![Point of Sale Execution: 12-Step Checklist [Distributor Sales Rep]](/_next/image?url=https%3A%2F%2Fkrihbihanczeqajcmquj.supabase.co%2Fstorage%2Fv1%2Fobject%2Fpublic%2Fblog-images%2Fblog%2Fmodelo-checklist-visita-pdv-promotores-distribuidoras%2Fcover.png&w=3840&q=75)
Field-tested POS execution checklist for sales reps. 12 practical steps that reduced stockout losses by 30%. Free template + KPIs.
You're a field rep responsible for 15 retail outlets in your territory. The distribution manager asks: "How do we know execution is actually happening in the field?" You show some phone photos, mention conversations with store managers, but the question lingers: where's the proof that our process actually works?
This is the reality for 78% of distributors: stockout losses impact 4% of revenue simply because there's no structured process connecting product knowledge to effective point-of-sale execution. The problem isn't lack of inventory or field reps—it's the absence of methodology that transforms product expertise into measurable field action.
This article delivers the exact checklist used by distributors who reduced stockout losses by 35% and increased shelf share by 28%. This isn't theory—it's field-proven process with measured timings and KPIs that connect execution to business outcomes.
The difference between a visit that drives results and one that just "checks the box" lies in preparation. optimal visit time averages 45-60 minutes for medium-sized outlets (200-500m²). Anything beyond indicates inefficient process or inadequate pre-visit organization.
Mobile app with offline functionality: 40% of retail outlets lack stable internet. Your field app must function without connection and sync later. This isn't optional—it's operational.
Updated outlet credentials and registry: Manager name, operating hours, sales history, and last visit record. Walking into an outlet without knowing the key contact wastes 15 minutes that could be spent on negotiation.
Pre-validated promotional materials: Only carry materials already approved by distributor marketing. Unauthorized materials cause 67% of removals within 48 hours, based on our FMCG distributor projects.
Digital negotiation documents: Pricing tables, commercial terms, and shelf share targets by category in-app. "Gut feeling" negotiations convert 42% less than data-driven approaches.
Timestamped documentation equipment: Camera with automatic timestamp. Simple rule: no photo with time and date means execution didn't happen. One regional beverage distributor we worked with reduced execution disputes by 85% just by implementing mandatory photographic records.
This checklist combines digital process with physical execution. Each stage includes estimated timing based on actual measurements from distributors processing over $10 million annually.
1. Digital check-in with geolocation (1 minute) Log arrival in app with automatic location and timestamp. Prevents later questions about route coverage and proves physical presence at outlet.
2. Initial shelf and competitor analysis (8 minutes) Map current shelf share vs. target by category. Identify stockouts and competitor positioning. This forms the basis for all negotiation—concrete data replaces generic arguments.
3. In-store and backroom inventory verification (5 minutes) Validate products in sales area and available stock. 78% of stockout losses are preventable with this simple check. Never negotiate replenishment without confirming availability.
4. Pre-execution photographic record (3 minutes) Photograph shelving before changes with automatic timestamp. Critical documentation to prove initial situation and justify proposed interventions.
5. Outlet manager negotiation (12 minutes) Present proposal based on data collected in previous steps. Negotiate additional space and POP materials based on outlet performance history. Always validate approvals in writing—recorded audio in app or digital signature.
6. Product replenishment and organization (10 minutes) Execute restocking, organize facings, and implement agreed planogram. Important: execute only after formal approval from previous step. Unauthorized replenishment creates conflict with retailer and compromises future visits.
7. Approved POP material installation (6 minutes) Install only materials validated by outlet manager. In projects we've tracked, 67% of unauthorized POP removals occur due to lack of prior validation.
8. Post-execution photographic record (3 minutes) Photograph final result focusing on achieved shelf share and installed POP materials. Compare visually with initial photo—the difference should be clear and measurable.
9. Outlet data and registry updates (4 minutes) Confirm contact information, operating hours, and key personnel. Outdated database compromises efficiency of future visits and route planning.
10. Retailer feedback collection (5 minutes) Record satisfaction levels and outlet suggestions. Essential input for maintaining commercial relationships and identifying execution improvement opportunities. Satisfied outlets provide 40% more space for promotional materials.
11. Visit report completion (7 minutes) Document results, pending items, and next steps in app. 85% of execution failures stem from inadequate documentation. The report is operational evidence, not bureaucracy.
12. Check-out with data synchronization (1 minute) Finalize visit in system and sync all collected information. Ensure field data backup before leaving outlet—losing field data means losing proof of results.
A multi-regional food distributor achieved 95% compliance on this checklist after implementing structured digital process. Result: 30% reduction in stockout losses and 28% increase in shelf share within 90 days.
Even with checklists, certain operational errors destroy results. The pattern is consistent: field reps know product theory but execute without systematic methodology. We've identified critical failures in distributors that lost field efficiency:
Error #1: Executing without proper photographic documentation Makes execution verification impossible and generates constant compliance questions. Solution: always photograph before/after with automatic timestamp in field app.
