Checklist template

Cigarette and tobacco inventory control for convenience stores

A ready-to-use checklist with 104 items in 6 sections, covering Counts, Receiving, Storage, Variances, Voids, Reports. Use it as-is in InspectLoop, 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. Counts 18 items

  1. Packs of cigarettes are counted at every shift change Yes / No 1 pt
  2. The outgoing and the incoming cashier both sign the cigarette count sheet Yes / No 1 pt
  3. The count sheet lists the opening count, deliveries, sales and closing count for each shift Yes / No 1 pt
  4. Cartons are counted separately from single packs Yes / No 1 pt
  5. Open cartons are counted by the packs remaining, not as full cartons Yes / No 1 pt
  6. The count covers the overhead rack, the back-bar and the under-counter stock Yes / No 1 pt
  7. Back stock in the locked tobacco cabinet or cage is counted at least daily Yes / No 1 pt
  8. A full count by brand and style is taken on the schedule set by company policy Yes / No 1 pt
  9. Date of the last full count by brand and style Date
  10. Other tobacco products (cigars, smokeless tins, rolling tobacco) are counted on the schedule set by company policy Yes / No 1 pt
  11. Vape devices and pods are counted item by item, with the last count dated on the vape count sheet Yes / No 1 pt
  12. Count sheets of the last 7 days are complete, with no shift missing Yes / No 1 pt
  13. Count sheets are filled in with ink, with corrections initialed Yes / No 1 pt
  14. The manager recounts a shift count unannounced at least once a week Yes / No 1 pt
  15. A pack count taken during the visit agrees with the book quantity calculated from the last count Yes / No 1 pt
  16. Packs counted on the sales floor during the visit Number
  17. Difference between the visit count and the book quantity (packs) Number
  18. Count discipline over the last 7 days Rating
    • Every shift counted and signed 5 pts
    • A few shifts missed or unsigned 3 pts
    • Counts irregular or not done 1 pt

2. Receiving 17 items

  1. Tobacco deliveries are checked in by a manager or a person authorized in writing Yes / No 1 pt
  2. Tobacco totes or cases are checked in before the driver leaves Yes / No 1 pt
  3. The seals on tobacco totes are intact on arrival Yes / No 1 pt
  4. The seal numbers match the numbers on the delivery document Yes / No 1 pt
  5. Cartons are counted against the invoice by brand and style Yes / No 1 pt
  6. Shortages and substitutions are noted on the invoice and signed by the driver Yes / No 1 pt
  7. The delivery is entered in the inventory system or on the count sheet on the day it is received Yes / No 1 pt
  8. Tax stamps are present on the packs of a carton opened during check-in, where local regulation requires stamps Yes / No 1 pt
  9. Tobacco is purchased only from the wholesalers authorized by the company Yes / No 1 pt
  10. 5 styles sampled from the back-bar each appear on an invoice from an authorized wholesaler on file Yes / No 1 pt
  11. Tobacco received is moved to the locked storage within the time set by company policy Yes / No 1 pt
  12. Tobacco totes are not left unattended on the sales floor or at the back door Yes / No 1 pt
  13. Returns of damaged or stale tobacco are recorded on a credit request signed by the driver Yes / No 1 pt
  14. Credits requested for tobacco in the last 4 weeks appear on a later invoice or statement Yes / No 1 pt
  15. Tobacco invoices of the last 4 weeks are filed in date order Yes / No 1 pt
  16. Cartons received on the last tobacco delivery Number
  17. Check-in of the last tobacco delivery Rating
    • Counted by style, signed and entered 5 pts
    • Counted in total only 3 pts
    • Not counted 1 pt

3. Storage 17 items

  1. Back stock of cartons is kept in a locked cabinet, cage or office Yes / No 1 pt
  2. The tobacco storage was locked at the time of the visit Yes / No 1 pt
  3. Keys to the tobacco storage are held only by the manager and the shift leads Yes / No 1 pt
  4. The key to the tobacco storage is not left in the lock or on a hook in the open Yes / No 1 pt
  5. The overhead or back-bar racks are out of reach of customers at the counter Yes / No 1 pt
  6. Cartons on the sales floor are limited to the quantity allowed by company policy Yes / No 1 pt
  7. The overhead cigarette rack is locked or covered when the register is unattended Yes / No 1 pt
  8. No tobacco product is stored in the walk-in cooler, the stock room or a vehicle Yes / No 1 pt
  9. Damaged and stale tobacco awaiting return is kept in a marked box inside the locked storage Yes / No 1 pt
  10. The camera covering the back-bar shows the cigarette racks clearly on the monitor Yes / No 1 pt
  11. A camera covers the door of the tobacco storage Yes / No 1 pt
  12. Tobacco storage is organized by brand so a carton count can be made without moving stock Yes / No 1 pt
  13. Empty cartons are flattened and discarded, so they cannot be counted as full Yes / No 1 pt
  14. Vape devices and pods are kept in a locked case or behind the counter Yes / No 1 pt
  15. Promotional coupons and buydown stickers are kept locked with the tobacco stock Yes / No 1 pt
  16. Cartons in back stock at the time of the visit Number
  17. Security of tobacco storage Rating
    • Locked, limited keys, on camera 5 pts
    • Locked but keys or camera lacking 3 pts
    • Unlocked or open to staff and visitors 1 pt

