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ZenLeaf Quarterly Retail Audit
ZenLeaf Quarterly Retail Audit
Sean Donegan

ZenLeaf Quarterly Retail Audit

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Free ZenLeaf Quarterly Retail Audit Checklist

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Title Page

  • Site conducted

  • Conducted on

  • Conducted by

GM + AGM

Cash + Smartsheets

  • Take a photo of the last 2 weeks SmartSheets. Is Over/Short being reflected in daily sales lines on SmartSheets?

  • Is the change safe being counted and logged twice daily? Take a photo of the Change Safe Log

  • Does cash on hand match the balance on SmartSheets? Is the change safe balance the only balance remaining after the most recent deposit?

  • Are daily drawer count sheets and bill count sheets included on each Sales line? Spot check 3 entries.

  • Is there any cash present at the dispensary not recorded on Smartsheets? (customer's change, tip change, cash overage, etc)

  • Check the last 3 expenses. Are there any attachments missing?

  • Does the manager have Debit and AeroPay / JanePay (if applicable) backend access?

  • Correct safes present and are in working condition? What is the current condition of the safe?

  • Are there counterfeit pens at each register? Are they being used for all big bills at the POS?

  • Send a picture of tip line on Smartsheets and signed tip release form.

  • Notes:

Inventory

  • Are managers comfortable with all operations on Sweed, LeafLogix? Product masters? Where is training needed?

  • Are all expiration dates entered into Sweed or LeafLogix? When are they entered?

  • Are managers investigating and correcting inventory discrepancies? Please explain your most recent discrepancy and take pictures of all relevant documentation.

  • Please explain your employee sample process (if applicable).

  • Notes:

General

  • Do AGMs know how to perform all GM responsibilites?

  • Provide screenshot of manager holiday schedule made for the year

  • Are managers comfortable with the hiring process? How would you handle walk-in applications?

  • Please provide a screenshot of your Performance Tracker & Attendance Tracker.

  • Is management utilizing counseling records? Explain how attendance points work and what action is done at each occurrence.

  • Please upload a copy of your Termination Checklist.

  • Are shift meetings occurring to keep employees updated? Provide screenshot of shift notes from prior week.

  • Does store management make an effort to engage with their customer on the sales floor? Are they making time to do rounds around the store?

  • Managers utilizing discplinary actions and write ups correctly?

  • Employee holiday lunches on schedule (4/20, Friday before Memorial Day, 7/4, Green Wednesday, 12/24 & 12/31).

  • Notes:

Online Portals + Menu

  • Is there a current username and password lists shared between the managers and state director?

  • Are employees auditing the menu for accuracy? Communicate menu discrepancies to marketing contact.

  • Do managers have access to and understand Orders.co?

  • Do managers have a login for the security system backend and know how to create fobs?

  • Do managers understand the backend of IHeartJane / Sweed and how to edit important settings?

  • Notes:

Appearance + Readiness

Exterior

  • Is the exterior of store and parking lot clean and free of trash? Please provide a photo of the store exterior, both day and night.

  • Are exterior signs clean? Confirm with photo at night

  • Is exterior sign lighting operational? Confirm with photo at night.

  • Is there clear labeling of curbside/medical/etc. parking? Do employees have a clear expectation of where to park?

  • Any exterior paint touch ups needed? Are the tinting and decals in good condition?

  • Accurate hours posted?

  • What day is trash picked up? Please provide photo of exterior trash disposal area.

  • Notes:

FOH

  • Is all lighting working and on? Please provide photo of all FOH lighting.

  • Does the store have RockBot setup? If not, is streaming service running without commercials? Is music is it at the appropriate level?

  • Are the TVs on, working correctly with the slideshows, and displaying relevant content? If using Divvy, do they stay on at night?

  • Wire behind TVs hidden and the ledges under them are clean?

  • Provide picture of most recent cleaning log.

  • Take pictures of any paint chips / damage in customer facing areas.

  • Are baseboards clean? Do they clean them at least once a week?

  • Shelves and displays dusted? Does this occur weekly?

  • Are there any loose toilet seats?

  • Are appropriate spot cleaning supplies present for the FOH?

  • Please provide photo of reception area, in front and behind reception desk.

  • Are ATMs working?

  • Do ATMs have dedicated garbage can?

  • Is all signage in the store relevant and updated? QR codes working correctly?

  • Any homemade / laminated signage? Confirm with photo of all signage in-store.

  • Notes:

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BOH

  • Is there anything being stored on the floor?

  • Is there any clutter to be thrown out? Anything not being used in the next six months?

  • Is the managers office(s) clean and organized? Is there a file system being used? One monitor in the office for cameras? Please provide a photo of most recent cleaning logs.

  • Is the breakroom clean and organized? Is the fridge cleaned weekly?

  • Is the security office clean and organized, if applicable?

  • Is dry storage / janitor closet neat and organized?

  • Is the back door secured and working?

  • Is there a monitor in the BOH dedicated to exterior cameras?

  • Do we have proper safes in the store? Are they working correctly?

  • Are all cameras operational and is there any other security system maintenance needed? Are there any camera warnings occurring? Are any views blocked (i.e boxes)?

  • All wall facing faucets are set to drip when expecting below 0 weather?

  • Notes:

Opening

  • Are shift meetings setup and happening before each shift?

  • Are drawers assigned daily? Lunch times? Please provide most recent photo of battleboard / assignment sheet.

