Checklist template

Vendor and receiving fraud prevention for restaurants

A ready-to-use checklist with 113 items in 6 sections, covering Receiving checks, Invoice matching, Credits, Back door control, Vendor access, Records. Use it as-is in InspectLoop, or adapt it to your own standards in minutes.

  • 6 Sections
  • 113 Items
  • 97 Yes / No checks
  • 6 Scored ratings
  • 127 Points

Use this template How audits work

1. Receiving checks 21 items

  1. Deliveries are received only by employees named on the list of trained receivers Yes / No 1 pt
  2. The receiving log shows the deliveries of the last 7 days arrived within the agreed delivery windows Yes / No 1 pt
  3. The receiver checks the delivery against the restaurant's own order, not only against the driver's invoice Yes / No 1 pt
  4. Every case is counted before the invoice is signed Yes / No 1 pt
  5. Proteins sold by weight are weighed on a receiving scale Yes / No 1 pt
  6. The receiving scale reads correctly when checked with a known weight Yes / No 1 pt
  7. Seafood and poultry packed in ice are weighed without the ice Yes / No 1 pt
  8. A sample of cases is opened to confirm the count inside Yes / No 1 pt
  9. Brand, pack size and grade match the specification on the order guide Yes / No 1 pt
  10. A substitute product is accepted only with the approval of the manager on duty Yes / No 1 pt
  11. Accepted substitutions are written on the invoice Yes / No 1 pt
  12. Shrink-wrapped pallets are broken down so that the cases in the middle are counted Yes / No 1 pt
  13. The driver does not put product away in the walk-in before the count is finished Yes / No 1 pt
  14. Bread, dairy and beverage deliveries are counted by the receiver, not accepted on the driver's count Yes / No 1 pt
  15. Returned kegs, crates and stale product are counted before the driver takes them Yes / No 1 pt
  16. Shortages are written on both copies of the invoice before it is signed Yes / No 1 pt
  17. The driver initials every change made to the invoice Yes / No 1 pt
  18. The receiver prints their name and the time next to their signature Yes / No 1 pt
  19. Unattended night deliveries are counted by the opening manager before any product is used Yes / No 1 pt
  20. Deliveries observed during the visit Number
  21. Receiving check observed or described by the receiver Rating
    • Counted, weighed and compared with the order 5 pts
    • Counted against the invoice only 3 pts
    • Signed without counting 1 pt

2. Invoice matching 19 items

  1. Invoice quantities are compared with the quantities ordered Yes / No 1 pt
  2. Invoice unit prices are compared with the contracted price list Yes / No 1 pt
  3. A price increase above the tolerance set by company policy is questioned with the supplier or purchasing Yes / No 1 pt
  4. Totals on handwritten invoices are recalculated Yes / No 1 pt
  5. Fuel surcharges and delivery fees match the supplier agreement Yes / No 1 pt
  6. The weight invoiced for catch-weight product matches the weight recorded at receiving Yes / No 1 pt
  7. Deposits charged for kegs, crates or pallets are tracked against the returns Yes / No 1 pt
  8. Invoices are entered in the inventory or accounting system by the next business day Yes / No 1 pt
  9. The person who approves invoices for payment is not the person who received the delivery Yes / No 1 pt
  10. The invoice number is checked for a duplicate before the invoice is entered Yes / No 1 pt
  11. Supplier statements are reconciled each month with the invoices on file Yes / No 1 pt
  12. Product that was not ordered is refused at the door Yes / No 1 pt
  13. Invoices paid in cash from the register carry a receipt Yes / No 1 pt
  14. Cash payments to suppliers are signed off by a manager Yes / No 1 pt
  15. Cash payments to suppliers are limited to the vendors approved for cash purchases Yes / No 1 pt
  16. The quantities on 5 invoices sampled from the last 2 weeks matched the orders placed Yes / No 1 pt
  17. The unit prices on 5 invoices sampled from the last 2 weeks matched the contracted price list Yes / No 1 pt
  18. Invoices in the sample with an unresolved difference Number
  19. Invoice checking before payment Rating
    • Quantity, price and totals checked on every invoice 5 pts
    • Quantity checked, prices rarely 3 pts
    • Invoices passed without checking 1 pt

3. Credits 17 items

  1. A credit memo or driver-signed credit slip is obtained for every shortage Yes / No 1 pt
  2. A credit is requested for product refused for temperature or quality Yes / No 1 pt
  3. Credit requests are logged with the date, supplier, item and amount Yes / No 1 pt
  4. Each open credit is followed until it appears on an invoice or statement Yes / No 1 pt
  5. Credits open for more than 30 days are escalated to the supplier representative or purchasing Yes / No 1 pt
  6. The driver signs a pickup slip for product taken back Yes / No 1 pt
  7. Product awaiting return is held in a marked area away from usable stock Yes / No 1 pt
  8. Mis-shipped product is returned or invoiced, never kept as free goods Yes / No 1 pt
  9. Refusals for temperature or damage are supported by a photo or a recorded temperature Yes / No 1 pt
  10. Credits are applied to the restaurant's account, never settled in cash to the receiver Yes / No 1 pt
  11. An offer from a driver of free product in place of a credit is refused and reported Yes / No 1 pt
  12. Rebates promised by suppliers are tracked until received Yes / No 1 pt
  13. Used cooking oil rebate statements are compared with the volume collected Yes / No 1 pt
  14. Open credit requests Number
  15. Total value of open credit requests (dollars) Number
  16. Date of the oldest open credit request Date
  17. Follow-up of credits Rating
    • Every credit logged and followed to receipt 5 pts
    • Logged but not followed 3 pts
    • Not logged 1 pt

