Table Structures and Columns

The primary sheet, “Supply Inventory,” contains the core inventory table with the following columns:

• ID (Number): Auto-generated unique identifier for each item.
• Item Name (Text): Full name of the supply (e.g., “Microcentrifuge Tubes, 1.5mL”).
• Category (Text): Dropdown list — Lab Equipment, Consumables, Software Licenses, Data Storage, Office Supplies.
• Brand/Model (Text): Manufacturer or version (e.g., “Eppendorf”, “NVivo 13”).
• Quantity On Hand (Number): Current stock level.
• Minimum Threshold (Number): The quantity at which you should reorder.
• Unit Cost ($USD) (Currency): Price per unit when purchased last.
• Total Value ($USD) (Currency): Calculated as =Quantity On Hand * Unit Cost.
• Date Last Purchased (Date): Date of most recent purchase.
• Supplier/Vendor (Text): Name of the vendor or store where purchased.
• Storage Location (Text): Where it’s stored (e.g., “Kitchen Cabinet”, “Dropbox/Research_Data”).
• Status (Text): Dropdown — Available, Low Stock, Out of Stock, Discontinued.

The “Purchase Log” sheet records every transaction:

• Date (Date)
• Item ID (Number): Links to Inventory via VLOOKUP.
• Item Name (Text)
• Quantity Purchased (Number)

  The “Budget Tracker” sheet calculates monthly and cumulative spending:

  • Month (Text): Dropdown — Jan, Feb, ..., Dec
  • Total Spent ($USD) (Currency): Sum of purchases for that month from the Purchase Log.
  • Budget Limit ($USD) (Currency): User-defined monthly spending cap.
  • Remaining Budget ($USD) (Currency): =Budget Limit - Total Spent
  • Spending % Used (%): =Total Spent / Budget Limit * 100

  Formulas Required

  • In “Supply Inventory”: Total Value = Quantity On Hand × Unit Cost.
  • In “Budget Tracker”: Remaining Budget = Budget Limit – SUMIFS(Purchase Log!Total, Purchase Log!Month, current month).
  • Status is auto-updated via formula: =IF([@[Quantity On Hand]]<=[@[Minimum Threshold]], IF([@[Quantity On Hand]]=0,"Out of Stock","Low Stock"),"Available")
  • In “Dashboard Summary”: Total Inventory Value = SUM(Supply Inventory[Total Value])
  • Reorder Count = COUNTIF(Supply Inventory[Status], "Low Stock") + COUNTIF(Supply Inventory[Status], "Out of Stock")

  Conditional Formatting Rules

  • Status Column: “Low Stock” highlighted in yellow; “Out of Stock” in red.
  • Budget Tracker: Spending % > 90% turns cell red; > 100% turns it dark red and bold.
  • Total Value Column: Values over $500 highlighted in light green to indicate high-value items requiring extra care.

  User Instructions

  1. Start by filling the “Supply Inventory” sheet with all research-related supplies you currently own or plan to acquire.
  2. Set realistic minimum thresholds based on your project’s pace — e.g., if you use 5 test tubes per week, set threshold at 20.
  3. Every time you purchase something, add it to “Purchase Log” with date, quantity, cost. The Inventory will auto-update.
  4. Update the “Quantity On Hand” manually as you consume items (e.g., after a lab session).
  5. Use the Dashboard to monitor your spending and inventory levels monthly.
  6. If Status shows “Low Stock” or “Out of Stock”, consider ordering immediately — especially for time-sensitive research.

  Example Rows

  ID	Item Name	Category	Brand/Model	Qty On Hand	Min Threshold
  101	Microcentrifuge Tubes (1.5mL)	Consumables	Eppendorf	42	50
  ID

  Note: This template is designed for personal research projects only. It does not replace institutional procurement systems but supports researchers who self-fund or work outside traditional labs. Always back up your file and update it weekly to maintain accuracy.

  Recommended Charts & Dashboards

  The “Dashboard Summary” sheet includes:

  • Pie Chart: Distribution of inventory by Category — shows if your spending is skewed toward software, consumables, etc.
  • Bar Chart: Monthly Budget vs. Actual Spending — visualize overspending trends.
  • KPI Cards: Total Inventory Value, Reorder Count, Months Until Budget Runs Out (based on average spend).

  This template transforms chaotic research workflows into a structured, sustainable system. By aligning Research Management principles with the simplicity of a Supply List, and tailoring it for Personal Use, users gain control over their resources — minimizing interruptions due to supply shortages and maximizing focus on discovery.

  Customize this template as your research evolves. Add columns for expiration dates, safety data sheets, or QR codes linking to vendor pages. Your research is unique — your supply list should be too.

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