  • Drawers being distributed and recounted by employees before open?

  • Opening walkthroughs complete? Spot cleaning assignments happening as needed?

  • How long does it take staff to complete morning inventory count? Can count be completed sufficiently before store opens?

  • Is the exterior setup before open? Is FOH setup before open? A frames, any parking signage, etc…

  • Is the vault setup and ready for open? Are move-ups happening throughout the day?

  • Notes:

Closing

  • All devices charged and accounted for?

  • Is all cannabis being secured in the vault? No overnight bags?

  • Is all cash being secured in safes and deposit prepped? Are drawers balanced at EOD?

  • Are tips being divided and distributed? Are tips distributed weekly?

  • Are all register supplies restocked at EOD?

  • Is the rest of the store restocked at EOD? Bathrooms and reception?

  • Final walkthrough building secured and alarm armed after exiting?

  • Notes:

Marketing

  • Is there appropriate Directional Signage in-store? Please provide a photo of your sales floor.

  • Is DIVVY or Sweed content being shown? Is it current and approved?

  • Are there business cards for managers available?

  • Take a photo of any temporary or laminated signage.

  • Is there an A-Frame available with updated content? Does QR code function correctly? Please provide photo of A-Frame's in use at the store.

POS + Reception

Reception

  • Is reception standing and greeting guest upon entry? Are employees making an effort to leave a lasting impression?

  • Are all guests having their IDs checked? Double verification by AICs for under 21 patients and vertical IDs?

  • Is employee at reception refraining from cell phone usage?

  • Are visitor badges present? Please provide photo of your current visitor badges.

  • Are employees rotating through reception?

  • Are employees asking about Cabbage Club (where applicable)?

  • Notes:

Sales Floor

  • Observe three transactions and one Cabbage Club transaction (if applicable). Are employees asking about loyalty accounts at the start of an interaction? Cabbage Club? (where applicable)

  • Are employees greeting their customers to start the interaction?

  • Are employees checking ID's again at the POS?

  • Are employees using customer's name at least 3 times during the transaction?

  • Are employees using proper product pulling etiquette? Basket, sell firsts, pulling from correct spots, etc…

  • Are employees verifying each product with the customer before scanning?

  • Are employees following proper payment procedures? Counterfeit procedure? Always waiting until payment has been accepted before running on LL?

  • Are employees casino counting?

  • Are employees following proper debit procedures? Using merchant copies and communicating the debit fee to customers?

  • Are employees following proper bag packing etiquette?

  • Notes:

AIC

  • Are shifts setup and managed appropriately by AICs? Battlestations board and lunch times?

  • Are AICs running preshift meetings when managers are not available?

  • Do AICs follow proper procedure for making small change for drawers?

  • Do AICs have the tools to deescalate situations? Comfortable with discounts?

  • Are AICs performing proper closing duties? Safe counts, drawer balancing, and deposit prep?

  • Are AICs performing proper opening duties?

  • All AICs know proper vendor/visitor sign in procedures?

  • Do AICs know the product replacement procedure?

  • Notes:

Misc

  • Are curbside and delivery procedures working effectively? (If applicable)

  • Express lanes setup? Are there more express lanes than walk-in lanes? (Rec markets)

  • Is all drive-thru equipment operational i.e. mic working, cameras, lighting, etc. (If applicable)

  • Do employees log out of the POS after they are done using it?

  • Are loyalty signups working correctly and linked with LL?

  • Are all walkie talkies working and being used effectively?

  • Are all devices labeled at the POS?

  • Notes:

Vault Etiquette + Inventory

Vault

  • Is the vault organized by cultivator? Verano easiest to access for employees?

  • Are the products by each cultivator organized by product type? Then alphabetical?

  • Other product organization procedures being followed? Labeling on the shelves, rows of 10s, bands of 5s, etc…

  • Are employees following proper product pulling etiquette?

  • Are sell first procedures being used?

  • Are the sales floor and backstock separated and organized effectively?

  • Are medical and recreational products seperated and organized? (If applicable)

  • Is backstock being labeled and sealed correctly? Custom labels being used? Take a picture of backstock labels that are currently in use.

  • Notes:

Inventory

  • How many discrepancies currently? Any other concerns?

  • Are delivery intakes going smooth? Any other improvements to be made?

  • How often do inventory blind counts happen?

  • Are proper quarentine procedures being followed?

  • Are proper destuction procedures being followed? On schedule? (If applicable)

  • Do staff follow FirstinFirstOut policy?

  • Are sell first stickers being used and in stock?

  • Are inventory records being filed and stored properly? (If applicable)

  • Notes:

AIC

  • Do AICs help with vault management and replenishment? Are they familiar with move ups?

  • Are AICs leading deliveries? Do all AICs know how to receive a delivery if necessary?

  • Do all AICs know how to print inventory sheets?

  • Are AICs familiar with the backstocking process?

  • Notes:

ZenLeaf Quarterly Retail Audit
Sean Donegan

ZenLeaf Quarterly Retail Audit

Use this Template
The templates available in our Public Library have been created by our customers and employees to help get you started using SafetyCulture's solutions. The templates are intended to be used as hypothetical examples only and should not be used as a substitute for professional advice. You should seek your own professional advice to determine if the use of a template is permissible in your workplace or jurisdiction. You should independently determine whether the template is suitable for your circumstances.

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