4. Back door control 19 items

  1. The back door is locked except during a supervised delivery or trash run Yes / No 1 pt
  2. The audible alarm on the back door is switched on Yes / No 1 pt
  3. The back door key or alarm bypass key is held by the manager on duty Yes / No 1 pt
  4. A manager is present whenever the back door is open Yes / No 1 pt
  5. The back door is not propped open for ventilation or smoke breaks Yes / No 1 pt
  6. The receiver stays with the delivery from the first case to the last Yes / No 1 pt
  7. Trash runs take place at set times Yes / No 1 pt
  8. A manager observes trash runs or they are made by two employees Yes / No 1 pt
  9. Cartons are flattened before they leave the building Yes / No 1 pt
  10. The dumpster area was checked during the visit for product set aside for later pickup Yes / No 1 pt
  11. No product is staged within reach of the back door outside delivery times Yes / No 1 pt
  12. Employee vehicles are not parked next to the back door Yes / No 1 pt
  13. Employees enter and leave through the front door Yes / No 1 pt
  14. Employee bags and backpacks are kept in lockers or the office, not in storage or receiving areas Yes / No 1 pt
  15. A camera records the receiving area Yes / No 1 pt
  16. Footage of a delivery from the last 7 days shows a manager present at the door Yes / No 1 pt
  17. Liquor and high-cost proteins are in locked storage outside prep times Yes / No 1 pt
  18. Minutes the back door was seen open without a manager during the visit Number
  19. Control of the back door Rating
    • Locked, alarmed and supervised 5 pts
    • Occasionally unsupervised 3 pts
    • Propped open or alarm bypassed 1 pt

5. Vendor access 19 items

  1. An approved vendor list is kept on site Yes / No 1 pt
  2. Purchases in the last 4 weeks came only from vendors on the approved list Yes / No 1 pt
  3. Drivers and vendor representatives sign a visitor log with their company and time in Yes / No 1 pt
  4. A driver the receiver does not know is asked for identification Yes / No 1 pt
  5. Vendors are escorted while in storage areas Yes / No 1 pt
  6. Vendors who stock their own product (bread, snacks, beverages) are checked in by a manager before they start Yes / No 1 pt
  7. Vendor carts and containers are checked when the vendor leaves Yes / No 1 pt
  8. Service contractors (hood cleaners, pest control, equipment repair) are logged in and out Yes / No 1 pt
  9. Clean linen delivered is counted against the linen invoice Yes / No 1 pt
  10. Soiled linen sent back is counted Yes / No 1 pt
  11. Used cooking oil is collected only by the contracted company Yes / No 1 pt
  12. Used cooking oil pickups are logged with the date and volume Yes / No 1 pt
  13. Beverage gas deliveries are verified by cylinder count or tank gauge reading Yes / No 1 pt
  14. No vendor holds a key or alarm code without head office approval Yes / No 1 pt
  15. Gifts offered by vendors to employees are declared as company policy requires Yes / No 1 pt
  16. Employees who place orders have declared any personal relationship with a supplier Yes / No 1 pt
  17. Samples left by sales representatives are recorded Yes / No 1 pt
  18. Receiving of each main vendor is rotated so that the same employee does not always receive it alone Yes / No 1 pt
  19. Vendor sign-in over the last 7 days Rating
    • Every vendor visit logged 5 pts
    • Some visits not logged 3 pts
    • No log kept 1 pt

6. Records 18 items

  1. Signed invoices are filed by supplier and date Yes / No 1 pt
  2. Invoices are kept for the period set by company policy Yes / No 1 pt
  3. A receiving log lists each delivery with the time, the supplier and the receiver Yes / No 1 pt
  4. Orders placed are kept until the invoice has been matched Yes / No 1 pt
  5. The inventory count is taken by someone other than the person who places the orders Yes / No 1 pt
  6. The gap between actual and theoretical food cost is reviewed each period Yes / No 1 pt
  7. Gap between actual and theoretical food cost in the last period (percentage points) Number
  8. Items with a high cost variance are traced back to their receiving records Yes / No 1 pt
  9. Purchases from each main supplier are compared with the sales trend each period Yes / No 1 pt
  10. Receiving discrepancies are summarized by supplier each month Yes / No 1 pt
  11. Suppliers with repeated shortages have been reported to purchasing Yes / No 1 pt
  12. Receivers have signed the receiving procedure Yes / No 1 pt
  13. The district manager or loss prevention has observed a delivery unannounced within the period set by company policy Yes / No 1 pt
  14. Date of the last unannounced receiving check Date
  15. Corrective actions from the previous receiving review have been completed Yes / No 1 pt
  16. Name of the manager on duty Short text
  17. Overall control of vendor and receiving fraud Rating
    • Deliveries counted, invoices matched, credits followed and back door supervised 5 pts
    • Deliveries counted, but invoices or credits not followed up 3 pts
    • Deliveries signed uncounted or back door uncontrolled 1 pt
  18. 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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