Inventory Control - Supply List

This supply list is used for inventory control and should be updated regularly.

Excel Template for Inventory Control – Basic Supply List

This basic Excel template is specifically designed to support inventory control through a structured supply list. Ideal for small to medium-sized businesses, startups, or individuals managing essential stock levels, this template provides a straightforward yet effective tool for tracking inventory items, monitoring supply quantities, and maintaining accurate records without complex features. It is built with simplicity in mind—no macros or advanced programming required—ensuring ease of use while delivering powerful functionality.

Sheet Names

The template contains three primary sheets:

1. Supply List: The main tracking sheet where all inventory items, quantities, and status are recorded.
2. Reorder Alerts: A filtered view showing only items that are low or out of stock, helping users prioritize replenishment.
3. Dashboard: A visual summary with charts and key performance indicators (KPIs) for quick insights into inventory health.

Table Structures and Columns

1. Supply List Sheet – Table Structure

The main table in the Supply List sheet is a well-organized, dynamic Excel table (formatted as such for automatic expansion). The columns are as follows:

2. Reorder Alerts Sheet – Table Structure

This sheet pulls only items where the Current Quantity is less than or equal to the Reorder Level. It uses a filter formula to auto-populate based on data from the Supply List.

3. Dashboard Sheet – Summary and Visuals

This sheet includes:

• Total number of inventory items.
• Number of items currently in low stock or out of stock.
• Pie chart showing category distribution.
• Bar chart displaying current quantity vs. reorder level for top 10 most critical items.

Formulas Required

The following formulas are embedded in the template:

1. Status Column Formula (in Supply List):
   =IF([@Current Quantity]<=[@Reorder Level], IF([@Current Quantity]=0, "Out of Stock", "Low Stock"), "In Stock")
   This dynamically updates the status based on stock levels.
2. Last Updated Auto-Entry:
   Use a helper cell with formula: =TODAY() in a hidden column, and apply conditional logic to only update when the row is edited.
3. Reorder Alerts Filter (in Reorder Alerts sheet):
   Use an advanced filter or SUBTOTAL with FILTER function (Excel 365):
   =FILTER(SupplyList!A:J, SupplyList!D:D <= SupplyList!E:E)
   This pulls only rows where current quantity is below or equal to reorder level.
4. Dashboards KPIs:
   - Total Items: =COUNTA(SupplyList[Item ID])
   - Low/Out of Stock Count: =COUNTIF(SupplyList[Status], "Low Stock") + COUNTIF(SupplyList[Status], "Out of Stock")

Conditional Formatting Rules

To enhance readability and visual cues:

• Status Column: Apply color coding—Green for “In Stock”, Yellow for “Low Stock”, Red for “Out of Stock”.
• Current Quantity vs. Reorder Level: Highlight cells in red when current quantity is below reorder level.
• Last Updated Column: Use a date-based conditional format to highlight entries older than 30 days (e.g., yellow background).

User Instructions

To use this basic Excel template for inventory control:

1. Download and Open: Save the template file (.xlsx) to your device and open it in Microsoft Excel (version 2016 or later recommended).
2. Add Items: Fill in the table on the “Supply List” sheet. Enter Item ID, Name, Category, Current Quantity, Reorder Level, Unit of Measure.
3. Set Reorder Levels: Define minimum quantities based on supplier lead times and usage patterns.
4. Update Stock: Whenever stock is received or used, update the “Current Quantity” field. The Status will auto-update.
5. Check Alerts: Regularly review the “Reorder Alerts” sheet to identify items needing restocking.
6. Analyze Dashboards: Use the charts and KPIs on the “Dashboard” sheet to monitor inventory health at a glance.
7. Save Often: Save your work regularly to prevent data loss.

Example Rows (Supply List)

Recommended Charts and Dashboards (Dashboard Sheet)

The dashboard includes the following visualizations:

• Pie Chart: Distribution of inventory items by Category. Helps identify which categories are most prevalent.
• Bar Chart: Comparison between Current Quantity and Reorder Level for top 5 highest-priority items (based on low stock alert).
• Status Summary Table: Displays counts of “In Stock”, “Low Stock”, and “Out of Stock” items.

This basic Excel template is a reliable, cost-effective solution for inventory control, especially for teams or individuals seeking to automate supply list tracking without overcomplicating their workflow. With its clean design, built-in alerts, and visual analytics, it empowers users to make informed decisions—ensuring continuous availability of essential supplies while minimizing waste.