Auto Repair Shop Inventory Management Checklist Template

Parts Ordering & Receiving

1 of 10

Track parts orders, receiving processes, and vendor communication.

Order Date

Order Number

Vendor

Vendor A

Vendor B

Vendor C

Quantity Ordered

Part Number(s)

Order Notes (Special Requests, etc.)

Expected Delivery Date

Delivery Method

Standard Shipping

Expedited Shipping

Local Delivery

Stock Level Monitoring

2 of 10

Regularly assess stock levels for critical and commonly used parts.

Current Quantity of Part A

Current Quantity of Part B

Current Quantity of Part C

Reorder Point Triggered for Part D?

Yes

Date of Last Stock Level Review

Minimum Stock Level of Part E

Maximum Stock Level of Part F

Minimum/Maximum Stock Levels

3 of 10

Verify current stock aligns with pre-defined minimum and maximum levels.

Part Number

Minimum Stock Level

Maximum Stock Level

Current Stock Quantity

Status (Below Minimum, Within Range, Above Maximum)

Below Minimum

Within Range

Above Maximum

Notes/Actions Required

Obsolete/Slow-Moving Inventory

4 of 10

Identify and manage obsolete or slow-moving parts to minimize waste.

Part Condition Assessment

Good

Fair

Poor

Unsellable

Quantity on Hand

Estimated Value ($)

Date Identified as Slow-Moving

Reason for Slow Movement (e.g., Discontinued Vehicle)

Proposed Action

Discounted Sale

Return to Vendor

Write-Off

Re-evaluation in 1 Month

Date of Proposed Action Implementation

Physical Inventory Counts

5 of 10

Schedule and conduct periodic physical inventory counts for accuracy.

Inventory Count Date

Start Time

Counter's Employee ID

Inventory Count Location (e.g., Parts Room A)

Total Parts Counted

Discrepancies Found (Quantity)

Description of Discrepancies (if any)

Inventory Adjustment Required?

Yes

Counter's Signature

Warranty Part Tracking

6 of 10

Maintain records of warranty parts received and processed.

Part Number

Vehicle VIN

Warranty Claim Date

Reason for Warranty Claim

Warranty Type (e.g., Labor, Parts)

Parts

Labor

Both

Claim Number (Warranty Provider)

Warranty Expiration Date

Supporting Documentation (e.g., Invoice, Diagnostic Reports)

Return Authorization (RMA) Process

7 of 10

Ensure proper procedures for handling returned parts.

RMA Number

Reason for Return

Defective Part

Incorrect Part

Customer Dissatisfaction

Warranty Claim

Detailed Description of Issue

Supporting Documentation (Photos, Reports)

Date of Return Request

Return Shipping Method

Customer Pays

Prepaid Label

Other

Notes from Technician

Storage & Organization

8 of 10

Assess the condition and organization of the parts storage area.

Aisle Width (Feet)

Shelf Labeling System Description

Storage Area Conditions

Cleanliness

Dryness

Temperature Controlled

Ventilation

Pest Control

Part Rotation Method

FIFO (First-In, First-Out)

FEFO (First-Expiry, First-Out)

Manual Rotation

Special Storage Requirements (e.g., hazardous materials)

Number of Pallets Used

Security & Loss Prevention

9 of 10

Check security measures to prevent theft or loss of inventory.

Door/Window Locks Checked?

Yes

N/A

Alarm System Status

Armed

Disarmed

Malfunctioning

Number of Keys/Fobs Accounted For

Security Camera Functionality

Working

Malfunctioning

Offline

Date of Last Security System Inspection

Reporting & Analysis

10 of 10

Review inventory reports and identify trends for improved management.

Inventory Turnover Rate (Calculated)

Cost of Goods Sold (COGS) - Period

Report Generation Date

Key Observations & Insights

Overall Inventory Health (Assessment)

Excellent

Good

Fair

Poor

Parts Ordering & Receiving

Order Date

Order Number

Vendor

Quantity Ordered

Part Number(s)

Order Notes (Special Requests, etc.)

Expected Delivery Date

Delivery Method

Stock Level Monitoring

Current Quantity of Part A

Current Quantity of Part B

Current Quantity of Part C

Reorder Point Triggered for Part D?

Date of Last Stock Level Review

Minimum Stock Level of Part E

Maximum Stock Level of Part F

Minimum/Maximum Stock Levels

Part Number

Minimum Stock Level

Maximum Stock Level

Current Stock Quantity

Status (Below Minimum, Within Range, Above Maximum)

Notes/Actions Required

Obsolete/Slow-Moving Inventory

Part Condition Assessment

Quantity on Hand

Estimated Value ($)

Date Identified as Slow-Moving

Reason for Slow Movement (e.g., Discontinued Vehicle)

Proposed Action

Date of Proposed Action Implementation

Physical Inventory Counts

Inventory Count Date

Start Time

Counter's Employee ID

Inventory Count Location (e.g., Parts Room A)

Total Parts Counted

Discrepancies Found (Quantity)

Description of Discrepancies (if any)

Inventory Adjustment Required?

Counter's Signature

Warranty Part Tracking

Part Number

Vehicle VIN

Warranty Claim Date

Reason for Warranty Claim

Warranty Type (e.g., Labor, Parts)

Claim Number (Warranty Provider)

Warranty Expiration Date

Supporting Documentation (e.g., Invoice, Diagnostic Reports)

Return Authorization (RMA) Process

RMA Number

Reason for Return

Detailed Description of Issue

Supporting Documentation (Photos, Reports)

Date of Return Request

Return Shipping Method

Notes from Technician

Storage & Organization

Aisle Width (Feet)

Shelf Labeling System Description

Storage Area Conditions

Part Rotation Method

Special Storage Requirements (e.g., hazardous materials)

Number of Pallets Used

Security & Loss Prevention

Door/Window Locks Checked?

Alarm System Status

Number of Keys/Fobs Accounted For

Security Camera Functionality

Date of Last Security System Inspection

Reporting & Analysis

Inventory Turnover Rate (Calculated)

Cost of Goods Sold (COGS) - Period

Report Generation Date

Key Observations & Insights

Overall Inventory Health (Assessment)

Percentage of Parts Below Minimum Stock