{"id":865,"date":"2025-05-23T10:22:35","date_gmt":"2025-05-23T10:22:35","guid":{"rendered":"https:\/\/autosmarts.co\/en\/library\/parts-checklist-for-automotive-industry-dealerships\/"},"modified":"2026-10-14T15:31:34","modified_gmt":"2026-10-14T15:31:34","slug":"parts-checklist-for-automotive-industry-dealerships","status":"publish","type":"libraries","link":"https:\/\/autosmarts.co\/en\/library\/parts-checklist-for-automotive-industry-dealerships\/","title":{"rendered":"Parts Department Checklist Template"},"content":{"rendered":"\n<h2 class=\"wp-block-heading\">What this checklist covers<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The parts department decides how quickly the workshop can finish jobs and how much cash sits on the shelves. Most problems an audit finds are small and repeatable: parts in the wrong bin, stock records that don&#8217;t match the shelf, slow-moving stock nobody returns, and counter sales without proper paperwork. This checklist walks the department in the order parts move through it.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The Parts Department Checklist Template is a 15-point scorecard for parts operations, inventory management, and service coordination. Each criterion is scored from 1 to 5 on what the auditor sees on the day, and every gap goes into an action plan with an owner and a close date.<\/p>\n\n\n\n<p class=\"as-chktip wp-block-paragraph\"><strong>AutoSmart tip:<\/strong> Parts audits are most effective when combined with a system spot-check. Cross-reference physical bin locations against the DMS at the time of the visit. Discrepancies between system and physical stock are one of the most common \u2014 and most costly \u2014 compliance failures in Parts operations.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\">The checks<\/h2>\n\n\n\n<div class=\"wp-block-group as-checks is-layout-flow wp-block-group-is-layout-flow\"><p class=\"as-checks__note\"><span>Tap Yes, No or Maybe to try it: your answers stay in this page and clear when you refresh. For a detailed walkthrough, <a href=\"#get-pdf\">download our PDF<\/a> or <a href=\"https:\/\/autosmarts.co\/en\/book-a-demo\/\" data-as-track=\"demo\">book a demo<\/a>.<\/span><\/p>\n<div class=\"wp-block-group as-checksec is-layout-flow wp-block-group-is-layout-flow\">\n<h3 class=\"wp-block-heading\">Inventory and stock management<\/h3><p class=\"as-checksec__meta\">5 checks<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"as-check\"><span class=\"as-check__no\" aria-hidden=\"true\">01<\/span><span class=\"as-check__body\"><span class=\"as-check__text\">Can the Service Advisor check the center and distributor stock availability whenever necessary?<\/span><span class=\"as-check__answer\" role=\"group\" aria-label=\"Your answer\" hidden><button type=\"button\" data-answer=\"yes\" aria-pressed=\"false\">Yes<\/button><button type=\"button\" data-answer=\"no\" aria-pressed=\"false\">No<\/button><button type=\"button\" data-answer=\"maybe\" aria-pressed=\"false\">Maybe<\/button><\/span><\/span><\/li>\n\n\n\n<li class=\"as-check\"><span class=\"as-check__no\" aria-hidden=\"true\">02<\/span><span class=\"as-check__body\"><span class=\"as-check__text\">Are all locations reconciled within one month? Confirm with the inventory controller by reviewing the last month&#039;s location sequence report to verify that location maintenance is being done.<\/span><span class=\"as-check__answer\" role=\"group\" aria-label=\"Your answer\" hidden><button type=\"button\" data-answer=\"yes\" aria-pressed=\"false\">Yes<\/button><button type=\"button\" data-answer=\"no\" aria-pressed=\"false\">No<\/button><button type=\"button\" data-answer=\"maybe\" aria-pressed=\"false\">Maybe<\/button><\/span><\/span><\/li>\n\n\n\n<li class=\"as-check\"><span class=\"as-check__no\" aria-hidden=\"true\">03<\/span><span class=\"as-check__body\"><span class=\"as-check__text\">Is the Unsold VOR report confirmed and are location assignments in the system verified for parts not sold?