Collision Parts Cycle Count and Mirror-Match Audit

Inspection template for collision repair parts coordinators to reconcile staged parts against open repair orders, identify missing or excess parts, and correct inventory variances before production delays occur.

Audit Scope and Setup

• Audit date and shift recorded
• Open repair orders selected for mirror-match review
  Enter the number of open ROs included in this cycle count sample.
• Staging areas included in count are clearly identified
  Verify all applicable parts staging locations were included, such as receiving, hold area, body staging, paint staging, and sublet/return bins.
• Parts coordinator or designee performed the count
  Confirm the person completing the audit is responsible for parts control or has been assigned by management.
• Open RO list matches current production board or DMS
  Verify the source list used for the audit matches the current open RO list and has not missed newly opened or closed files.

Mirror-Match Reconciliation

• Each staged part is matched to an open RO
  Verify every staged part has a corresponding open repair order and is not orphaned or unassigned.
• Part number and description match the RO line item
  Confirm the physical part, part number, and description align with the approved repair order line item or supplement.
• Quantity staged equals quantity required
  Verify the number of staged units matches the quantity required on the RO, including multi-piece kits and repeated components.
• Part status is correct for the repair stage
  Select the current status of the part relative to the repair process.

Shortages, Overages, and Exceptions

• Missing parts identified and documented
  Confirm any shortages between the RO and staged inventory were documented with part number, RO number, and next action.
• Excess parts identified and documented
  Confirm any overages or duplicate parts were identified, tagged, and routed for return, stock adjustment, or reassignment.
• Backordered or superseded parts flagged
  Verify parts on backorder, superseded by a revised number, or awaiting supplement approval were clearly flagged in the audit.
• No unapproved substitute parts staged
  Confirm no substitute, aftermarket, or alternate parts were staged without documented approval on the RO or supplement.

Condition, Labeling, and Location Control

• Parts are labeled with RO or vehicle identifier
  Verify each staged part has a clear label or tag linking it to the correct RO, VIN, or stock reference.
• Parts are stored in the correct staging location
  Confirm parts are in the designated body, paint, sublet, or release area and not mixed with unrelated jobs.
• No visible damage, contamination, or packaging breach
  Inspect staged parts for dents, scratches, broken packaging, contamination, or missing protective wrap that could affect fit or finish.

Corrective Actions and Sign-Off

• Corrective actions assigned for all exceptions
  Confirm each shortage, overage, misstage, or damaged part has an assigned owner and due date.
• Production impact communicated to affected teams
  Verify body, paint, and production leadership were notified of any parts issue that could delay a repair order.
• Audit results reviewed and signed off