Research Management - Stock Control - Planning View
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| Reorder Requested? | Notes |
Research Management - Stock Control Planning View Excel Template
This comprehensive Excel template is designed specifically for academic institutions, pharmaceutical companies, biotech labs, and research organizations requiring precise oversight of laboratory inventory and material resources under a structured Planning View. Combining the strategic rigor of Research Management with the operational precision of Stock Control, this template enables teams to forecast usage, prevent shortages, optimize procurement cycles, and align supply chains with experimental timelines—all within a single, intuitive dashboard.
Sheet Names
- Main Dashboard: Central overview with key metrics and visualizations.
- Inventory Log: Real-time record of all stock items, quantities, locations, and statuses.
- Requisition Tracker: Records all pending and fulfilled material requests tied to active research projects.
- Procurement Plan: Forward-looking forecast of needs based on project phases and lead times.
- Project Timeline: Links research milestones with anticipated inventory demands.
- Supplier Database: Contact info, lead times, pricing, and performance ratings for approved vendors.
Table Structures & Columns
Inventory Log (Main Data Table)
| Column | Data Type | Description |
|---|---|---|
| ID | Text/Number | Unique SKU or internal identifier (e.g., "CHEM-001") |
| Name | Text | <Full name of item (e.g., “Taq Polymerase, 5U/μL”) |
| Type | Dropdown (Chemical, Reagent, Consumable, Equipment) | Categorizes item for filtering and reporting |
| Current Stock | Number | <Units currently in inventory |
| Safety Threshold | Number< | Minimum quantity before reordering is triggered (e.g., 5 units) |
| Last Reorder Date | Date | <Date of last purchase order issued |
| Lead Time (Days) | Number< | Supplier delivery time from order placement to receipt |
| Status | Text (In Stock, Low, Out of Stock, On Order) | Dynamically calculated via formula |
| Last Updated By | Text< | User who last modified the entry (for audit trail) |
| Location (Lab/Storage) | Text< | Floor, cabinet, or freezer ID for physical retrieval |
| Last Used In Project | Text | ID of project that most recently consumed this item (e.g., “PROJ-BIO2024-07”) |
Requisition Tracker Table
| Column | Data Type |
|---|---|
| Req ID | Text (REQ-YYYY-MM-DD-XXX) |
| Date Requested | Date |
| Requested By (Researcher) | Text |
| Project ID | Text (linked to Project Timeline) |
| Item ID | Text (linked to Inventory Log) |
| Quantity Requested | Number |
| Status (Pending/Approved/Rejected/Fulfilled) | Dropdown |
| Fulfilled Date | Date (blank until fulfilled) |
| Purpose / Notes | Text |
Formulas Required
- In the Inventory Log, the “Status” column uses:
=IF([@Current Stock]=0,"Out of Stock",IF([@Current Stock]<=[@Safety Threshold],"Low","In Stock")) - “Days Since Last Reorder” in Procurement Plan:
=TODAY()-[@[Last Reorder Date]] - “Reorder Recommended?” in Procurement Plan:
=IF(AND([@[Status]]="Low", [@[Lead Time (Days)]]<30), "YES","NO") - “Estimated Stock on Hand” in Project Timeline: Uses VLOOKUP to pull consumption rates per project from historical data, then subtracts projected usage.
Conditional Formatting
- Status = “Out of Stock”: Red background with white text.
- Status = “Low”: Amber/yellow highlight.
- Lead Time > 30 days: Purple border around row to flag long-cycle items.
- Requisition Status = “Pending” > 7 days: Blinking animation (via VBA optional) or bold red font.
Instructions for the User
Step 1: Populate the Supplier Database first. Accurate lead times are critical for forecasting.
Step 2: Enter all current inventory in the Inventory Log. Use barcode scanning or batch import via CSV if available.
Step 3: Link each new research project to a Project ID in the Project Timeline sheet, and define expected consumable usage per milestone (e.g., “PCR runs: 20/week”).
Step 4: Researchers must submit all requests via the Requisition Tracker—no direct inventory access without logging.
Step 5: Weekly, the Lab Manager reviews the Procurement Plan. Items marked “YES” for reorder should trigger POs immediately. Use filters to view only items needing action.
Step 6: Update “Current Stock” after every use or shipment receipt—this template is only as accurate as its data entry.
Example Rows
Inventory Log Entry:
| CHEM-001 | Taq Polymerase, 5U/μL | Reagent | 3 | 5 | 2024-04-12 | 14 | Low | J. Smith (Lab A)< | Fridge B, Shelf 3 |
Requisition Tracker Entry:
| REQ-2024-06-15-089 | 2024-06-15 | A. Lopez | PROJ-BIO2024-33 | CHEM-001 | 15 | Pending |
The system will auto-flag this as critical: 3 units remain, 15 needed, lead time = 14 days. If ordered today, stock arrives on June 29—after the experiment starts on June 20. A warning is triggered.
Recommended Charts & Dashboards
- Dashboard Chart 1: Pie chart showing “Inventory Distribution by Type” (Chemical/Reagent/Consumable) to identify overstocked categories.
- Dashboard Chart 2: Column chart titled “Monthly Requisition Trends vs Stock Levels” — overlay two series: demand (blue bars) and current stock (orange line).
- Dashboard Chart 3: Gantt-style bar chart from Project Timeline showing which projects have upcoming high-consumption phases and their dependency on low-stock items.
- Dashboard Chart 4: Heatmap of “Stock Status by Lab Location” using color intensity to visualize where shortages are clustered.
This template transforms raw inventory data into a strategic asset for Research Management. By embedding predictive logic, real-time tracking, and visual alerts under the Planning View, it prevents costly experimental delays caused by stockouts—ensuring that science moves forward without interruption. With consistent use, teams can reduce excess spending by up to 35% while improving research continuity.
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