Checklist template

Parts inventory and core return controls for auto service

A ready-to-use checklist with 118 items in 6 sections, covering Counts, Core tracking, Returns, Warranty parts, Obsolescence, Variances. Use it as-is in InspectLoop, or adapt it to your own standards in minutes.

  • 6 Sections
  • 118 Items
  • 96 Yes / No checks
  • 6 Scored ratings
  • 126 Points

Use this template How audits work

1. Counts 20 items

  1. Date of the last full physical inventory of parts Date
  2. Cycle counts were completed on the company schedule in each of the last 4 weeks Yes / No 1 pt
  3. The daily cycle count list is produced by the system, not chosen by the person counting Yes / No 1 pt
  4. Count sheets do not show the on-hand quantity to the person counting Yes / No 1 pt
  5. The person who counts is not the person who posts the adjustments Yes / No 1 pt
  6. Catalytic converters, control modules, airbags and key fobs are counted at the higher frequency set by company policy Yes / No 1 pt
  7. High-value parts are kept in a locked cage or cabinet Yes / No 1 pt
  8. Keys to the high-value cage are held only by employees named by the parts manager Yes / No 1 pt
  9. 10 parts sampled from the bins matched the on-hand quantity in the system Yes / No 1 pt
  10. Parts out of the 10 sampled that did not match the system Number
  11. 5 parts sampled from the system were found in the bin location shown Yes / No 1 pt
  12. Stock orders are received by someone other than the person who placed the order Yes / No 1 pt
  13. Parts that arrive without a packing slip are held until the purchase order is confirmed Yes / No 1 pt
  14. Parts handed to technicians are billed to a repair order before they leave the counter Yes / No 1 pt
  15. Technicians do not enter the parts room to pull their own parts Yes / No 1 pt
  16. The parts room is locked whenever it is unstaffed Yes / No 1 pt
  17. The rear door of the parts room is kept closed and locked outside deliveries Yes / No 1 pt
  18. Bulk oil dispensed per the meters is reconciled with tank readings each month Yes / No 1 pt
  19. Bulk oil variance at the last reconciliation (quarts or liters) Number
  20. Count discipline Rating
    • Counts on schedule, blind and independent 5 pts
    • Counts done with gaps in method 3 pts
    • Counts not done 1 pt

2. Core tracking 22 items

  1. The core charge was billed on each of 5 sampled counter invoices for parts sold with a core Yes / No 1 pt
  2. Cores are tracked in the system separately from new parts Yes / No 1 pt
  3. Each returned core is tagged with the invoice or repair order number Yes / No 1 pt
  4. Cores are stored in a designated area away from new stock Yes / No 1 pt
  5. Cores are kept in the box of the replacement part Yes / No 1 pt
  6. Each core is checked for completeness and damage before credit is given to the customer Yes / No 1 pt
  7. Core credits issued to customers last week match the cores logged into the core area Yes / No 1 pt
  8. Core credits above the limit set by company policy are approved by the parts manager Yes / No 1 pt
  9. The technician returns the old unit to the parts counter before the repair order is closed Yes / No 1 pt
  10. The report of outstanding cores is reviewed each week by the parts manager Yes / No 1 pt
  11. Cores on hand older than 30 days Number
  12. Value of cores on hand per the core report (dollars) Number
  13. 5 cores sampled from the core report were found in the core area Yes / No 1 pt
  14. Date of the last core return shipment to a supplier Date
  15. Each core shipment to a supplier is listed core by core on a return document Yes / No 1 pt
  16. Supplier core credits are matched with the return documents when received Yes / No 1 pt
  17. Core credits refused by a supplier are reviewed by the parts manager Yes / No 1 pt
  18. Used batteries are counted against the receipt of each recycler pick-up Yes / No 1 pt
  19. Removed catalytic converters are logged with the repair order number Yes / No 1 pt
  20. Removed catalytic converters are stored under lock until pick-up Yes / No 1 pt
  21. Scrap buyers pay the company by check or transfer, not in cash to an employee Yes / No 1 pt
  22. Core tracking Rating
    • Every core tagged, recorded and returned on time 5 pts
    • Some cores untagged or overdue 3 pts
    • Cores not tracked 1 pt

3. Returns 19 items

  1. 5 customer returns sampled were each traced to an original sale in the system Yes / No 1 pt
  2. Returned parts are inspected for signs of installation before they go back to stock Yes / No 1 pt
  3. Return credits are issued at the price on the original invoice, not the current price Yes / No 1 pt
  4. Refunds without a receipt are logged with the customer's name and identification Yes / No 1 pt
  5. Refunds above the limit set by company policy are approved by a manager Yes / No 1 pt
  6. An employee's own return is processed by another employee Yes / No 1 pt
  7. 3 credits for unused parts on repair orders were traced to the part back in its bin Yes / No 1 pt
  8. Parts to be returned to suppliers are held in a marked return area Yes / No 1 pt
  9. Each part in the supplier return area carries its return authorization number Yes / No 1 pt
  10. Parts in the supplier return area older than 30 days Number
  11. Supplier returns are shipped within the supplier's return period Yes / No 1 pt
  12. The supplier's driver signs for returns picked up Yes / No 1 pt
  13. Credits expected from suppliers are listed and followed up until received Yes / No 1 pt
  14. A deposit is taken on special-order parts as set by company policy Yes / No 1 pt
  15. Special-order parts not collected by customers after 30 days Number
  16. Special-order parts left uncollected are returned to the supplier within the return period Yes / No 1 pt
  17. Parts damaged in shipping are claimed with the carrier or supplier Yes / No 1 pt
  18. The report of returns by employee is reviewed each month by the parts manager Yes / No 1 pt
  19. Control of returns Rating
    • Documented, inspected and credited 5 pts
    • Some returns undocumented or credits not followed up 3 pts
    • Returns not controlled 1 pt