<\/span><span class=\"as-check__answer\" role=\"group\" aria-label=\"Your answer\" hidden><button type=\"button\" data-answer=\"yes\" aria-pressed=\"false\">Yes<\/button><button type=\"button\" data-answer=\"no\" aria-pressed=\"false\">No<\/button><button type=\"button\" data-answer=\"maybe\" aria-pressed=\"false\">Maybe<\/button><\/span><\/span><\/li>\n\n\n\n<li class=\"as-check\"><span class=\"as-check__no\" aria-hidden=\"true\">04<\/span><span class=\"as-check__body\"><span class=\"as-check__text\">Is a cycle count schedule in place, and are cycle counts conducted at the defined frequency with results documented and discrepancies investigated?<\/span><span class=\"as-check__answer\" role=\"group\" aria-label=\"Your answer\" hidden><button type=\"button\" data-answer=\"yes\" aria-pressed=\"false\">Yes<\/button><button type=\"button\" data-answer=\"no\" aria-pressed=\"false\">No<\/button><button type=\"button\" data-answer=\"maybe\" aria-pressed=\"false\">Maybe<\/button><\/span><\/span><\/li>\n\n\n\n<li class=\"as-check\"><span class=\"as-check__no\" aria-hidden=\"true\">05<\/span><span class=\"as-check__body\"><span class=\"as-check__text\">Is a minimum\/maximum stock level defined for fast-moving parts, and is the reorder process triggered automatically or reviewed at a defined frequency?<\/span><span class=\"as-check__answer\" role=\"group\" aria-label=\"Your answer\" hidden><button type=\"button\" data-answer=\"yes\" aria-pressed=\"false\">Yes<\/button><button type=\"button\" data-answer=\"no\" aria-pressed=\"false\">No<\/button><button type=\"button\" data-answer=\"maybe\" aria-pressed=\"false\">Maybe<\/button><\/span><\/span><\/li>\n<\/ul>\n<\/div>\n\n\n\n<div class=\"wp-block-group as-checksec is-layout-flow wp-block-group-is-layout-flow\">\n<h3 class=\"wp-block-heading\">Back order and VOR management<\/h3><p class=\"as-checksec__meta\">4 checks<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"as-check\"><span class=\"as-check__no\" aria-hidden=\"true\">06<\/span><span class=\"as-check__body\"><span class=\"as-check__text\">Does the Parts Department share the Back Order Parts Management sheet with the Service Department (Service Advisors, Production, and Service Managers) on a daily basis?<\/span><span class=\"as-check__answer\" role=\"group\" aria-label=\"Your answer\" hidden><button type=\"button\" data-answer=\"yes\" aria-pressed=\"false\">Yes<\/button><button type=\"button\" data-answer=\"no\" aria-pressed=\"false\">No<\/button><button type=\"button\" data-answer=\"maybe\" aria-pressed=\"false\">Maybe<\/button><\/span><\/span><\/li>\n\n\n\n<li class=\"as-check\"><span class=\"as-check__no\" aria-hidden=\"true\">07<\/span><span class=\"as-check__body\"><span class=\"as-check__text\">Does the Service Advisor respond to customer ETA inquiries based on the latest ETA information shared by the parts staff, especially when there are irregularities (e.g., no ETA, long ETA)?<\/span><span class=\"as-check__answer\" role=\"group\" aria-label=\"Your answer\" hidden><button type=\"button\" data-answer=\"yes\" aria-pressed=\"false\">Yes<\/button><button type=\"button\" data-answer=\"no\" aria-pressed=\"false\">No<\/button><button type=\"button\" data-answer=\"maybe\" aria-pressed=\"false\">Maybe<\/button><\/span><\/span><\/li>\n\n\n\n<li class=\"as-check\"><span class=\"as-check__no\" aria-hidden=\"true\">08<\/span><span class=\"as-check__body\"><span class=\"as-check__text\">Is the VOR order type parts receipt confirmed within 30 minutes of the parts arrival truck, and stock orders within 24 hours? Check the receiving area and randomly pick 5\u20137 parts to verify proper procedures.