Checklist template

Vault and cash controls for cannabis stores

A ready-to-use checklist with 104 items in 6 sections, covering Vault access, Cash counts, Drops, Armored pickup, Access logs, Reports. Use it as-is in InspectLoop, or adapt it to your own standards in minutes.

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

Use this template How audits work

1. Vault access 19 items

  1. The vault room door was closed and locked when the inspector arrived at it Yes / No 1 pt
  2. The vault room is entered with an individual code, card or fob, not a shared code Yes / No 1 pt
  3. The list of employees authorized to enter the vault room is posted inside the manager's office or held in the security binder Yes / No 1 pt
  4. Every person on that list is a current employee in a role allowed by company policy Yes / No 1 pt
  5. The cash safe needs two people to open it (split combination, or key plus code) Yes / No 1 pt
  6. No employee holds both halves of the safe access Yes / No 1 pt
  7. The safe's time-delay lock is switched on Yes / No 1 pt
  8. The time delay observed when the safe was opened matched the setting required by company policy Yes / No 1 pt
  9. The cash safe combination was changed after the last departure of an employee who knew it Yes / No 1 pt
  10. Date the cash safe combination was last changed Date
  11. The penalty lockout of the safe's electronic lock after repeated wrong codes is switched on Yes / No 1 pt
  12. The cash safe is bolted to the floor or the wall Yes / No 1 pt
  13. The vault room door is not propped open during counts or deliveries Yes / No 1 pt
  14. Visitors and contractors enter the vault room only with an escort Yes / No 1 pt
  15. Bags, coats and personal belongings are kept out of the vault room Yes / No 1 pt
  16. The vault room has no window or opening through which the safe can be seen from the sales floor Yes / No 1 pt
  17. The spare safe key, where one exists, is held off site or in a sealed envelope whose seal is intact Yes / No 1 pt
  18. Employees currently authorized to open the cash safe Number
  19. Control of access to the vault room and safe Rating
    • Dual control and individual credentials throughout 5 pts
    • Dual control with gaps 3 pts
    • Single-person or shared access 1 pt

2. Cash counts 19 items

  1. Each cash drawer starts the shift at the float amount set by company policy Yes / No 1 pt
  2. The cashier counts the drawer at the start of the shift and signs for it Yes / No 1 pt
  3. Each drawer is assigned to one cashier for the shift, with no sharing of drawers Yes / No 1 pt
  4. Drawers are counted at the end of the shift in the vault room or office, away from customers Yes / No 1 pt
  5. The end-of-shift count is done blind, before the cashier sees the expected total Yes / No 1 pt
  6. A second employee verifies the end-of-shift count Yes / No 1 pt
  7. Overages and shortages are recorded by cashier on the daily cash sheet Yes / No 1 pt
  8. Differences above the limit set by company policy were explained in writing by the cashier Yes / No 1 pt
  9. The safe contents are counted at every change of manager Yes / No 1 pt
  10. The safe count is signed by both the outgoing and the incoming manager Yes / No 1 pt
  11. A surprise count of one drawer by the inspector matched the point-of-sale expected amount within company tolerance Yes / No 1 pt
  12. Difference found on the drawer counted by the inspector (dollars) Number
  13. A count of the safe by the inspector matched the safe log balance Yes / No 1 pt
  14. Counterfeit detection pens or a bill validator are available at each register Yes / No 1 pt
  15. Large bills are checked for counterfeits before they go into the drawer Yes / No 1 pt
  16. The change fund in the safe is at the amount set by company policy Yes / No 1 pt
  17. Cashless ATM or debit terminal totals are reconciled with the point-of-sale system at close Yes / No 1 pt
  18. Tips, where the store accepts them, are counted and recorded apart from sales cash Yes / No 1 pt
  19. Accuracy of drawer and safe counts Rating
    • Counts match and are verified by a second person 5 pts
    • Small differences or missing second signatures 3 pts
    • Unexplained differences 1 pt

3. Drops 16 items

  1. Cashiers drop excess cash when the drawer reaches the limit set by company policy Yes / No 1 pt
  2. The point-of-sale system alerts the cashier when the drawer reaches the drop limit, or the manager checks the drawers at the interval set by company policy Yes / No 1 pt
  3. A drawer checked during the visit held less than the drop limit Yes / No 1 pt
  4. Each drop is placed in a sealed envelope or bag marked with the cashier, the amount and the time Yes / No 1 pt
  5. Drops go into a drop safe or smart safe that the cashier cannot open Yes / No 1 pt
  6. Each drop is recorded in the point-of-sale system or on the drop log at the time it is made Yes / No 1 pt
  7. A second employee witnesses or verifies each manual drop Yes / No 1 pt
  8. Drops are carried from the register to the safe out of customers' sight or in an opaque bag Yes / No 1 pt
  9. No drop envelope was found waiting in a drawer, under the counter or on the office desk Yes / No 1 pt
  10. Smart safe bill counts are reconciled with the drops recorded in the point-of-sale system each day Yes / No 1 pt
  11. The smart safe bill cassette is below the fill level that triggers a service call Yes / No 1 pt
  12. Bills rejected by the smart safe are recorded and placed in the manual drop slot Yes / No 1 pt
  13. The drop safe is emptied and counted under dual control Yes / No 1 pt
  14. Drops recorded yesterday Number
  15. Largest amount found in a single drawer during the visit (dollars) Number
  16. Drop discipline at the registers Rating
    • Drops made at the limit and recorded 5 pts
    • Drops late or not always recorded 3 pts
    • Drawers regularly above the limit 1 pt