4. Warranty parts 17 items

  1. Each new part issued on a warranty repair order has a replaced part turned in to the parts department Yes / No 1 pt
  2. Replaced warranty parts are logged into the retention area by a parts employee, not by the technician Yes / No 1 pt
  3. The warranty parts log shows the date each part came in and the date it left Yes / No 1 pt
  4. No new or unopened part is found in the warranty retention area Yes / No 1 pt
  5. 5 parts sampled from the retention area each match a warranty repair order in the system Yes / No 1 pt
  6. Warranty parts shipped back to the manufacturer are listed on a packing list filed with the carrier's receipt Yes / No 1 pt
  7. Chargebacks for warranty parts not returned in the last 3 months Number
  8. Warranty parts past the retention period are made unusable before disposal (crushed, cut or drilled) Yes / No 1 pt
  9. The scrapping of warranty parts is witnessed by a second employee Yes / No 1 pt
  10. The warranty scrap log for the last disposal carries the signatures of both employees Yes / No 1 pt
  11. Scrapped warranty parts go to the scrap buyer under the scrap sale procedure, never to employees Yes / No 1 pt
  12. New parts found defective out of the box are claimed with the supplier Yes / No 1 pt
  13. Warranty credits owed by suppliers are listed by age Yes / No 1 pt
  14. The list of warranty credits owed is reviewed each month Yes / No 1 pt
  15. Batteries replaced under supplier warranty are held for the supplier's credit, apart from scrap batteries Yes / No 1 pt
  16. Tires adjusted under warranty are kept until the supplier's representative has inspected them Yes / No 1 pt
  17. Control of warranty parts Rating
    • Tagged, retained and scrapped under witness 5 pts
    • Some parts untagged or missing 3 pts
    • Warranty parts not controlled 1 pt

5. Obsolescence 18 items

  1. The report of parts with no sale in 6, 9 and 12 months is run each month Yes / No 1 pt
  2. Share of inventory value with no sale in 12 months (%) Number
  3. The parts manager reviews the aging report before each supplier return deadline Yes / No 1 pt
  4. The stock return allowance offered by the manufacturer or supplier was used in full in the last period Yes / No 1 pt
  5. Date of the last stock return to a supplier Date
  6. Suggested stock orders are reviewed by the parts manager before they are sent Yes / No 1 pt
  7. Special-order parts are not added to regular stock without a sales history Yes / No 1 pt
  8. Stock of superseded part numbers is sold before the replacing number Yes / No 1 pt
  9. Parts identified as obsolete are marked and grouped in one location Yes / No 1 pt
  10. Idle parts are offered to sister locations before they are returned or written off Yes / No 1 pt
  11. Transfers between locations are documented by the sender and confirmed by the receiver Yes / No 1 pt
  12. Write-offs are approved in writing by the general manager or the controller Yes / No 1 pt
  13. Parts written off are disposed of in front of a witness or sold with an invoice Yes / No 1 pt
  14. No part is given to an employee without a sales invoice Yes / No 1 pt
  15. Employee purchases are rung up by another employee at the price set by company policy Yes / No 1 pt
  16. Sealants, adhesives, brake fluid and diesel exhaust fluid are within their shelf life Yes / No 1 pt
  17. Tires older than the age set by company policy are identified from their date code Yes / No 1 pt
  18. Management of aging stock Rating
    • Reviewed monthly and reduced 5 pts
    • Reviewed without action 3 pts
    • Not reviewed 1 pt

6. Variances 22 items

  1. Each inventory adjustment is posted with a reason code Yes / No 1 pt
  2. Adjustments above the limit set by company policy are approved by someone other than the person posting Yes / No 1 pt
  3. The monthly adjustment report is signed by the general manager or the controller Yes / No 1 pt
  4. Net inventory adjustments last month (dollars) Number
  5. The parts inventory in the system is reconciled with the general ledger each month Yes / No 1 pt
  6. Difference between the parts system and the general ledger at the last reconciliation (dollars) Number
  7. Part numbers with a negative on-hand quantity Number
  8. Each negative on-hand quantity is traced to a cause (unbilled part, receiving error) before it is corrected Yes / No 1 pt
  9. Parts gross margin by sale type (counter, repair order, warranty, internal) is compared with budget each month Yes / No 1 pt
  10. The report of price overrides at the parts counter is reviewed each week Yes / No 1 pt
  11. Voided parts invoices are reviewed by the parts manager Yes / No 1 pt
  12. Open repair orders holding parts for more than 30 days are reviewed each week Yes / No 1 pt
  13. Shop supplies are issued on a ticket charged to shop expense Yes / No 1 pt
  14. Parts on internal repair orders are approved by the manager of the department charged Yes / No 1 pt
  15. The right to post inventory adjustments in the system is limited to named users Yes / No 1 pt
  16. Former employees have been removed from the parts system user list Yes / No 1 pt
  17. Cameras covering the parts counter, the rear door and the high-value cage are recording Yes / No 1 pt
  18. Empty parts boxes are flattened before they go to the recycling bin Yes / No 1 pt
  19. Corrective actions from the previous parts audit have been completed Yes / No 1 pt
  20. Name of the parts manager Short text
  21. Overall control of parts inventory Rating
    • Strong 5 pts
    • Partial 3 pts
    • Weak 1 pt
  22. 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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