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PCA Retail Site Compliance Inspection
PCA Retail Site Compliance Inspection
Lee-Anne Ford

PCA Retail Site Compliance Inspection

Quarterly compliance inspection at PCA sites

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Free PCA Retail Site Compliance Inspection Checklist

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Information

  • Retail site compliance inspection - (enter site name here)

  • Site

    • Acacia Ridge
    • Allora
    • Bald Hills
    • Beenleigh
    • Brendale
    • Caboolture
    • Dalby
    • Eight Mile Plains
    • Fernvale
    • Goodna
    • Goondiwindi
    • Granard Rd
    • Grange
    • Hatton Vale
    • Inala
    • Indooroopilly
    • Ipswich
    • Karana Downs
    • Kingaroy
    • Kingscliff
    • Kuraby
    • Marsden
    • Mt Gravatt
    • Nambour
    • Ningi
    • Nudgee
    • Oxley
    • Pittsworth
    • Redbank Plains
    • Rocklea
    • Ruthven St
    • Seven Hills
    • Taylor St
    • Thorneside
    • Varsity Lakes
    • Victoria Point
    • Wakerley
    • West Ipswich
    • West St
    • Willawong
    • Withcott
    • Wooloowin

  • PCA/Manager

  • Area Manager

    • Athol Beecher
    • Darryl King
    • Denis Kirkpatrick
    • Guy Wilson
    • Ian Day
    • Michelle Lack
    • Rob Mahoney
    • Robert Henson

  • Date of Inspection

  • Inspected by:

    • Athol Beecher
    • Darryl King
    • Denis Kirkpatrick
    • Guy Wilson
    • Ian Day
    • Michelle Lack
    • Rob Mahoney
    • Robert Henson

Site Details

Trading Hours

  • Monday open

  • Monday close

  • Tuesday open

  • Tuesday close

  • Wednesday open

  • Wednesday close

  • Thursday open

  • Thursday close

  • Friday open

  • Friday close

  • Saturday open

  • Saturday close

  • Sunday open

  • Sunday close

  • Total trading hours

Sales vs Budget

  • Fuel volume this week

  • Fuel volume last week

  • Fuel volume MTD

  • Fuel volume YTD

  • LPG volume this week

  • LPG volume last week

  • LPG volume MTD

  • LPG volume YTD

  • Shop sales this week

  • Shop sales last week

  • Shop sales MTD

  • Shop sales YTD

  • Food sales this week

  • Food sales last week

  • Food sales MTD

  • Food sales YTD

  • Comments

Staff Training and Communication

  • Is all staff training complete?

  • Have all toolbox talks been completed

  • Have toolbox talks been submitted

  • Evacuation exercises at Autogas sites must be done in August of each year

  • Has annual evacuation exercise been done with all staff in August

Weekly site performance checklist snapshot

  • Week ending

  • GP

  • Wages

  • Stock counts

  • Stock variation

  • Discounts

  • Stock waste

  • Invoice processing

  • Day books

  • SIR Exception Reports / leak detection

  • EHS inspections

  • EHS Improvements

Other Reports or Tools to obtain

  • Trading hours

  • Waste report

  • Discounts report

  • Training report

  • Competitor fuel pricing

  • Maintenance log

  • Promo checksheet

  • Fuel price change execution report

  • Reported customer complaints

  • Any recent planogram changes

  • Any recent new lines list

  • PCA Choice file

  • Does site have secondary range

  • Site NOOSE range

  • Last quarterly site compliance inspection

  • Actions completed

General

General

  • Is the Agent/Manager present?

  • Are actions arising from other inspections and audits being managed?

External Presentation

  • Where issues are out of PCA control, ensure that issues have been logged on the helpdesk.

Branding and Signage

  • Is the price board in good condition and fully functional?

  • Are the numbers in the priceboard correctly positioned and aligned, particularly 3s, 8s and double digits, and there is no backing colour showing?

  • Is the fascia in good condition?

  • Is the canopy signage in good condition?

  • Are advertising light boxes and information signage in good condition?

  • Are external canopy lights clean and working?

