Checklist template

Retail inventory control for fitness centers

A ready-to-use checklist with 109 items in 6 sections, covering Counts, Receiving, Write-offs, Staff purchases, Storage, Variances. Use it as-is in InspectLoop, or adapt it to your own standards in minutes.

  • 6 Sections
  • 109 Items
  • 89 Yes / No checks
  • 6 Scored ratings
  • 119 Points

Use this template How audits work

1. Counts 18 items

  1. A full count of retail stock is taken on the company schedule Yes / No 1 pt
  2. Date of the last full count of retail stock Date
  3. High-shrink items (protein tubs, pre-workout, apparel, headphones) are cycle counted between full counts, on the company schedule Yes / No 1 pt
  4. Cooler drinks and protein bars are counted at least weekly Yes / No 1 pt
  5. Counts are taken or verified by someone other than the employee who orders the stock Yes / No 1 pt
  6. Count sheets do not show the on-hand quantity from the system Yes / No 1 pt
  7. Count sheets are signed and dated by the person who counted Yes / No 1 pt
  8. The count sheet has a line for each location: display, cooler, back stock and front desk Yes / No 1 pt
  9. The count is taken before opening, or the sales cut-off time is written on the sheet Yes / No 1 pt
  10. Counts are entered in the inventory system within the time set by company policy Yes / No 1 pt
  11. An item with a difference is recounted by a second person before the count is accepted Yes / No 1 pt
  12. Items out of 10 sampled whose shelf and back stock count matched the system on-hand Number
  13. The on-hand report shows no negative quantities Yes / No 1 pt
  14. Items showing stock in the system but none on the shelf or in back stock have been investigated Yes / No 1 pt
  15. Open tester tubs and sample sachets are excluded from the saleable count Yes / No 1 pt
  16. Smoothie bar ingredients (protein powder, frozen fruit, cups) are counted on the company schedule Yes / No 1 pt
  17. Locks, towels and other small accessories sold at the desk are included in the count Yes / No 1 pt
  18. Count discipline Rating
    • On schedule, blind and verified 5 pts
    • On schedule but not blind or not verified 3 pts
    • Counts missed 1 pt

2. Receiving 21 items

  1. Each delivery is checked against the purchase order on the day it arrives Yes / No 1 pt
  2. Received quantities are counted by unit, not taken from the case label Yes / No 1 pt
  3. Shortages and damaged units are written on the packing slip Yes / No 1 pt
  4. A supplier credit request is on file for each shortage noted in the last 30 days Yes / No 1 pt
  5. Receipts are entered in the inventory system on the day of delivery Yes / No 1 pt
  6. Packing slips are signed by the employee who received the goods Yes / No 1 pt
  7. Signed packing slips are filed by month at the club Yes / No 1 pt
  8. Expiry dates on supplements, bars and drinks are checked at receiving Yes / No 1 pt
  9. Product arriving with less than the minimum shelf life set by company policy is refused or reported Yes / No 1 pt
  10. Received stock is moved to locked storage the same day Yes / No 1 pt
  11. No unopened cartons were found at the front desk or in a corridor during the visit Yes / No 1 pt
  12. The beverage vendor's driver is accompanied while stocking the cooler Yes / No 1 pt
  13. The vendor's delivery ticket is checked against the units stocked before it is signed Yes / No 1 pt
  14. Stock arriving from another club comes with a transfer document Yes / No 1 pt
  15. Each transfer out to another club carries the signature of the receiving club Yes / No 1 pt
  16. New items are set up in the point of sale with barcode and price before they go on display Yes / No 1 pt
  17. Product returned to a supplier is recorded with the credit expected Yes / No 1 pt
  18. Everything on sale comes from an approved supplier, with no items bought by staff for resale Yes / No 1 pt
  19. Deliveries received in the last 30 days Number
  20. Deliveries in the last 30 days with a recorded discrepancy Number
  21. Receiving of retail deliveries Rating
    • Checked, signed and entered the same day 5 pts
    • Checked but entered late 3 pts
    • Not checked against the order 1 pt

3. Write-offs 18 items

  1. Expired supplements, bars and drinks are written off by item and quantity Yes / No 1 pt
  2. Each write-off carries a reason code (expired, damaged, tester, stolen, giveaway) Yes / No 1 pt
  3. Write-offs are approved by a manager before they are posted Yes / No 1 pt
  4. Product to be written off is held in a marked box until the manager has seen it Yes / No 1 pt
  5. Written-off product is opened, emptied or defaced before it goes in the trash Yes / No 1 pt
  6. Expired product is not given to employees or members Yes / No 1 pt
  7. An opened supplement returned by a member is written off, not put back on the shelf Yes / No 1 pt
  8. Damaged apparel is marked down or written off, per company policy Yes / No 1 pt
  9. Free items for new members and promotions (bottles, shirts, towels) are recorded against the member or the campaign Yes / No 1 pt
  10. A tester tub is recorded in the system when it is opened Yes / No 1 pt
  11. Mis-made smoothies and shakes are entered on a waste sheet Yes / No 1 pt
  12. A known theft of retail stock is written off with a reference to its incident report Yes / No 1 pt
  13. Product nearing its date is marked down on the schedule set by company policy Yes / No 1 pt
  14. Supplier credit for expired product is claimed where the supplier agreement allows it Yes / No 1 pt
  15. Expired or damaged units found in the stock room that had not been written off Number
  16. Write-offs recorded last month (dollars) Number
  17. Promotional giveaways recorded last month (units) Number
  18. Recording of write-offs Rating
    • Every disposal recorded with reason and approval 5 pts
    • Recorded without reason or approval 3 pts
    • Product discarded without a record 1 pt