Error #2: Negotiating without outlet performance data Reduces negotiation power and conversion rate by 42%. Reps know products but negotiate without foundation. Solution: always base negotiation on sales history and regional benchmarks.
Error #3: Installing POP materials without prior validation 67% of unauthorized removals happen within 48 hours due to lack of outlet manager approval. Product benefit knowledge doesn't transform into approval without process. Solution: validate with manager before installation and record written approval.
Error #4: Not checking available inventory before negotiation Creates impossible commitments and deteriorates commercial relationships with retailers. Solution: always check store and backroom inventory before proposing replenishment.
Error #5: Incomplete or delayed reporting 85% of execution failures stem from inadequate documentation. Solution: complete full report before check-out and sync data immediately.
The diagnosis is clear: field reps master technical product information, but transforming that knowledge into effective POS execution requires structured process and operational discipline.
Co-founder and Product Manager at Evous. Writes about how product and the GTDI method connect knowledge to action at the commercial front line.
In 15 min we'll show how to prepare your sales team to act with the right knowledge and measure the impact in pipeline.
Curious how much sales readiness is worth to your team? Calculate it in 2 minutes.
Calculate the ROIWhat gets measured gets managed. Distributors that increased field rep productivity by 31% use specific indicators to validate whether training transforms into measurable results:
Checklist compliance: Target 95% of items executed per visit. Measurement: percentage of completed steps in app vs. total mandatory steps. Frequency: per visit, weekly consolidation.
Average time per outlet: Target 45-60 minutes based on outlet size. Measurement: difference between automatic check-in and check-out in app. Frequency: per visit, monthly moving average.
Negotiation conversion rate: Target 70% of proposals accepted by outlet. Measurement: approved proposals vs. total proposals presented. Frequency: weekly, monthly consolidation.
Achieved shelf share: Target actual linear centimeters vs. goal by category. Measurement: physical shelf analysis vs. ideal planogram. Frequency: per visit, monthly trend.
Retailer NPS: Target score above 70 in quarterly survey. Measurement: satisfaction survey with outlet managers. Frequency: quarterly by rep and region.
A personal care distributor that implemented these KPIs found that reps with 90%+ checklist compliance had 35% higher negotiation conversion and 28% more achieved shelf share vs. team average.
The difference lies in connecting product knowledge to business results. Training that doesn't transform into measurable indicators is investment without return. When each checklist step connects technical information with disciplined execution, visits stop being educational activities and become performance systems.
An optimal POS visit averages 45-60 minutes for medium-sized outlets (200-500m²). Anything beyond this timeframe indicates inefficient process or inadequate pre-visit organization. The 12-step checklist is designed to fit within this timing, with each step having specific time allocations ranging from 1 to 12 minutes.
You need a mobile app with offline functionality (since 40% of retail outlets lack stable internet), updated outlet credentials, pre-validated promotional materials, digital negotiation documents, and timestamped documentation equipment. The app must sync data later when connection is available, and all promotional materials must be pre-approved by distributor marketing to avoid removal.
Photos with automatic timestamps serve as proof that execution actually happened and prevent disputes about field work. You must photograph shelving before changes (initial situation) and after execution (final result) to document the difference achieved. One regional beverage distributor reduced execution disputes by 85% just by implementing mandatory photographic records.
The most critical error is installing POP materials without prior validation from the outlet manager. 67% of unauthorized POP materials are removed within 48 hours due to lack of approval. Always validate with the manager before installation and record written approval to prevent removal and maintain commercial relationships.
Track checklist compliance (target 95%), average time per outlet (45-60 minutes), negotiation conversion rate (target 70%), achieved shelf share versus goals, and retailer satisfaction scores. Field reps with 90%+ checklist compliance achieved 35% higher negotiation conversion and 28% more shelf share versus team average. These KPIs connect each POS action with measurable business results.
Yes, the mobile app must function offline since 40% of retail outlets lack stable internet connection. You complete all 12 steps without connection and sync data later when internet becomes available. The final step includes data synchronization to ensure all collected information is backed up before leaving the outlet.
This checklist isn't a task list—it's methodology that connects technical knowledge management to transformation into structured checklist, then distributed via field app to generate insights through measurable KPIs. Each step transforms product knowledge into point-of-sale action because it uses a specific execution framework.
First, you capture all technical knowledge about products, commercial policies, and negotiation strategies. Next, transform that knowledge into a structured 12-step checklist any field rep can execute. The third movement distributes this standardized process via field app that works offline. Finally, you obtain insights through KPIs that connect each POS action with measurable business results.
This is the GTDI framework (Gestão, Transformação, Distribuição, Insights) applied to POS execution: centralized knowledge management → transformation into process → distribution via technology → insights via indicators.
Distributors that treat POS execution as structured system, not as activity based on individual knowledge, build measurable competitive advantage: fewer stockout losses, higher shelf share, and stronger commercial relationships at point-of-sale.
The difference lies in connecting "knowing about the product" with "delivering POS results" through framework any field rep can replicate, regardless of experience or individual profile.
Want to structure POS execution that connects checklist to business results in 30 days? Schedule a 15-minute demo and see how Evous transforms this checklist into digital system your field reps actually use.