Checklist template

Point-of-sale exception review for restaurants

A ready-to-use checklist with 109 items in 6 sections, covering Voids, Refunds, Discounts, No-sales, Employee patterns, Documentation. Use it as-is in InspectLoop, or adapt it to your own standards in minutes.

  • 6 Sections
  • 109 Items
  • 87 Yes / No checks
  • 6 Scored ratings
  • 117 Points

Use this template How audits work

1. Voids 18 items

  1. The void report for the last 7 days could be produced during the visit Yes / No 1 pt
  2. Void rate for the last week (% of sales) Number
  3. Voids recorded yesterday Number
  4. Voids after payment are reported separately from items deleted before the order was sent Yes / No 1 pt
  5. Every void after payment in the sample carries a reason code Yes / No 1 pt
  6. Each void after payment has the original receipt attached to the daily paperwork Yes / No 1 pt
  7. The approving manager is identified on each void Yes / No 1 pt
  8. No void in the sample was approved by the person who rang the sale Yes / No 1 pt
  9. 10 voids sampled from the last 7 days each have an explanation that fits the transaction Yes / No 1 pt
  10. Voids out of 10 sampled without a satisfactory explanation Number
  11. No cash transaction was voided after the restaurant closed on the days sampled Yes / No 1 pt
  12. No cashier in the sample had a cluster of voids in the 30 minutes before cash-out Yes / No 1 pt
  13. Whole-check voids are listed separately from single-item voids Yes / No 1 pt
  14. Voided items that had been sent to the kitchen match entries of the waste log Yes / No 1 pt
  15. The report of orders canceled after the total was displayed is broken down by cashier Yes / No 1 pt
  16. A record shows camera footage checked against a sample of cash voids at the drive-thru or takeout counter in the last 30 days Yes / No 1 pt
  17. The weekly exception report gives the count of "guest changed mind" voids per employee Yes / No 1 pt
  18. Control of voids Rating
    • Every void approved, explained and reviewed 5 pts
    • Approved but not reviewed afterward 3 pts
    • Voids made without independent approval 1 pt

2. Refunds 19 items

  1. A refund requires a manager's card or code Yes / No 1 pt
  2. Each refund in the sample has the original receipt or order number attached Yes / No 1 pt
  3. Refunds without a receipt record the guest's name and contact details Yes / No 1 pt
  4. Card sales are refunded to the card used for the purchase Yes / No 1 pt
  5. No cash sale in the sample was refunded to a card Yes / No 1 pt
  6. Cash refunds are signed by the guest Yes / No 1 pt
  7. Refunds above the limit set by company policy carry the general manager's approval Yes / No 1 pt
  8. Refunds recorded last week Number
  9. Refund total last week (dollars) Number
  10. 10 refunds sampled from the last 30 days each match an original transaction Yes / No 1 pt
  11. Refunds out of 10 sampled with no matching original transaction Number
  12. The report of card numbers refunded more than once in the period has been reviewed Yes / No 1 pt
  13. Refunds on delivery and app orders are processed through the platform, not paid in cash at the restaurant Yes / No 1 pt
  14. Each refund above the policy limit matches an entry of the guest complaint log Yes / No 1 pt
  15. Refunds keyed directly on the payment terminal are compared with the refunds in the point-of-sale system Yes / No 1 pt
  16. The refund password of the payment terminal has been changed from the default Yes / No 1 pt
  17. The terminal's refund password is known to managers only Yes / No 1 pt
  18. Chargeback notices are filed with the response sent Yes / No 1 pt
  19. Control of refunds Rating
    • Approved, supported and matched to sales 5 pts
    • Approved but support incomplete 3 pts
    • Refunds without approval or support 1 pt

3. Discounts 18 items

  1. The discount report by type for the last week could be produced during the visit Yes / No 1 pt
  2. Discounts last week as a percentage of sales (%) Number
  3. Each discount key in the system corresponds to a current approved promotion Yes / No 1 pt
  4. Each discount key is limited to the items or check types its promotion covers Yes / No 1 pt
  5. The open discount, where any amount or percentage can be entered, is restricted to managers Yes / No 1 pt
  6. Each open discount in the sample carries a written reason Yes / No 1 pt
  7. The coupons collected on a sampled day equal the coupon discounts rung that day Yes / No 1 pt
  8. Difference between coupons collected and coupon discounts rung on the sampled day Number
  9. Digital coupon codes are validated by the system and cannot be reused Yes / No 1 pt
  10. Age or service-related discounts (senior, military, first responder) are rung only on their own key Yes / No 1 pt
  11. Checks discounted by 100% are listed separately, with the reason and the approving manager Yes / No 1 pt
  12. Comps given for guest recovery match entries of the guest complaint log Yes / No 1 pt
  13. Discounts applied after the check was printed are flagged on a report Yes / No 1 pt
  14. The share of discounted checks paid in cash is compared with the share of all checks paid in cash Yes / No 1 pt
  15. Discounts given for long waits or order errors are limited to the options listed in the company's guest recovery guide Yes / No 1 pt
  16. Items rung at an open or overridden price are listed on a report that is reviewed Yes / No 1 pt
  17. Loyalty rewards redeemed repeatedly on the same account are reviewed Yes / No 1 pt
  18. Control of discounts Rating
    • Only valid, supported discounts in the sample 5 pts
    • Some unsupported discounts 3 pts
    • Discounts widely applied without support 1 pt