  • Are security lights clean and working?

  • Are flood lights clean and working?

  • Are neons/LEDs clean and working?

  • Are price board lights clean and working?

  • Is pump signage in good condition and clean?

  • Are dispenser lane indicators in good condition and clean?

Forecourt Area

  • Is the area free from litter?

  • Are pumps, hoses, nozzles and displays clean and free of dust, with no cracks or leaking hoses evident?

  • Are pump product identifiers clearly marked and in good condition?

  • Are E10 mandate stickers clearly visible and in good condition?

  • Are Amex/Diners stickers clearly visible and in good condition?

  • No pumps are currently out of order.

  • If any fuel grades are not available for sale, has the issue been reported or otherwise followed up?

  • Are pump lights working?

  • Are bins clean, lined internally and not over full?

  • Are water containers clean and full with usable window washers?

  • Do all paper towel dispensers have paper, are they all clean and well secured?

  • Are disposable gloves available for low flow diesel pumps?

  • Is the air hose clean, tidy and working?

  • Is air hose signage acceptable, i.e. meeting the signage guidelines?

  • Are pump crowners in good condition?

  • Is the concrete free of weeds?

  • Are bollards free of damage and completely secured to the ground.

Garden Area

  • Are the garden areas free from litter?

  • Are the garden areas free from weeds?<br>

  • Do the garden areas look neat and no signage is obstructed?

Trailers

  • Are trailers locked, neat and tidy?

Building

  • Is the building free from graffiti?

  • Is the building clean and free from cobwebs?

  • Is the canopy clean and free from cobwebs?

  • Is the back area clean and tidy?

Ice box

  • Is the ice box clean and free of mould?

  • Is the price sticker present, clean and in good condition?

  • Is there adequate stock in ice box for the time of year? (Include any ice in internal freezers in stock assessment.)

Firewood

  • Is the firewood cage clean and free from rubbish and timber splinters and dust?

  • Is the corflute sign present, clean and in good condition?

  • Is there adequate stock for the time of year?

Waste

  • Is the industrial bin and area clean and tidy?

  • Is the recycling bin and area clean and tidy?

Shop Entry

  • Are all displays and cages clean and faced?

  • Is stock on displays priced?

  • Is newspaper stand at front door with leading paper in position and in stock?

  • Are windows and front doors clean?

  • Are windows and front doors free of material not approved for display including private or local advertising, supplier material, general notices?

  • Are promo flags in place?

  • Is the after hours door buzzer sign present and is the buzzer in good working order?

  • Is the customer activation sensor working?

  • Are the correct hours displayed on the trading hours sign?

Toilets

  • Are the floors, walls and doors, including skirting, window sills and corners, clean and free from damage

  • Are the toilet bowl and lid clean?

  • Is the toilet seat clean, usable and not damaged?

  • Is there toilet paper, soap and hand towels available and adequately stocked?

  • Is the hand basin clean?

  • Is the mirror clean?

  • Are bins clean, lined and not over full

  • Is the toilet area free of odours?

Car Wash/Workshop

Car Wash

  • Is the car wash clean and operational?

  • Are vacuum cleaner(s) operational?

  • Are vending machines clean, full and operational?

  • Are bins clean and not overflowing?

  • Are bays free from build up of dirt and grime?

  • Is all directional/instructional signage compliant, clean and readable?

  • Are pits being managed, i.e. clean and acceptable?

Workshop

  • Is workshop parking in an authorised/permitted area only?

  • There is no spill out from workshop to forecourt area including equipment, signage, garbage.

Site Maintenance, Appearance, Presentation and Standards

Entry

  • Is the entry mat clean, safe and positioned correctly?

  • Is the entry free from obstacles and hazards?

  • Is the entry glass clean with no smudges, dirty marks or sticky residue?

Standards

  • Are the floors clean?

  • Is the floor under shelving free from dust, rubbish and stock?

  • Are ceilings clean with no debris stuck between tiles?

  • Are walls clean?

  • Is window glass clean with no smudges, dirty marks or sticky residue?

  • As the ATM clean with a usable, lined bin?

