Checklist template

Frame inventory and theft controls for optical stores

A ready-to-use checklist with 103 items in 6 sections, covering Counts, Locked displays, Sunglasses, Demo lenses, Returns, Variances. Use it as-is in InspectLoop, or adapt it to your own standards in minutes.

  • 6 Sections
  • 103 Items
  • 86 Yes / No checks
  • 6 Scored ratings
  • 116 Points

Use this template How audits work

1. Counts 18 items

  1. Frames on the boards are counted at opening and the count is recorded Yes / No 1 pt
  2. The closing count is compared with the opening count less the day's frame sales Yes / No 1 pt
  3. Counts are recorded by board section or brand, not as one store total Yes / No 1 pt
  4. Luxury brands are counted by model each day Yes / No 1 pt
  5. A full frame inventory by barcode scan is taken on the company schedule Yes / No 1 pt
  6. Date of the last full frame inventory Date
  7. The full inventory is counted by two people or recounted by a second person Yes / No 1 pt
  8. Frames away from the boards in lab job trays are included in the count from a list Yes / No 1 pt
  9. Frames in understock drawers are included in the count Yes / No 1 pt
  10. Frames received are scanned into inventory against the packing slip on the day they arrive Yes / No 1 pt
  11. Shortages in a frame shipment are reported to the supplier within its claim deadline Yes / No 1 pt
  12. Frames transferred to or from another store are recorded on a transfer document Yes / No 1 pt
  13. Exchanges by a supplier's representative are recorded on a list of frames taken and frames left Yes / No 1 pt
  14. The exchange list is signed by the representative and an employee Yes / No 1 pt
  15. Daily count sheets are kept for the period set by company policy Yes / No 1 pt
  16. Frames on the boards according to today's count Number
  17. Frames on hand according to the system Number
  18. Auditor's count of one brand section compared with the system Rating
    • Exact match 5 pts
    • Difference of 1 frame, explained 3 pts
    • Unexplained difference 1 pt

2. Locked displays 18 items

  1. Frames above the price set by company policy are displayed in locked showcases or on locking rods Yes / No 1 pt
  2. Every locked showcase was found locked during the visit Yes / No 1 pt
  3. Showcase keys are carried by an employee, not left in a lock or a drawer Yes / No 1 pt
  4. A list names the employees who hold showcase keys Yes / No 1 pt
  5. The number of frames handed to a customer from a locked showcase at one time stays within the limit set by company policy Yes / No 1 pt
  6. The employee stays with the customer while frames from a locked showcase are out Yes / No 1 pt
  7. The showcase is locked again after each showing Yes / No 1 pt
  8. Showcase locks, hinges and glass are undamaged Yes / No 1 pt
  9. Locking rods and security tethers release only with the key or tool Yes / No 1 pt
  10. Boards of high-value frames are in the line of sight of a staffed dispensing table Yes / No 1 pt
  11. No high-value board stands next to the entrance Yes / No 1 pt
  12. High-value frames in the window are removed or secured at closing as company policy states Yes / No 1 pt
  13. Cameras cover the luxury boards Yes / No 1 pt
  14. Cameras cover the entrance Yes / No 1 pt
  15. Recorded video of yesterday could be played back during the visit Yes / No 1 pt
  16. Understock drawers and cabinets are locked Yes / No 1 pt
  17. The stockroom is accessible to employees only Yes / No 1 pt
  18. Security of high-value frames Rating
    • Locked, supervised, on camera 5 pts
    • Locked but showings not supervised 3 pts
    • Showcases open or keys left out 1 pt

3. Sunglasses 16 items

  1. The sunglass section can be seen from a staffed position Yes / No 1 pt
  2. Premium sunglasses are in locked or tethered fixtures Yes / No 1 pt
  3. Open-sell sunglasses carry security tags, where the store uses an alarm system at the door Yes / No 1 pt
  4. The door alarm sounded when tested with a live tag Yes / No 1 pt
  5. Sunglasses are counted daily during the season set by company policy Yes / No 1 pt
  6. An empty position in the sunglass section is matched to a sale on the same day Yes / No 1 pt
  7. Sunglass cases and boxes are kept in the back and handed over at the sale Yes / No 1 pt
  8. Price tags or empty packaging found on the floor are reported to the manager Yes / No 1 pt
  9. A customer trying several pairs is assisted by an employee Yes / No 1 pt
  10. Sunglass spinner racks stand at least 10 ft (3 m) from the exit Yes / No 1 pt
  11. No sunglasses are displayed outside the store unattended Yes / No 1 pt
  12. Sunglasses left on consignment by a supplier are recorded on a signed list Yes / No 1 pt
  13. A returned pair of branded sunglasses is checked for the brand's lens etching and temple markings before the refund is made Yes / No 1 pt
  14. Sunglasses on display according to the auditor's count Number
  15. Sunglasses on hand according to the system Number
  16. Control of sunglass stock Rating
    • Counted daily, differences explained 5 pts
    • Counted irregularly 3 pts
    • Not counted or unexplained losses 1 pt

