Yes / No 1 pt
  11. Refrigerated product is checked in first Yes / No 1 pt
  12. Refrigerated product is put in the cooler within the time set by company policy Yes / No 1 pt
  13. The temperature of refrigerated deliveries such as dairy and sandwiches is taken at check-in Yes / No 1 pt
  14. Temperature of one refrigerated product at check-in (°F or °C) Number
  15. Frozen deliveries arrive hard frozen with no signs of thawing Yes / No 1 pt
  16. Product is checked against the store's order or authorized item list, not only the vendor's invoice Yes / No 1 pt
  17. Items not authorized for the store are refused at the door Yes / No 1 pt
  18. The delivery schedule by vendor and day is posted in the back room or office Yes / No 1 pt
  19. Vendor deliveries received on the day of the visit Number
  20. Check-in process observed Rating
    • Staged, checked by a trained employee, then released 5 pts
    • Checked after product reached the shelf 3 pts
    • Not checked 1 pt

2. Counts 18 items

  1. Every case or tray is counted by the store employee, not accepted on the vendor's count Yes / No 1 pt
  2. The count is done from the product itself, with the invoice out of sight until the count is finished Yes / No 1 pt
  3. Each invoice line is ticked or circled as it is verified Yes / No 1 pt
  4. Case pack sizes are checked against the invoice on a sample of items Yes / No 1 pt
  5. Mixed totes of candy, snacks or tobacco are opened and counted by item Yes / No 1 pt
  6. Cigarette cartons are counted by brand and style at check-in Yes / No 1 pt
  7. Beer and soft drinks are counted by package size, not by total cases Yes / No 1 pt
  8. Bread and bakery trays are counted by item, including full and partial trays Yes / No 1 pt
  9. Shortages are written on the invoice before the vendor leaves Yes / No 1 pt
  10. Overages are written on the invoice or returned to the vendor Yes / No 1 pt
  11. Count corrections on the invoice are initialed by both the vendor and the store employee Yes / No 1 pt
  12. Dates on delivered product meet the minimum shelf life set by company policy, on a check of 5 items Yes / No 1 pt
  13. Damaged, dented or leaking product is refused at check-in Yes / No 1 pt
  14. Handheld or scan-based receiving is used for vendors set up for it Yes / No 1 pt
  15. Product delivered under scan-based trading or consignment is kept apart in the count from purchased product Yes / No 1 pt
  16. Invoice lines verified by the inspector during the visit Number
  17. Invoice lines where the inspector's count differed from the invoice Number
  18. Accuracy of the counts sampled Rating
    • No differences 5 pts
    • One or two differences 3 pts
    • Several differences 1 pt

3. Credits 17 items

  1. Out-of-date product is pulled by the store and held in a marked credit area for each vendor Yes / No 1 pt
  2. The store employee counts the product the vendor takes back for credit Yes / No 1 pt
  3. A credit memo is written for every return before the product leaves the store Yes / No 1 pt
  4. Each credit memo carries the vendor's signature Yes / No 1 pt
  5. Each credit memo carries the store employee's signature Yes / No 1 pt
  6. Credits are listed by item and quantity, not as a lump sum Yes / No 1 pt
  7. Credit memos are entered in the back-office system on the day they are written Yes / No 1 pt
  8. Damaged product is credited at the cost shown on the latest invoice Yes / No 1 pt
  9. A list of the product held for credit is prepared for each vendor before the vendor's service day Yes / No 1 pt
  10. Credits promised on an earlier visit appear on a later invoice or memo Yes / No 1 pt
  11. An open-credit list by vendor is kept by the manager Yes / No 1 pt
  12. The task list shows each vendor's section checked for out-of-date product by the store before the vendor's service day Yes / No 1 pt
  13. Empty returnable containers, shells and kegs are counted for deposit credit Yes / No 1 pt
  14. Product held for credit is stored where it cannot be put back on sale by mistake Yes / No 1 pt
  15. Open credits older than 30 days on the manager's list Number
  16. Credit memos written in the last 7 days Number
  17. Handling of vendor credits Rating
    • Counted, documented and followed up 5 pts
    • Documented, not followed up 3 pts
    • Returns leave without paperwork 1 pt