4. Staff purchases 18 items

  1. An employee's purchase is rung up by another employee Yes / No 1 pt
  2. The staff discount is applied with the employee discount code, not a manual price change Yes / No 1 pt
  3. Employees pay for a product before consuming it or taking it out of the club Yes / No 1 pt
  4. Each open drink or bar seen at the front desk during the visit had a receipt Yes / No 1 pt
  5. Discounted purchases are limited to the employee's own use, per company policy Yes / No 1 pt
  6. The manager reviews the staff discount report monthly Yes / No 1 pt
  7. Staff tabs are not allowed, or are settled each pay period per company policy Yes / No 1 pt
  8. Supplements that trainers obtain for clients are sold at the member price Yes / No 1 pt
  9. Uniform apparel issued free to employees is recorded by employee Yes / No 1 pt
  10. Complimentary shift drinks are recorded as set by company policy Yes / No 1 pt
  11. Price overrides are reviewed by employee each week Yes / No 1 pt
  12. Voided retail sales are reviewed by employee each week Yes / No 1 pt
  13. Retail refunds are processed by a manager only Yes / No 1 pt
  14. Employees' bags are kept in the staff area, away from retail stock Yes / No 1 pt
  15. Each of 5 employee files sampled holds a signed staff purchase policy Yes / No 1 pt
  16. Staff purchase transactions in the last 30 days Number
  17. Manual price overrides on retail sales in the last 30 days Number
  18. Control of staff purchases Rating
    • Rung by another employee, paid and reviewed 5 pts
    • Paid but self-rung or not reviewed 3 pts
    • Product taken without a sale 1 pt

5. Storage 18 items

  1. No member, vendor or cleaner is left alone in the stock room Yes / No 1 pt
  2. The stock room was locked at the time of the visit Yes / No 1 pt
  3. Keys to the stock room are held only by the people named by company policy Yes / No 1 pt
  4. People holding a key to the stock room Number
  5. High-value supplements on the sales floor are in a locked case or behind the front desk Yes / No 1 pt
  6. Headphones and other electronics are displayed as empty boxes or in a locked case Yes / No 1 pt
  7. The beverage cooler is within sight of the front desk Yes / No 1 pt
  8. Apparel racks stand inside the entry gates, not between the gates and the exit Yes / No 1 pt
  9. Only one carton of each item is open in the stock room at a time Yes / No 1 pt
  10. Each shelf position in the stock room is labeled with its item Yes / No 1 pt
  11. High-value items in the stock room (pre-workout, headphones) are in a second locked cabinet or cage Yes / No 1 pt
  12. Display cases for high-value items were locked at the time of the visit, with no key left in the lock Yes / No 1 pt
  13. No retail stock was found in offices, trainers' desks or staff lockers Yes / No 1 pt
  14. Empty cartons are flattened before they go to the trash, so that no product can leave hidden inside Yes / No 1 pt
  15. A camera covers the retail display Yes / No 1 pt
  16. A camera covers the stock room door Yes / No 1 pt
  17. Rental and loan items (towels, locks) are stored apart from items for sale Yes / No 1 pt
  18. Security of retail stock Rating
    • Locked, limited keys and displays in sight 5 pts
    • Locked but keys widely held or displays out of sight 3 pts
    • Stock unlocked or stored in several uncontrolled places 1 pt

6. Variances 16 items

  1. A variance report is produced after each count Yes / No 1 pt
  2. Each variance above the limit set by company policy has a written explanation Yes / No 1 pt
  3. Count adjustments are posted by a manager only Yes / No 1 pt
  4. The district manager reviews count adjustments each period Yes / No 1 pt
  5. The 10 items with the largest shortages are listed after each full count Yes / No 1 pt
  6. Retail shrink for the last period (% of retail sales) Number
  7. Variance at the last full count (dollars) Number
  8. Front desk staff asked knew the club's latest retail shrink result Yes / No 1 pt
  9. Case-versus-unit errors are ruled out before a variance is accepted Yes / No 1 pt
  10. Protein powder used at the smoothie bar is compared with the number of shakes sold Yes / No 1 pt
  11. Sales rung under a miscellaneous or open-price key are reviewed weekly Yes / No 1 pt
  12. A written action plan exists if shrink was above the company target last period Yes / No 1 pt
  13. Corrective actions from the previous retail inventory audit have been completed Yes / No 1 pt
  14. Name of the manager on duty Short text
  15. Overall control of retail inventory Rating
    • Counts, receiving and write-offs recorded, and variances explained 5 pts
    • Records kept but variances unexplained or approvals missing 3 pts
    • Stock moves without records or counts are not taken 1 pt
  16. 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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