  • Are all ceiling lights working and are all diffusers and covers clean?

  • Is all refrigeration lighting working? Check cool rooms and impulse fridges.

  • Are refrigeration doors clean with no swipe marks?

  • Are freezer doors free from ice build up?

  • Are ice cream freezers clean, including glass, with no dirt building up on internal lip and no ice building up?

  • Does the shop temperature feel comfortable (is the air-conditioning working?)

  • Are air-conditioning vents clean?

  • Is any equipment in need of repair removed or marked with 'Currently Under Maintenance' signage?

  • Are all team members in full clean, neat and ironed uniform, with name badge (including promo badge if applicable). Uniforms must be ironed and not faded. hair must be clean and combed. Minimal jewellery, no visible tattoos or body piercing, fresh breath and body odour free. Jumpers must be FFA jumpers.

Price Labelling

  • Price labels must under the left of the product, clean, neat, not faded or torn.

  • Is all data stripping on shelving in use clean, free from all stick residue and not broken?

  • Is all data stripping in fridges present, well connected, clean, free from sticky residue and not broken?

  • Is all retail shelving priced correctly?

  • Are all cigarette cabinets priced correctly?

  • Is all confectionery priced correctly?

  • Is all general merchandise priced correctly?

  • Are all fridges priced correctly?

  • All other items priced (e.g. ice)

  • Are displays, including off locations, all priced correctly?

  • Is ticketing on displays either by shelf label or correct 'Back to Basics' ticket, including appropriate size, computer printed and securely attached?

  • There are no hand written tickets on displays.

Stock Weight

  • Is there the at least the specified percentage of stock available for the space available? For example:
    - if you can fit 10 of the item in the available shelf space, and the mandated percentage is 50%, then there must be at least 5 of that item present
    - where the mandated percentage is less than 2 items, there must be at least 2 - an example of this would be large fuel containers

  • Confectionery - 50% shelf holding

  • Is there more than 1 out of stock item NOT related to supplier issues?

  • If so, please indicate how many

  • Cold drinks - 50% shelf holding

  • Is there more than 1 out of stock item NOT related to supplier issues?

  • If so, please indicate how many

  • White milk - 50% shelf holding

  • Is there more than 1 out of stock item NOT related to supplier issues?

  • If so, please indicate how many

  • Flavoured milk - 50% shelf holding

  • Is there more than 1 out of stock item NOT related to supplier issues?

  • If so, please indicate how many

  • Bread - 50% shelf holding

  • Is there more than 1 out of stock item NOT related to supplier issues?

  • If so, please indicate how many

  • Takeaway - 50% shelf holding

  • Is there more than 1 out of stock item NOT related to supplier issues?

  • If so, please indicate how many

  • Cigarettes - 50% shelf holding

  • Is there more than 1 out of stock item NOT related to supplier issues?

  • If so, please indicate how many

  • Health and beauty - minimum stock percentage 25%

  • Is there more than 1 out of stock item NOT related to supplier issues?

  • If so, please indicate how many

  • Groceries - 25% shelf holding

  • Is there more than 1 out of stock item NOT related to supplier issues?

  • If so, please indicate how many

  • Household items - 25% shelf holding

  • Is there more than 1 out of stock item NOT related to supplier issues?

  • If so, please indicate how many

  • Biscuits - 25% shelf holding

  • Is there more than 1 out of stock item NOT related to supplier issues?

  • If so, please indicate how many

  • Car accessories - 25% shelf holding

  • Is there more than 1 out of stock item NOT related to supplier issues?

  • If so, please indicate how many

  • Oil and grease - 25% shelf holding

  • Is there more than 1 out of stock item NOT related to supplier issues?

  • If so, please indicate how many

  • Are ice creams adequately stocked?

  • Is there more than 1 out of stock item NOT related to supplier issues?

  • If so, please indicate how many

  • If any supplier out of stocks are present, are they supported with 'out of stock' signs and not over faced?

Facing, Presentation and Cleanliness

  • Are 95% grocery lines fronted and faced - no gaps between products, including hang sell items?

  • Are 95% cold room lines fronted and faced with no gaps between products?