4. No-sales 19 items

  1. Opening the drawer without a sale requires a reason code or a manager's card Yes / No 1 pt
  2. No-sale drawer openings recorded yesterday Number
  3. Highest number of no-sales on a single register yesterday Number
  4. The no-sale report of each of the last 7 days is initialed by a manager Yes / No 1 pt
  5. The no-sale report shows the count per cashier Yes / No 1 pt
  6. No-sales that follow a void or a canceled order within a few minutes are flagged on the exception report Yes / No 1 pt
  7. The drawer-open alarm or timer is active on each register Yes / No 1 pt
  8. No drawer was seen left open between transactions during the visit Yes / No 1 pt
  9. Change for another register is made through a manager, not by a no-sale between cashiers Yes / No 1 pt
  10. The manual drawer key is held by a manager, not left in the drawer lock Yes / No 1 pt
  11. A receipt was offered to every guest observed Yes / No 1 pt
  12. The guest-facing display shows the order total and is not covered or turned away Yes / No 1 pt
  13. The drive-thru order confirmation screen is working where the restaurant has one Yes / No 1 pt
  14. Transactions closed at a zero amount are listed on a report that is reviewed Yes / No 1 pt
  15. No register was in training mode during service Yes / No 1 pt
  16. Sales taken while the system was down are written on numbered manual checks and entered afterward Yes / No 1 pt
  17. Unannounced till counts during a shift are done at the frequency set by company policy Yes / No 1 pt
  18. Date of the last unannounced till count Date
  19. Control of no-sales Rating
    • Restricted, reported and reviewed daily 5 pts
    • Reported but seldom reviewed 3 pts
    • Unrestricted and not reviewed 1 pt

5. Employee patterns 18 items

  1. An exception report by employee (voids, refunds, discounts, no-sales) is produced every week Yes / No 1 pt
  2. The weekly report shows each employee's exception rates beside the restaurant average Yes / No 1 pt
  3. Employees above the threshold set by company policy are listed for review Yes / No 1 pt
  4. Employees above the threshold last week Number
  5. Approvals repeatedly given by the same manager to the same employee are reviewed Yes / No 1 pt
  6. The exceptions rung or approved by managers themselves are reviewed by the general manager or district manager Yes / No 1 pt
  7. Exceptions are reviewed by time of day, to detect clusters at closing Yes / No 1 pt
  8. Cash over and short per cashier is compared with that cashier's exception count Yes / No 1 pt
  9. A report of average check per cashier or server for the last period is on file Yes / No 1 pt
  10. The cash and card mix per cashier is compared across the team Yes / No 1 pt
  11. Camera footage was reviewed for a sample of exceptions of each listed employee Yes / No 1 pt
  12. Every employee has an individual login, with no generic login such as "Cashier 1" Yes / No 1 pt
  13. Logins of employees who have left are deactivated Yes / No 1 pt
  14. Employees observed rang sales under their own login Yes / No 1 pt
  15. Override use is reported by manager card Yes / No 1 pt
  16. Alerts of the exception-reporting software are opened and closed within the time set by company policy Yes / No 1 pt
  17. Patterns that persist after coaching are referred to loss prevention Yes / No 1 pt
  18. Analysis of exceptions by employee Rating
    • Weekly, with follow-up on outliers 5 pts
    • Report produced but outliers not followed up 3 pts
    • No analysis by employee 1 pt

6. Documentation 17 items

  1. The daily exception report signed by the general manager is on file for each of the last 7 days Yes / No 1 pt
  2. Days out of the last 7 with a signed exception report Number
  3. Anomalies are annotated on the report with what was found Yes / No 1 pt
  4. Receipts and slips supporting exceptions are attached to the daily paperwork Yes / No 1 pt
  5. Exception records are kept for the period set by company policy Yes / No 1 pt
  6. Investigation records state what was reviewed (report, footage, interview) and the outcome Yes / No 1 pt
  7. Exception records are stored in a locked office or cabinet Yes / No 1 pt
  8. The transaction journal of a past date could be retrieved during the visit Yes / No 1 pt
  9. The list of point-of-sale user permissions is reviewed at the frequency set by company policy Yes / No 1 pt
  10. Date of the last review of user permissions Date
  11. Written thresholds exist for each exception type Yes / No 1 pt
  12. The district manager signs the exception summary each period Yes / No 1 pt
  13. Coaching given after exception reviews is recorded Yes / No 1 pt
  14. Corrective actions from the previous exception review have been completed Yes / No 1 pt
  15. Name of the general manager Short text
  16. Overall control of point-of-sale exceptions 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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