Inventory Control - Invoice - Dashboard View
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Inventory Control - Invoice Dashboard
Invoice Management & Stock Tracking System
Invoice Details
Invoice Number: INV-2023-88765
Date Issued: October 10, 2023
Status: Paid
Supplier Information
Name: Global Supply Co.
Contact: [email protected]
Tax ID: 9876543210
| Item ID | Product Name | Category | Quantity Received | Unit Price (USD) | Total Amount (USD) |
|---|---|---|---|---|---|
| P-001234 | Wireless Mouse Pro | Accessories | 50 | $12.99 | $649.50 |
| P-002143 | LED Monitor 27" | Hardware | 15 | $299.99 | $4,499.85 |
| P-003678 | HD Webcam 1080p | Peripherals | 25 | $49.99 | $1,249.75 |
| P-004321 | Mechanical Keyboard RGB | Accessories | 30 | $79.99 | $2,399.70 |
| Total Amount: | $8,798.80 | ||||
Inventory Control Invoice Dashboard View Template
This comprehensive Excel template is specifically designed for businesses that require a robust, real-time inventory management system integrated with invoice tracking through a visually intuitive dashboard interface. Combining the functionality of an invoice system with advanced inventory control mechanisms, this template offers a streamlined approach to managing stock levels, processing customer invoices, and monitoring business performance—all from one centralized dashboard view.
Sheet Names
- Dashboard: The main overview page featuring key performance indicators (KPIs), visual charts, and quick access to critical inventory and invoice data.
- Invoices: A detailed table containing all issued invoices, including product details, quantities, pricing, and status information.
- Inventory: A comprehensive database of all stocked items with current quantity on hand, reorder levels, supplier information, and cost data.
- Transactions: A log of all inventory movements (purchases, sales, adjustments) with timestamps and responsible personnel.
- Settings: A configuration sheet for customizing system parameters like default reorder thresholds, tax rates, currency format, and business details.
Table Structures & Data Types
1. Invoices Sheet
| Column Name | Data Type | Description |
|---|---|---|
| Invoice ID | Text (Auto-generated) | Unique identifier for each invoice (e.g., INV-2023-1001) |
| Date Issued | Date | The date the invoice was created |
| Customer Name | Text | Name of the purchasing customer or client |
| Product ID/Code | < td>Text/Number (Dropdown from Inventory)< td>Links to product in inventory database for consistency and tracking||
| Description | Text | < td>Description of the product or service|
| Quantity Sold | <Number (Integer) | <The number of units sold in this transaction |
| Selling Price (per unit) | <Currency | < td>Price charged per unit to the customer|
| Total Amount | < td>Currency (Formula-driven)< td>Calculates: Quantity Sold × Selling Price||
| Tax Amount | < td>Currency (Formula-driven)< td>Applies tax rate from Settings sheet||
| Invoice Status | < td>Text (Dropdown: Pending, Paid, Partially Paid, Overdue)< td>Status of payment for this invoice
2. Inventory Sheet
| Column Name | Data Type | Description |
|---|---|---|
| Product ID/Code | Text (Unique) | < td>Primary key for identifying each product|
| Product Name | < td>Text< td>Name of the item in stock||
| Description | < td>Text< td>Detailed description or specifications||
| Category | <List (Dropdown: Electronics, Apparel, Office Supplies, etc.) | < td>Organizational grouping for reports and filtering|
| Current Quantity on Hand | < td>Number (Integer)< td>CURRENT stock level after all transactions||
| Reorder Level | < td>Number (Integer)< td>Minimum threshold triggering restocking alerts||
| Safety Stock | < td>Number (Integer)< td>Buffer stock to prevent shortages||
| Purchase Cost (per unit) | < td>Currency< td>Cost to the business for acquiring each unit||
| Selling Price (per unit) | < td>Currency< td>Price at which the item is sold to customers||
| Supplier Name | <Text (Dropdown from Supplier list) | < td>Name of the supplier or vendor|
| Last Purchase Date | < td>Date< td>Date of most recent inventory purchase||
| Lead Time (days) | < td>Number (Integer)< td>Estimated time for new stock to arrive after ordering
Formulas Required
- Invoices Sheet:
=B2*C2→ Calculates Total Amount (Quantity × Selling Price)=D2*Settings!$B$3→ Calculates Tax Amount using tax rate from Settings sheet=IF(E2>=ReorderLevel, "Low Stock Alert", "Normal")→ Triggers alert if stock drops below threshold (linked to Inventory sheet)
- Inventory Sheet:
=SUMIFS(Transactions!$D$2:$D$1000, Transactions!$B$2:$B$1000, A2, Transactions!$E$2:$E$1000, "IN") - SUMIFS(Transactions!D:D, Transactions!B:B, A2, Transactions!E:E, "OUT")→ Calculates current quantity on hand based on transaction logs=IF(CurrentQty < ReorderLevel * 1.25, "Reorder Soon", IF(CurrentQty < ReorderLevel, "URGENT: REORDER NOW", "OK"))→ Status indicator for stock levels
- Dashboard Sheet:
=COUNTIF(Invoices!$H$2:$H$1000, "Paid") / COUNTA(Invoices!$H$2:$H$1000)→ Payment collection rate percentage=SUMIFS(Invoices!F:F, Invoices!G:G, ">="&TODAY()-30)→ Revenue from last 30 days
Conditional Formatting
- Inventory Sheet: Red fill for items where "Current Quantity on Hand" ≤ "Reorder Level"
- Invoices Sheet: Orange highlight for invoices with status "Overdue", green for "Paid"
- Dashboard: Color scales on KPIs (green = good, yellow = warning, red = critical)
User Instructions
- Begin by entering business details in the "Settings" sheet.
- Add all products to the "Inventory" sheet with accurate cost and reorder levels.
- Create new invoices in the "Invoices" sheet using dropdowns for consistency.
- The system automatically updates inventory levels via transaction logs in real time.
- Check the "Dashboard" daily to monitor stock alerts, revenue trends, and payment statuses.
- Use filters and pivot tables to generate custom reports by category, supplier, or time period.
Example Rows
| Invoices Sheet | ||||||
|---|---|---|---|---|---|---|
| INV-2023-1001 | 2024-04-15 | ABC Corporation | ELEC-WIRE-89A | < td>Laser Cable, 5m, USB-C3 | < td>$14.95$44.85 | < td>$4.00 (10% tax)Paid |
| Inventory Sheet | ||||||
| ELEC-WIRE-89A | < td>Laser Cable, 5m, USB-CCable for high-speed data transfer | < td>Electronics12 | < td>5<_td>3$10.00 | < td>$14.95FastTech Inc. | < td>2024-04-107 |
Recommended Charts & Dashboards
- In Stock vs. Low Stock Items (Pie Chart): Visualizes inventory health with color-coded segments.
- Monthly Revenue Trend (Line Chart): Plots total invoice revenue over time to identify sales patterns.
- Top 5 Selling Products (Bar Chart): Identifies high-demand products for marketing and restocking focus.
- Payment Status Overview (Gauge Chart): Shows percentage of paid invoices vs. overdue ones.
This Excel template seamlessly integrates Inventory Control, Invoice, and a dynamic Dashboard View, enabling businesses to maintain real-time oversight, prevent stockouts, ensure timely collections, and make data-driven decisions with confidence.
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