  • Are confectionery lines fronted and faced, with no gaps between products?

  • Are takeaway lines fronted and faced with no gaps between products?

  • Is the balance of store fronted and faced with no gaps between products?

Console

  • Are tobacco age warning in place?

  • Is Quit Line sign in place?

  • Is the EFTPOS pin pad clean, no hand written labels?

  • Is the POS area clean and tidy, free from clutter including calculators, cash.

  • Is the Emergency Stop clear of any obstructions?

  • Are Freedom Fuels customer bags available and in use?

Fuel Pricing

Fuel Pricing

  • Spot check competitors to ensure pricing is currently competitive.

  • Has the competitor fuel pricing spreadsheet been updated twice daily, as specified in the Fuel Pricing Standard? (7:30am and 3:30pm)

  • Is competitor fuel pricing spreadsheet accurate for all competitors and all products?

  • Do prices on priceboard match POS/bowser fuel price? Check all grades.

  • Does fuel pricing agree with daily price advised by head office? (Unless movement in market can be verified.)

  • Were fuel prices updated as instructed immediately or no later than 20 minutes after advice?

  • Are site fuel prices correct and according to the business standard guidelines when the market is moving? That is, cheapest competitor, excluding rogue player, actioned swiftly without advise.

  • Are price differentials between products correct, including discount differential if applicable?

  • Price differentials:

    Using the cheapest competitor’s product, the following matrix is to be used to calculate our motor spirit product pricing:

    If your cheapest competitor has E10 Unleaded:
    E10 Unleaded = Match with Competitor E10
    Unleaded = E10 Unleaded plus 3c
    E10 Premium = ULP plus 7c
    E10 Hi Octane = ULP plus 10c

    If your cheapest competitor has Unleaded (no E10 Unleaded):
    Unleaded = Match with Competitor Unleaded
    E10 Unleaded = E10 Unleaded price minus 3c
    E10 Premium = ULP plus 7c
    E10 Hi Octane = ULP plus 10c

Service and Merchandising

Customer Service

  • Observe three customer transactions

  • (GREETING) - CSA greets the customer promptly (3 seconds) in a friendly manner, acknowledges others in line

  • (RESPECT) - CSA smiles, uses eye contact and has great body language

  • (EARS) - CSA listens to the customer carefully

  • (ADVERTISE) CSA suggestive sells or upsells the current promotions or other suitable cross promotion (lighter with cigs, firelighters with firewood (one only)

  • (TRANSACTION) CSA states the total $ amount of sale, total $ amount tendered & total change given. "Change or card placed in customers hand"

  • (SEE YOU NEXT TIME) CSA thanks the customer & closes the transaction using a great farewell

  • Time taken to authorise pump (3 beeps)

  • Call for assistance where 3 or more customers waiting

  • Has the management of any reported customer complaints been handled as per the Business Standard?

General Sales - Active Participation

  • Demonstrated participation in incentive schemes

  • Active participation in monthly promotions to drive sales

Promotions

  • All current monthly promotions are active - check each line of the Promotion Planner.

  • Promotional ends & off location compliant as per monthly promotional planner

  • Is current promo signage set up according to Merchandise Standards?

  • All promotional lines have only authorised promotional shelf talkers & A4 cards

  • Adequate stock weight of promotional stock, weighted towards best selling lines:

  • Gondola ends

  • Cold room

  • Confectionery

  • Snacks

  • Others

  • Pump crowners display current POS

  • Counter Hot Zone promo in place, full with correct stock and has a promotional talker

  • Counter mat is clean and neat with current POS insert

Brand

  • Only displaying authorised advertising

  • 'Back to Basics' signs are present, clean and undamaged per merchandise ticketing tool

  • A 'Back to Basics' recent new line checked to show correct 'New Line' signage

  • All advertised pricing tickets are in good condition and not over done

  • Are correct 'Back to Basics Reduced to Clear' tickets being used on all clearance lines

Range and Offer

  • Are products scanning? (check 5 lines)

  • Do all priced labels display correct price? (Scan 5 items and check that scanned price matches ticket price.)