4. Armored pickup 18 items

  1. The guard is never left alone in the vault room or the office during a pickup Yes / No 1 pt
  2. The carrier's pickup schedule is known only to managers and is not posted Yes / No 1 pt
  3. The store holds the carrier's current list of authorized guards with photos or identification numbers Yes / No 1 pt
  4. The guard's identification is checked against that list before the door is opened Yes / No 1 pt
  5. The guard is admitted through the entrance designated by company policy Yes / No 1 pt
  6. Unused tamper-evident deposit bags are kept locked in the safe Yes / No 1 pt
  7. The deposit amount is entered in the point-of-sale system before the bag is sealed Yes / No 1 pt
  8. The deposit amount written on the bag matches the deposit slip inside Yes / No 1 pt
  9. Bag serial numbers are recorded in the pickup log before the guard arrives Yes / No 1 pt
  10. The guard signs the pickup log for each bag by serial number Yes / No 1 pt
  11. The store keeps the carrier's receipt for each pickup Yes / No 1 pt
  12. Deposits prepared for pickup stay locked in the safe until the guard is identified Yes / No 1 pt
  13. A missed or late pickup is reported to the district manager and the carrier the same day Yes / No 1 pt
  14. The cash held in the safe overnight is within the limit set by company policy or the insurer Yes / No 1 pt
  15. Change orders delivered by the carrier are counted under dual control before the guard leaves or the same day Yes / No 1 pt
  16. Date of the last armored pickup Date
  17. Missed or late pickups in the last 30 days Number
  18. Handover of deposits to the armored carrier Rating
    • Identity checked and every bag signed for 5 pts
    • Signed for but identity not always checked 3 pts
    • Bags handed over without a record 1 pt

5. Access logs 16 items

  1. Each opening of the safe is recorded in the safe log with the date and the time Yes / No 1 pt
  2. Each safe log entry for the last 7 days states the reason for the opening Yes / No 1 pt
  3. The electronic lock audit trail was downloaded or reviewed in the last 30 days Yes / No 1 pt
  4. Safe openings in the audit trail match the entries in the handwritten or point-of-sale safe log Yes / No 1 pt
  5. No safe opening is recorded outside business hours without an explanation Yes / No 1 pt
  6. The vault room door access report was reviewed by the store manager in the last 30 days Yes / No 1 pt
  7. Access credentials of employees who left were disabled on their last day Yes / No 1 pt
  8. Vault room door access entries for 3 days reviewed match the employees on the schedule for those days Yes / No 1 pt
  9. Failed code attempts on the safe or the vault room door in the audit trail have been explained Yes / No 1 pt
  10. Visitors to the vault room are entered in the visitor log with the name of the escort Yes / No 1 pt
  11. The key control list names the holder of each key to the cash drawers, the drop safe and the office Yes / No 1 pt
  12. Keys to the drop safe, where it has a key, are not held at the store Yes / No 1 pt
  13. The camera covering the safe shows the faces and hands of people opening it Yes / No 1 pt
  14. Footage of a safe opening picked from the log could be retrieved during the visit Yes / No 1 pt
  15. Safe openings in the last 7 days recorded with only one name Number
  16. Completeness of safe and vault access records Rating
    • Complete and reviewed 5 pts
    • Complete but not reviewed 3 pts
    • Entries missing 1 pt

6. Reports 16 items

  1. The daily cash reconciliation report is completed for each of the last 7 days Yes / No 1 pt
  2. Deposits credited by the bank or carrier are matched to the store's deposit records within the period set by company policy Yes / No 1 pt
  3. Deposit differences reported by the bank or carrier were investigated and documented Yes / No 1 pt
  4. The cash over and short report by cashier is reviewed weekly by the store manager Yes / No 1 pt
  5. Cashiers above the over and short tolerance received documented coaching Yes / No 1 pt
  6. The report of voids, refunds and no-sale drawer openings is reviewed weekly Yes / No 1 pt
  7. Refunds paid in cash were approved by a manager at the time of the transaction Yes / No 1 pt
  8. Paid-outs from the drawer are supported by a receipt and a manager's signature Yes / No 1 pt
  9. Cash losses above the threshold set by company policy were reported to loss prevention within the time set by company policy Yes / No 1 pt
  10. Cash reports are kept at the store for the retention period set by company policy Yes / No 1 pt
  11. Corrective actions from the previous cash audit have been completed Yes / No 1 pt
  12. Cash over or short for the last period (dollars) Number
  13. Deposits in the last 30 days with a difference reported by the bank or carrier Number
  14. Name of the store manager Short text
  15. Overall control of the vault and cash Rating
    • Dual control, counts and records in order throughout 5 pts
    • Gaps in one area, with a correction under way 3 pts
    • Gaps in several areas or unexplained cash differences 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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