Checklist template

Lottery shrink control for convenience stores

A ready-to-use checklist with 103 items in 6 sections, covering Counts, Activation, Settlement, Variances, Voids, Investigations. Use it as-is in InspectLoop, or adapt it to your own standards in minutes.

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

Use this template How audits work

1. Counts 17 items

  1. Scratch tickets are counted at every shift change by recording the next ticket number of each game in the dispenser Yes / No 1 pt
  2. The ticket numbers are written by the outgoing cashier and checked by the incoming cashier Yes / No 1 pt
  3. Both cashiers sign the scratch ticket count sheet Yes / No 1 pt
  4. The count sheet lists every dispenser slot with its game number and book number Yes / No 1 pt
  5. Tickets sold per game are calculated from the start and end ticket numbers for each shift Yes / No 1 pt
  6. The value of tickets sold on the count sheet is compared with scratch ticket sales rung on the register for the shift Yes / No 1 pt
  7. Full books in storage are counted at least daily against the book inventory log Yes / No 1 pt
  8. A full count of books in storage taken during the visit agrees with the book inventory log Yes / No 1 pt
  9. Unopened books counted in storage during the visit Number
  10. The next ticket number in 5 dispenser slots sampled agrees with the last entry on the count sheet Yes / No 1 pt
  11. Dispenser slots out of the 5 sampled where the ticket number did not agree Number
  12. Count sheets of the last 7 days are complete, with no shift missing Yes / No 1 pt
  13. Count sheets are written in ink, with corrections initialed by both cashiers Yes / No 1 pt
  14. The manager performs an unannounced ticket count at least once a week Yes / No 1 pt
  15. Date of the manager's last unannounced ticket count Date
  16. Tickets are loaded in the dispensers in number order, so a missing ticket shows as a gap Yes / No 1 pt
  17. Count discipline over the last 7 days Rating
    • Every shift counted and signed by both cashiers 5 pts
    • Some shifts missed or signed by one cashier 3 pts
    • Counts irregular or not done 1 pt

2. Activation 17 items

  1. A book taken out of storage is signed out on the book inventory log by the person who took it Yes / No 1 pt
  2. Each activation on the terminal's report for the last 7 days was traced to a book in a dispenser slot or to a settled book Yes / No 1 pt
  3. Books are activated only when they are loaded into a dispenser Yes / No 1 pt
  4. No book in storage shows as active on the lottery terminal's inventory report Yes / No 1 pt
  5. The starting ticket number of each book loaded in the last 7 days is entered on the count sheet of the shift that loaded it Yes / No 1 pt
  6. The terminal's report shows no activation in the last 7 days under the code of an employee who was not on shift at that time Yes / No 1 pt
  7. Books active for longer than the period set by company policy are listed and their remaining tickets counted Yes / No 1 pt
  8. The number of books open for the same game is limited to the number allowed by company policy Yes / No 1 pt
  9. Unactivated books are stored in a locked cabinet, drawer or safe Yes / No 1 pt
  10. The key to the book storage is held by the manager or shift lead, not left at the counter Yes / No 1 pt
  11. The shrink wrap of books in storage is intact Yes / No 1 pt
  12. Books damaged or misprinted on arrival were reported to the lottery and set aside Yes / No 1 pt
  13. The terminal's inventory report was printed during the visit and matches the books physically on site Yes / No 1 pt
  14. Books received in the last 4 weeks all appear on the book inventory log Yes / No 1 pt
  15. Each employee signs on to the lottery terminal with their own code, where the terminal allows it Yes / No 1 pt
  16. Books shown as active on the terminal at the time of the visit Number
  17. Agreement between the terminal's book inventory and the books on site Rating
    • Full agreement 5 pts
    • 1 book unexplained 3 pts
    • Several books unexplained 1 pt

3. Settlement 17 items

  1. Books are settled on the terminal when the last ticket is sold, not left to settle automatically Yes / No 1 pt
  2. The book settlement date is recorded on the book inventory log Yes / No 1 pt
  3. For 3 books settled in the last 4 weeks, the tickets sold per the count sheets add up to the full book Yes / No 1 pt
  4. The weekly lottery statement is reconciled to register lottery sales and payouts Yes / No 1 pt
  5. No book settled this week still had tickets on sale in a dispenser at the time of the visit Yes / No 1 pt
  6. The amount swept by the lottery from the bank account matches the weekly statement for the last 4 weeks Yes / No 1 pt
  7. Lottery cash is kept in the register and dropped with other cash, not held in a separate box Yes / No 1 pt
  8. Online game sales (draw games) on the terminal report match the register's draw game sales for 3 days sampled Yes / No 1 pt
  9. Prizes paid on the terminal report match prize payouts rung on the register for 3 days sampled Yes / No 1 pt
  10. Winning tickets paid are defaced or retained as the lottery's rules require Yes / No 1 pt
  11. Paid winning tickets are kept out of reach of customers until destroyed or returned Yes / No 1 pt
  12. Partial books returned to the lottery are recorded with the count of tickets remaining Yes / No 1 pt
  13. The lottery representative signs a return receipt listing each book returned, kept on file Yes / No 1 pt
  14. Paid winning tickets on file for 1 day sampled add up to the scratch prize payouts on the terminal report Yes / No 1 pt
  15. Books settled in the last 7 days Number
  16. Date of the last weekly reconciliation Date
  17. Weekly lottery reconciliation over the last 4 weeks Rating
    • Reconciled every week, differences explained 5 pts
    • Reconciled some weeks or differences left open 3 pts
    • Not reconciled 1 pt