  • Review 1 recent planogram change. Has it been actioned correctly?

  • Does the shop floor reflect the current approved floor layout?

  • Are any products outside approved range for sale?

  • Stock rotation is in place and no out of dates on show - check 20 items across all categories.

Administration and Financial Performance

Overall Site Management

  • Are the daily site walks being completed?

Purchases

  • Are any observed purchases through non-approved suppliers?

Administration/Book Work

  • Complete a day book inspection

  • Were the day books completed on time?

  • If there were any variances on METER RECONCILIATIONS, were the variances followed up?

  • If there were any variances on FUEL RECONCILIATIONS, were the variances followed up?

  • Has shift paperwork been processed correctly, variances accounted for and reported?

  • Have invoices been processed accurately and within a timely manner?

  • Confirm all Motorcharge, Motorpass and manual vouchers are being processed correctly and within 24 hours of POS transaction. Check any on site are correctly completed including form, dates, signatures, imprint visible. Check any summary documents on site are correctly completed.

  • Check if the site has any 'off line' manual vouchers. Check any on site are correctly completed including form, dates, signatures, imprint visible. Check any summary documents on site are correctly completed.

  • Are merchandise price changes are processed in a timely manner?

  • Can the store locate the fuel delivery dockets on the desktop if required?

  • Are all maintenance issues logged through the helpdesk?

Financial Performance and Loss Prevention

  • Check discount reports. Are discounts being managed correctly and not excessive?

  • Are approved discounts only showing on the Fuel Discount Report? (Run the discount report for fuel.)

  • Are refund reports printed and checked daily? Refunds must accompanied by original receipt, refund receipt.

  • Are voided sales/voided lines reports check daily and analysed, and are anomalies able to be explained?

  • 'No sales' reports are checked daily and analysed, and are anomalies able to be explained?

  • Are price override reports checked daily and analysed, and are anomalies able to be explained?

  • Confirm Key Events are acceptable and being managed to ensure correct use of these key activities

  • Check pump test transactions and reconcile with PSA paperwork

Food Offer

Food pricing

  • Is price displayed on fast food (pie warmer, sandwiches, hot box)?

  • Is price displayed on fresh food (chickens, rolls, pastries, etc.)

Presentation and Standards

  • Are all food display cabinets and pie warmers well stocked?

  • Are all food display cabinets and pie warmers free of crumbs, smears on glass, excess oil, beverage spills?

  • Is the NOOSE range adequately stocked?

  • Pies, sausage rolls, etc

  • Sandwiches, wraps, including range of meats

  • Cakes, slices, donuts

  • Fried foods

  • Hamburgers, etc. (Day part foods)

  • 'Please use tongs supplied' sticker clearly visible and in good condition (where applicable)

  • 'Caution HOT' stickers clearly visible and in good condition?

  • Tongs available for customer food handling

  • Are serviettes, sugar and stirring sticks available?

  • All benches and shelves visible to customers are clean, tidy and uncluttered

  • Dining tables, benches, chairs and stools are clean, tidy and in good repair

  • Microwave clean and hygienic

  • FCB/FUB cleaned to manufacturer's specifications

  • FCB/FUB machine operational with no spills, correct POS, sufficient cups, straws and lids, CO2 and syrup

  • 5 perishable stock items check for use by/best before date

Brand

  • Is all food preparation, cooking equipment and display equipment working? If not, has it been reported or otherwise followed up?

  • Coffee cards are available, being distributed and actively used.

  • All advertising and point of sale for mandatory meal range authorised and on display

  • All Grinding Time or other mandatory food internal signage compliant and undamaged

  • Is the lighting in all food display cabinets and pie warmers clean, undamaged and working?

  • Grinding Time lighting clean, undamaged and working - consider down lights and sigange

Signoffs

Sign Off

  • PCA/Manager comments:

  • PCA/Manager

  • Inspection conducted by:

  • Inspection conducted by:

PCA Retail Site Compliance Inspection
Lee-Anne Ford

PCA Retail Site Compliance Inspection

Quarterly compliance inspection at PCA sites

Use this Template
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