<\/span><span class=\"as-check__answer\" role=\"group\" aria-label=\"Your answer\" hidden><button type=\"button\" data-answer=\"yes\" aria-pressed=\"false\">Yes<\/button><button type=\"button\" data-answer=\"no\" aria-pressed=\"false\">No<\/button><button type=\"button\" data-answer=\"maybe\" aria-pressed=\"false\">Maybe<\/button><\/span><\/span><\/li>\n\n\n\n<li class=\"as-check\"><span class=\"as-check__no\" aria-hidden=\"true\">09<\/span><span class=\"as-check__body\"><span class=\"as-check__text\">Are emergency (VOR) orders tracked separately from standard stock orders, with escalation procedures in place when supplier ETA is not available?<\/span><span class=\"as-check__answer\" role=\"group\" aria-label=\"Your answer\" hidden><button type=\"button\" data-answer=\"yes\" aria-pressed=\"false\">Yes<\/button><button type=\"button\" data-answer=\"no\" aria-pressed=\"false\">No<\/button><button type=\"button\" data-answer=\"maybe\" aria-pressed=\"false\">Maybe<\/button><\/span><\/span><\/li>\n<\/ul>\n<\/div>\n\n\n\n<div class=\"wp-block-group as-checksec is-layout-flow wp-block-group-is-layout-flow\">\n<h3 class=\"wp-block-heading\">Parts storage and organisation<\/h3><p class=\"as-checksec__meta\">3 checks<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"as-check\"><span class=\"as-check__no\" aria-hidden=\"true\">10<\/span><span class=\"as-check__body\"><span class=\"as-check__text\">Are similar parts grouped together, long and thin parts stored vertically, and heavy parts placed at waist level or lower for easier access?<\/span><span class=\"as-check__answer\" role=\"group\" aria-label=\"Your answer\" hidden><button type=\"button\" data-answer=\"yes\" aria-pressed=\"false\">Yes<\/button><button type=\"button\" data-answer=\"no\" aria-pressed=\"false\">No<\/button><button type=\"button\" data-answer=\"maybe\" aria-pressed=\"false\">Maybe<\/button><\/span><\/span><\/li>\n\n\n\n<li class=\"as-check\"><span class=\"as-check__no\" aria-hidden=\"true\">11<\/span><span class=\"as-check__body\"><span class=\"as-check__text\">Are parts clearly labelled with bin\/location tags, and does the physical location match the system record at the time of audit?<\/span><span class=\"as-check__answer\" role=\"group\" aria-label=\"Your answer\" hidden><button type=\"button\" data-answer=\"yes\" aria-pressed=\"false\">Yes<\/button><button type=\"button\" data-answer=\"no\" aria-pressed=\"false\">No<\/button><button type=\"button\" data-answer=\"maybe\" aria-pressed=\"false\">Maybe<\/button><\/span><\/span><\/li>\n\n\n\n<li class=\"as-check\"><span class=\"as-check__no\" aria-hidden=\"true\">12<\/span><span class=\"as-check__body\"><span class=\"as-check__text\">Is access to the parts store restricted to authorised personnel only, with a clear entry\/exit policy enforced?<\/span><span class=\"as-check__answer\" role=\"group\" aria-label=\"Your answer\" hidden><button type=\"button\" data-answer=\"yes\" aria-pressed=\"false\">Yes<\/button><button type=\"button\" data-answer=\"no\" aria-pressed=\"false\">No<\/button><button type=\"button\" data-answer=\"maybe\" aria-pressed=\"false\">Maybe<\/button><\/span><\/span><\/li>\n<\/ul>\n<\/div>\n\n\n\n<div class=\"wp-block-group as-checksec is-layout-flow wp-block-group-is-layout-flow\">\n<h3 class=\"wp-block-heading\">Returns and obsolescence<\/h3><p class=\"as-checksec__meta\">2 checks<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"as-check\"><span class=\"as-check__no\" aria-hidden=\"true\">13<\/span><span class=\"as-check__body\"><span class=\"as-check__text\">Are obsolete or slow-moving parts reviewed periodically, with a formal return or write-off process initiated for parts exceeding the defined ageing threshold?<\/span><span class=\"as-check__answer\" role=\"group\" aria-label=\"Your answer\" hidden><button type=\"button\" data-answer=\"yes\" aria-pressed=\"false\">Yes<\/button><button type=\"button\" data-answer=\"no\" aria-pressed=\"false\">No<\/button><button type=\"button\" data-answer=\"maybe\" aria-pressed=\"false\">Maybe<\/button><\/span><\/span><\/li>\n\n\n\n<li class=\"as-check\"><span class=\"as-check__no\" aria-hidden=\"true\">14<\/span><span class=\"as-check__body\"><span class=\"as-check__text\">Are parts returned from the workshop (unused or superseded) processed back into stock or flagged for return within the defined timeframe?