4. Vendor conduct 17 items

  1. Vendors are not left alone in the back room or the walk-in cooler Yes / No 1 pt
  2. Vendor carts, totes and boxes leaving the store are looked into by a store employee Yes / No 1 pt
  3. Vendors do not carry personal bags or coats onto the sales floor Yes / No 1 pt
  4. Vendors remove their empty cardboard and shrink wrap from the store Yes / No 1 pt
  5. Vendors break down their boxes at the baler or dumpster as the store directs Yes / No 1 pt
  6. Vendors rotate their own product, placing new stock behind old, on a check of 3 items Yes / No 1 pt
  7. Vendors stock only their assigned space, without spreading into a competitor's facings Yes / No 1 pt
  8. Vendors do not move shelf tags or change shelf heights without the manager's approval Yes / No 1 pt
  9. The vendor log shows no vendor servicing shelves during the peak periods named on the delivery schedule Yes / No 1 pt
  10. Vendor hand trucks and stacks do not block aisles, exits or the register line Yes / No 1 pt
  11. Vendor drivers park in the delivery area, not at the entrance or in the fire lane Yes / No 1 pt
  12. Vendors wear a company uniform or carry identification Yes / No 1 pt
  13. Purchases by vendors for their own use are rung up like any other sale, with a receipt Yes / No 1 pt
  14. Vendors do not go behind the sales counter unless accompanied Yes / No 1 pt
  15. Each vendor conduct problem noted in the vendor log was reported in writing to the district manager or the category buyer Yes / No 1 pt
  16. Vendors observed in the store during the visit Number
  17. Vendor conduct observed Rating
    • Supervised and within the rules 5 pts
    • Minor lapses 3 pts
    • Unsupervised or breaking the rules 1 pt

5. Invoices 17 items

  1. The store receives a legible invoice or electronic delivery record for every delivery Yes / No 1 pt
  2. The invoice shows the correct store number Yes / No 1 pt
  3. The invoice shows the delivery date Yes / No 1 pt
  4. The store employee signs the invoice only after the count is complete Yes / No 1 pt
  5. The store keeps its copy of every signed invoice Yes / No 1 pt
  6. Invoice costs are compared with the costs in the price book on a sample of lines Yes / No 1 pt
  7. Cost differences found in the last 30 days were reported to the category buyer or the pricing desk, with a copy on file Yes / No 1 pt
  8. Promotional allowances and deal pricing due appear on the invoice Yes / No 1 pt
  9. Deposits, fuel surcharges and delivery fees on the invoice are ones the company has agreed to Yes / No 1 pt
  10. Invoices are entered or confirmed in the back-office system on the day of delivery Yes / No 1 pt
  11. New items on an invoice are set up in the price book with a retail price before they go on sale Yes / No 1 pt
  12. Cash-on-delivery vendors are paid by the method set by company policy, with the payment recorded as a paid-out Yes / No 1 pt
  13. Invoices are filed by vendor and date for the retention period set by company policy Yes / No 1 pt
  14. Last month's vendor statements are matched to the invoices on file, with differences marked Yes / No 1 pt
  15. Invoices from the last 7 days not yet entered in the back-office system Number
  16. Date of the oldest invoice not yet entered Date
  17. Invoice processing Rating
    • Entered same day and filed 5 pts
    • Entered late 3 pts
    • Backlog or missing invoices 1 pt

6. Merchandising by vendor 19 items

  1. The snack vendor's section is filled to the planogram after service Yes / No 1 pt
  2. The bread rack has no product past its color tag or date after the vendor's visit Yes / No 1 pt
  3. The beer vendor filled the cooler doors before building floor displays Yes / No 1 pt
  4. The soft drink vendor's cooler lanes have labels facing forward after service Yes / No 1 pt
  5. Vendor displays on the sales floor were approved by the manager or are on the company's promotional plan Yes / No 1 pt
  6. Vendor-supplied racks and shippers carry only that vendor's authorized items Yes / No 1 pt
  7. Shelf tags are in place for every item the vendor stocked Yes / No 1 pt
  8. Promotional signs placed by vendors show the price in the store's price book Yes / No 1 pt
  9. Vendor signs for ended promotions have been taken down Yes / No 1 pt
  10. Vendor back stock is left in the store's assigned area, labeled with the vendor's name Yes / No 1 pt
  11. The amount of back stock left by each vendor is within the limit agreed with the manager Yes / No 1 pt
  12. The energy drink and single-serve cooler by the register is stocked by its vendor to the agreed layout Yes / No 1 pt
  13. Out-of-stocks in a vendor's section are written on the vendor log for the vendor's representative Yes / No 1 pt
  14. The service days for each vendor are met, per the vendor log for the last 2 weeks Yes / No 1 pt
  15. Out-of-stock items counted in direct-delivery sections after service Number
  16. Name of the employee who checks in vendors on this shift Short text
  17. Name of the store manager Short text
  18. Overall control of direct-store-delivery receiving Rating
    • Every delivery counted, signed and entered 5 pts
    • Counted, with paperwork late or credits open 3 pts
    • Deliveries accepted without a count 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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