4. Variances 16 items

  1. A ticket 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 shortage of even one ticket is recounted before the outgoing cashier leaves Yes / No 1 pt
  4. Shortages above the tolerance set by company policy are reported to the manager the same day Yes / No 1 pt
  5. Variances are tracked on a running log covering at least 4 weeks Yes / No 1 pt
  6. The log shows the value of each variance, not only the number of tickets Yes / No 1 pt
  7. Repeated shortages on the same shift or by the same cashier were escalated to the district manager Yes / No 1 pt
  8. Count sheet errors corrected afterwards carry a written explanation Yes / No 1 pt
  9. Tickets sold but rung under the wrong price point are identified when sales by game do not match Yes / No 1 pt
  10. Tickets rung as draw games instead of scratch tickets are identified in the daily comparison Yes / No 1 pt
  11. Lottery shrink for the last period is known to the manager Yes / No 1 pt
  12. Ticket variance of the last completed shift (tickets) Number
  13. Value of the scratch ticket variance of the last 7 days (dollars) Number
  14. Lottery shrink for the last period (dollars) Number
  15. Shortages are not covered by cashiers paying for missing tickets without a record Yes / No 1 pt
  16. Follow-up of scratch ticket variances Rating
    • Every variance explained or escalated 5 pts
    • Variances recorded with little follow-up 3 pts
    • Variances not calculated 1 pt

5. Voids 16 items

  1. Scratch ticket sales cannot be voided on the register without a manager code Yes / No 1 pt
  2. Draw game tickets canceled on the terminal are kept with the cancellation slip Yes / No 1 pt
  3. Canceled draw game tickets are attached to the shift paperwork Yes / No 1 pt
  4. The terminal's cancellation report is compared with the canceled tickets on file Yes / No 1 pt
  5. Draw tickets printed in error are offered for sale or canceled per the lottery's rules, not left unpaid at the counter Yes / No 1 pt
  6. Mistake tickets that could not be canceled are recorded on the mistake ticket log with the cashier's name Yes / No 1 pt
  7. The exception report shows lottery voids and cancellations by cashier Yes / No 1 pt
  8. The manager reviews lottery voids and cancellations weekly, with initials on the report Yes / No 1 pt
  9. Lottery refunds are not permitted, as stated in the procedure at the register Yes / No 1 pt
  10. Payouts rung on the register without a matching validation on the terminal were investigated Yes / No 1 pt
  11. Lottery sales are rung on the register at the time of sale, not batched at the end of the shift Yes / No 1 pt
  12. Lottery tickets are not sold on credit or held for a customer to pay later Yes / No 1 pt
  13. Draw game cancellations in the last 7 days Number
  14. Mistake tickets recorded in the last 7 days Number
  15. Video was checked for a sample of lottery voids in the last 4 weeks Yes / No 1 pt
  16. Control of lottery voids and cancellations Rating
    • Approved, documented and reviewed 5 pts
    • Documented but not reviewed 3 pts
    • No control 1 pt

6. Investigations 20 items

  1. Employees do not buy or scratch lottery tickets while on duty Yes / No 1 pt
  2. Employees do not validate their own tickets on the store terminal Yes / No 1 pt
  3. A camera covers the scratch ticket dispensers Yes / No 1 pt
  4. A camera covers the lottery terminal, showing the hands of the operator Yes / No 1 pt
  5. Video of the dispensers is retained for the period set by company policy Yes / No 1 pt
  6. Scratched non-winning or partly scratched tickets are not found behind the counter or in the counter trash Yes / No 1 pt
  7. Tickets with the latex scratched only over the validation code were not found in the dispensers (sample of 3 games) Yes / No 1 pt
  8. Missing or stolen books were reported to the lottery immediately so the book could be deactivated Yes / No 1 pt
  9. Thefts of lottery tickets were reported to the police where company policy requires Yes / No 1 pt
  10. Each investigation of a lottery loss has a written file with the count sheets and video reference Yes / No 1 pt
  11. Lottery losses investigated in the last 12 months Number
  12. The outcome of each investigation in the last 12 months is recorded Yes / No 1 pt
  13. Customers' winning tickets are validated on the customer-facing display so the prize amount is visible to them Yes / No 1 pt
  14. Customer complaints about a prize paid short were logged and investigated Yes / No 1 pt
  15. The lottery's retailer compliance visits of the last 12 months found no ticket security issue left open Yes / No 1 pt
  16. New cashiers are trained on the count sheet before working a shift alone, with the training recorded Yes / No 1 pt
  17. Corrective actions from the previous lottery shrink review have been completed Yes / No 1 pt
  18. Name of the manager on duty Short text
  19. Overall control of lottery shrink Rating
    • Counted every shift, reconciled weekly, losses followed up 5 pts
    • Counts and reconciliations done with gaps 3 pts
    • Tickets unaccounted for or no counts 1 pt
  20. 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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