<\/span><span class=\"as-check__answer\" role=\"group\" aria-label=\"Your answer\" hidden><button type=\"button\" data-answer=\"yes\" aria-pressed=\"false\">Yes<\/button><button type=\"button\" data-answer=\"no\" aria-pressed=\"false\">No<\/button><button type=\"button\" data-answer=\"maybe\" aria-pressed=\"false\">Maybe<\/button><\/span><\/span><\/li>\n<\/ul>\n<\/div>\n\n\n\n<div class=\"wp-block-group as-checksec is-layout-flow wp-block-group-is-layout-flow\">\n<h3 class=\"wp-block-heading\">Customer and service coordination<\/h3><p class=\"as-checksec__meta\">1 check<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li class=\"as-check\"><span class=\"as-check__no\" aria-hidden=\"true\">15<\/span><span class=\"as-check__body\"><span class=\"as-check__text\">Does the parts department always confirm that the service department conducts follow-up with no-show customers and receives information regarding delivery appointments or cancellations?<\/span><span class=\"as-check__answer\" role=\"group\" aria-label=\"Your answer\" hidden><button type=\"button\" data-answer=\"yes\" aria-pressed=\"false\">Yes<\/button><button type=\"button\" data-answer=\"no\" aria-pressed=\"false\">No<\/button><button type=\"button\" data-answer=\"maybe\" aria-pressed=\"false\">Maybe<\/button><\/span><\/span><\/li>\n<\/ul>\n<\/div>\n<\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Questions about this checklist<\/h2>\n\n\n\n<div class=\"wp-block-group as-faq is-layout-flow wp-block-group-is-layout-flow\">\n<details class=\"wp-block-details as-faq__item is-layout-flow wp-block-details-is-layout-flow\"><summary>What is the most common parts finding?<\/summary>\n<p class=\"wp-block-paragraph\">Parts in the wrong bin or with a quantity that doesn&#8217;t match the system, usually from issues not posted to a job.<\/p>\n<\/details>\n\n\n\n<details class=\"wp-block-details as-faq__item is-layout-flow wp-block-details-is-layout-flow\"><summary>Is there a guide on parts department audits?<\/summary>\n<p class=\"wp-block-paragraph\">Yes: see our blog guide on running a parts department audit, linked below.<\/p>\n<\/details>\n<\/div>\n\n","protected":false},"excerpt":{"rendered":"<p>Stock management, back orders and VOR, parts storage and organisation, returns and obsolete stock, and coordination with the workshop.<\/p>\n","protected":false},"template":"","meta":{"footnotes":"","_as_roles":"Parts managers, aftersales managers, area managers","_as_frequency":"Monthly, with a full stock count at least once a year","_as_standard":"","_as_source":"","_as_pdf":1145,"_as_solution":556,"_as_guide":211,"_as_case_study":76,"_as_lib_featured":true},"industry_tag":[3],"checklist_topic":[29],"checklist_market":[],"class_list":["post-865","libraries","type-libraries","status-publish","hentry","checklist_topic-aftersales-service"],"_links":{"self":[{"href":"https:\/\/autosmarts.co\/en\/wp-json\/wp\/v2\/libraries\/865","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/autosmarts.co\/en\/wp-json\/wp\/v2\/libraries"}],"about":[{"href":"https:\/\/autosmarts.co\/en\/wp-json\/wp\/v2\/types\/libraries"}],"version-history":[{"count":4,"href":"https:\/\/autosmarts.co\/en\/wp-json\/wp\/v2\/libraries\/865\/revisions"}],"predecessor-version":[{"id":1336,"href":"https:\/\/autosmarts.co\/en\/wp-json\/wp\/v2\/libraries\/865\/revisions\/1336"}],"wp:attachment":[{"href":"https:\/\/autosmarts.co\/en\/wp-json\/wp\/v2\/media?parent=865"}],"wp:term":[{"taxonomy":"industry_tag","embeddable":true,"href":"https:\/\/autosmarts.co\/en\/wp-json\/wp\/v2\/industry_tag?post=865"},{"taxonomy":"checklist_topic","embeddable":true,"href":"https:\/\/autosmarts.co\/en\/wp-json\/wp\/v2\/checklist_topic?post=865"},{"taxonomy":"checklist_market","embeddable":true,"href":"https:\/\/autosmarts.co\/en\/wp-json\/wp\/v2\/checklist_market?post=865"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}