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Inventory Spreadsheet
For hardware stores, gift shops, garden centers, cafés, and any small store that buys by the case. Enter what’s on the shelf, and the spreadsheet tells you what to reorder, in whole cases, and what your stock is worth.
Reorder point: when you’re down to this many, order more
Order up to: how many you want on the shelf after the delivery
Order (cases), order cost, and stock value, calculated in the Excel version
Example: a hardware store’s weekly count
A fictional store. Each item is ordered only once it reaches its reorder point, then topped up to the order-up-to level in whole cases.
Item
Case
On hand
Reorder at
Up to
Order
Deck screws #8 x 2-1/2 in, 1 lb box
12
9
12
36
3 cases ($302.40)
Duct tape, 1.88 in x 60 yd
24
30
18
48
—
AA batteries, 8-pack
12
5
12
36
3 cases ($225.00)
Work gloves, large
6
4
6
18
3 cases ($67.50)
Furnace filter 16x25x1
12
26
12
36
—
Wild bird seed, 20 lb bag
4
3
6
15
3 cases ($177.60)
The deck screws are at 9 with a reorder point of 12, so the spreadsheet orders enough to get back to 36: 27 more, which is 3 cases of 12. The duct tape is at 30, above its reorder point, so it waits.
How to use it
List what you stock, or paste your item list from your POS.
Add each item’s supplier, case size, and cost.
Set a reorder point and an order-up-to level for anything you reorder. Start rough and adjust after a few weeks.
Count, enter on hand, and sort by supplier to see each supplier’s order.
When counting and reordering take more than an afternoon, LineNow's retail inventory software reads stock from Square, Clover, Lightspeed, or Shopify and builds each supplier’s order in their case sizes.
Take what you sell in a normal week, multiply by the weeks it takes the supplier to deliver, and add a little extra for busy weeks. If you sell 10 a week and delivery takes a week, a reorder point of 15 leaves room for a slow truck.
Because that’s how most suppliers sell. If you need 27 boxes and they come 12 to a case, you order 3 cases, not 2.25. The spreadsheet rounds up so you don’t come up short.
Count fast sellers and anything you reorder weekly every week. Count the rest monthly. A full count once or twice a year keeps the stock value honest for your accountant.
Export your item list from your POS, paste it into the Item and SKU columns, and count from there. When you want counts and orders to update from the POS by themselves, that’s what inventory software is for.
