In-store controlling checklist

Document each discrepancy immediately with specific details and evidence. Investigate root causes rather than just symptoms—was it a system error, training issue, or potential theft? Implement corrective actions with clear ownership and deadlines, then follow up to verify the issue is resolved. Regular pattern analysis across locations can reveal systemic problems requiring broader solutions.

Ideally, controlling checks should be performed by someone with financial oversight who doesn’t directly handle the processes being reviewed—like a district manager, operations director, or external auditor. This separation of duties prevents conflicts of interest. For smaller operations, consider rotating responsibilities or having two people complete checks together to maintain objectivity.

Start with explaining the purpose—protecting assets and improving operations—rather than policing staff. Walk through each section with examples of what proper compliance looks like. Have new checklist users shadow experienced controllers before conducting checks independently. Create a reference guide addressing common questions and scenarios, and schedule refresher training whenever processes change.

Attach supporting evidence for any discrepancies found, including photos, transaction records, or inventory reports. Include notes explaining unusual circumstances or temporary procedural changes. Document conversations with staff about findings and their explanations. Keep records of corrective actions taken and follow-up verification. This documentation creates an audit trail that proves due diligence.