4. Variances 17 items

  1. The pack variance is calculated for every shift from the count sheet Yes / No 1 pt
  2. Each variance is recorded against the names of the cashiers on that shift Yes / No 1 pt
  3. A variance of even one pack is recounted before the shift is closed Yes / No 1 pt
  4. Variances above the tolerance set by company policy are reported to the manager the same day Yes / No 1 pt
  5. The manager reviews video of the back-bar for shifts with an unexplained variance Yes / No 1 pt
  6. Variances by shift are tracked on a running log covering at least 4 weeks Yes / No 1 pt
  7. The log shows no cashier or shift with a repeating shortage that was left without follow-up Yes / No 1 pt
  8. Count errors corrected after the fact are explained in writing on the count sheet Yes / No 1 pt
  9. Overages above the tolerance are entered on the variance log with an explanation, the same as shortages Yes / No 1 pt
  10. Cartons broken into packs are recorded so that carton and pack inventories both stay accurate Yes / No 1 pt
  11. Wrong-key sales (a pack rung as a different brand or price tier) are checked when a variance appears by brand Yes / No 1 pt
  12. Multi-pack discounts are rung as the multi-pack item, so pack counts are not distorted Yes / No 1 pt
  13. Tobacco shrink for the last inventory period is known to the manager Yes / No 1 pt
  14. Pack variance of the last completed shift (packs) Number
  15. Total pack variance of the last 7 days (packs) Number
  16. Tobacco shrink for the last inventory period (% of tobacco sales) Number
  17. Follow-up of cigarette variances Rating
    • Every variance explained or escalated 5 pts
    • Variances recorded with little follow-up 3 pts
    • Variances not calculated 1 pt

5. Voids 17 items

  1. Voids of tobacco items require a manager code or approval Yes / No 1 pt
  2. The voided receipt is kept with the shift paperwork Yes / No 1 pt
  3. The reason for each tobacco void is written on the receipt Yes / No 1 pt
  4. The pack named on a voided sale is returned to the rack before the shift count Yes / No 1 pt
  5. Tobacco refunds are approved by a manager with the pack inspected Yes / No 1 pt
  6. Refunded packs with a broken seal are not returned to stock Yes / No 1 pt
  7. The exception report shows voids of tobacco by cashier Yes / No 1 pt
  8. The manager reviews tobacco voids weekly, with initials on the report Yes / No 1 pt
  9. Line voids following an age verification prompt are reviewed on video for a sample of transactions Yes / No 1 pt
  10. In 3 shifts sampled, no tobacco void is followed by a no-sale drawer opening in the transaction log Yes / No 1 pt
  11. Employee purchases of tobacco are rung by another employee Yes / No 1 pt
  12. Employee tobacco purchases are paid for before the pack leaves the back-bar Yes / No 1 pt
  13. Coupons and buydown discounts are applied only by scanning the coupon or the promoted item Yes / No 1 pt
  14. Paper coupons redeemed for tobacco are kept, with a count that matches the register coupon total Yes / No 1 pt
  15. Loyalty or multi-pack discounts are not keyed by hand on tobacco items Yes / No 1 pt
  16. Tobacco voids recorded in the last 7 days Number
  17. Control of tobacco voids and refunds Rating
    • Approved, documented and reviewed 5 pts
    • Approved but not reviewed 3 pts
    • No approval or review 1 pt

6. Reports 18 items

  1. The tobacco sales report by item is printed or saved for each day Yes / No 1 pt
  2. Packs sold on the sales report are the figure used on the count sheet, not a cashier's estimate Yes / No 1 pt
  3. The scan data sent to tobacco manufacturers matches the items rung at the register, per the last audit of the program Yes / No 1 pt
  4. The cigarette price book was updated on the date of the last manufacturer or tax price change Yes / No 1 pt
  5. Date of the last tobacco price change applied Date
  6. Stock on hand at a price change was counted for the floor tax or inventory adjustment where local regulation requires it Yes / No 1 pt
  7. Manufacturer buydown claims are submitted with the sales report that supports them Yes / No 1 pt
  8. The buydown amounts claimed match the units sold at the discounted price for the last claim period Yes / No 1 pt
  9. The tobacco margin report is reviewed by the manager each period Yes / No 1 pt
  10. The tobacco purchases of the period are compared with tobacco sales to detect unexplained differences Yes / No 1 pt
  11. Tobacco written off as damaged, stale or stolen is entered on the write-off log with the manager's signature Yes / No 1 pt
  12. Tobacco invoices and count sheets are kept for the retention period set by company policy and local regulation Yes / No 1 pt
  13. Results of the last full tobacco inventory are filed with the variance by brand Yes / No 1 pt
  14. The district manager has seen the tobacco variance log within the last period, with initials on it Yes / No 1 pt
  15. Corrective actions from the previous tobacco inventory review have been completed Yes / No 1 pt
  16. Name of the manager on duty Short text
  17. Overall control of tobacco inventory Rating
    • Counted every shift, variances explained, stock locked 5 pts
    • Counted, with variances or records left open 3 pts
    • Counts missing or losses unexplained 1 pt
  18. Corrective actions required Comments

About this template

This checklist is part of the InspectLoop 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 InspectLoop you can add photos, assign corrective actions, require sign-off and compare results across sites.

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