4. Demo lenses 15 items

  1. Every frame on the boards has both demo lenses in place Yes / No 1 pt
  2. Frames found on the boards without demo lenses Number
  3. A frame found without demo lenses is investigated and the finding is noted Yes / No 1 pt
  4. The brand print on the demo lenses matches the brand of the frame in a sample of 20 frames Yes / No 1 pt
  5. The model and color code inside the temple match the price tag in a sample of 10 frames Yes / No 1 pt
  6. Price tags cannot be removed without tearing Yes / No 1 pt
  7. A frame found on the boards that is not in the system is reported as a possible swap Yes / No 1 pt
  8. Demo lenses removed for a customer order stay in the job tray until the order is complete Yes / No 1 pt
  9. Frames from canceled orders are refitted with demo lenses before they return to the boards Yes / No 1 pt
  10. Frames from canceled orders are returned to inventory in the system on the day of cancellation Yes / No 1 pt
  11. Glazed frames awaiting pickup are stored in the lab or a drawer, never on the boards Yes / No 1 pt
  12. The used-eyewear donation box stands away from the frame boards Yes / No 1 pt
  13. Spare demo lenses are kept in the lab, not on the sales floor Yes / No 1 pt
  14. Frames in lab job trays are locked up overnight Yes / No 1 pt
  15. Signs of frame or tag swapping in the samples checked Rating
    • None found 5 pts
    • 1 mismatch, explained 3 pts
    • Unexplained mismatches 1 pt

5. Returns 19 items

  1. A refund requires the receipt or the sale found in the system Yes / No 1 pt
  2. A returned frame is compared with the model and color on the sale before the refund is made Yes / No 1 pt
  3. Refunds go back to the original form of payment Yes / No 1 pt
  4. Refunds above the limit set by company policy are approved by a manager Yes / No 1 pt
  5. An employee does not process a refund on his or her own sale Yes / No 1 pt
  6. Returned frames are scanned back into inventory before they go on the boards Yes / No 1 pt
  7. A warranty replacement is issued only when the broken frame is handed in Yes / No 1 pt
  8. Broken frames collected under warranty are tagged and logged Yes / No 1 pt
  9. Broken frames are returned to the supplier for credit within the supplier's deadline Yes / No 1 pt
  10. A warranty replacement is recorded against the customer's original order Yes / No 1 pt
  11. The benefit plan claim is reversed when an insured order is refunded Yes / No 1 pt
  12. Refunds of deposits on canceled orders are supported by the canceled order Yes / No 1 pt
  13. Voids and no-sale drawer openings are reviewed by the manager each week Yes / No 1 pt
  14. Employee purchases are rung up by another employee Yes / No 1 pt
  15. Use of the friends-and-family discount is reviewed monthly Yes / No 1 pt
  16. Each return shipment to a supplier has its tracking number recorded Yes / No 1 pt
  17. Each return shipment to a supplier is matched to the credit received Yes / No 1 pt
  18. Refunds processed last week Number
  19. Control of refunds and warranty replacements Rating
    • Documented and approved 5 pts
    • Minor gaps in documents 3 pts
    • Refunds without support or approval 1 pt

6. Variances 17 items

  1. A daily count difference is investigated the same day Yes / No 1 pt
  2. The explanation of each count difference is written on the count sheet Yes / No 1 pt
  3. A frame that cannot be accounted for is reported to loss prevention or the district manager within the time set by company policy Yes / No 1 pt
  4. Missing frames are logged with brand, model, cost and date found missing Yes / No 1 pt
  5. Frames unaccounted for at the last full inventory Number
  6. Frame shrink at the last full inventory (% of frames on hand) Number
  7. Losses are reviewed by brand to find the sections most affected Yes / No 1 pt
  8. Video is reviewed after an unexplained loss Yes / No 1 pt
  9. Each theft incident of the last 3 months has a completed incident report on file Yes / No 1 pt
  10. Inventory adjustments in the system require a manager's authorization Yes / No 1 pt
  11. The district manager reviews the adjustments report Yes / No 1 pt
  12. Alerts about theft groups active in the area are shared with employees at the start of the shift Yes / No 1 pt
  13. An employee asked could describe what to do on suspecting a theft, including not pursuing anyone Yes / No 1 pt
  14. Corrective actions from the previous inventory audit have been completed Yes / No 1 pt
  15. Name of the store manager Short text
  16. Overall control of frame inventory Rating
    • Strong 5 pts
    • Partial 3 pts
    • Weak 1 pt
  17. 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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