Parts inventory tracking spreadsheet template
Updated · Reviewed by Israel Margulies, founder and CEO of High Point GPS
A spreadsheet to keep track of spare parts and supplies: what you stock, where it is, how many you have, when to reorder, what it's worth and who you buy it from.
A parts list with a reorder point on every line is the simplest way to stop machines waiting for a filter. The count tells you what you have; the reorder point tells you when to order; the vendor column tells you where.
Update the count whenever a part goes out on a job or comes in from a vendor, and do a full count every few months. A spreadsheet works for a small stock room; once several people take parts, the count drifts unless every move is recorded.
Parts inventory
Fields: Location / stock room · Counted by · Date of last full count
Log columns: Part no. · Description · Bin · Unit · On hand · Reorder point · Reorder qty · Unit cost · Value · Vendor
Fill it in the right way
- List every part you stock with its number, description and bin location.
- Count what's on hand and write the unit cost; value is on hand × unit cost.
- Set a reorder point and a reorder quantity for each part.
- Record the vendor you buy each part from.
- Update the count when parts go out or come in, and reorder when on hand reaches the reorder point.
Tips
- Give each part one bin and label the bin; most 'missing' parts are in the wrong place.
- Count the most expensive and fastest-moving parts more often than the rest.
- Review parts that haven't moved in a year; they're cash on a shelf.
- Use the calculators for reorder point, EOQ and inventory turnover to set the numbers.
Do it in FleetZap
- Inventory, purchase orders and vendors are included in FleetZap, with reorder points and low-stock alerts.
- FleetZap turns low stock into purchase orders to your vendors.
- Parts used on a work order come out of stock, so the count on the shelf stays true.
- Parts, labor and outside work add up to the real cost of each machine.
FleetZap Maintenance
Work orders, PM, parts, compliance, assets and KPIs. Explore FleetZap Maintenance.
Frequently asked questions
What should a parts inventory spreadsheet include?
Part number, description, bin location, unit, quantity on hand, reorder point, reorder quantity, unit cost, total value and vendor.
How do I set a reorder point?
Average daily use × delivery time in days + safety stock. The reorder point calculator works it out.
How often should I count inventory?
Do a full count at least once or twice a year, and count high-value or fast-moving parts more often (cycle counting).
When is a spreadsheet not enough?
When several people take parts or you have more than one stock room, counts drift. Inventory software that deducts parts on each work order keeps the count true.