ALONGSIDE / PRACTICAL RESOURCES

A repair-shop inventory worksheet for counts and reorder reviews.

Start with one shelf or a small group of recurring supplies. Count in a consistent unit, investigate differences and review replenishment before the stock gap reaches the team.

By Alongside Automation · November 3, 2026

1. Give every item one ID and one base unit

Use an existing SKU when it identifies the item consistently. Choose the unit your team will count and consume, such as cans, pairs or quarts. Do not compare a stock record in cases with a physical count in individual cans. Record pack conversions in your item records before combining quantities.

Set a count date and identify who performed the count. Enter each SKU once in the worksheet's 30 prepared rows, with its description, base unit, recorded quantity and physical count. Amber cells accept inputs; green cells calculate. Resolve any repeated SKU warning before relying on the row.

2. Count at a defined cutoff

Choose a shelf or item group and record the time of the count in your local notes. Pause movements for that group where practical, or log receipts and issues that occur during counting. The recorded balance and physical count must describe the same point in time.

The worksheet calculates count variance as counted quantity minus recorded quantity. A negative result means fewer units were counted than the record shows. Recount and check receipts, job usage, returns, transfers, unit conversions and posting timing before adjusting the official balance. A variance by itself does not establish theft or shrinkage.

3. Calculate a replenishment review threshold

Enter average use per working day, supplier lead time in working days and a buffer in the same base unit. Estimate those inputs from your own usage records, recent delivery experience and the consequences of a shortage. Review them when workload or supplier timing changes.

Use a consistent working-day calendar for both usage and lead time. The workbook does not convert calendar days, account for holidays or forecast demand. Blank drivers remain incomplete instead of being treated as zero.

4. Review the order before placing it

Check open purchase orders, expected arrivals, quantities reserved for jobs, supplier pack sizes, minimum order quantities and current demand. The worksheet does not subtract allocations, add on-order stock or calculate an order quantity. Those inputs belong in the next stage of a replenishment workflow.

Above threshold only describes the entered count against the calculated trigger. It does not guarantee enough stock for an unusual upcoming job. A person still chooses the quantity, supplier and purchasing approval.

5. Make a small count routine repeatable

1. Choose a manageable item group and a consistent count owner.
2. Record receipts and job usage in the system your team already uses.
3. Count against a defined cutoff and reconcile differences.
4. Review threshold inputs and any flagged items.
5. Record approved adjustments and purchasing decisions in the official system.

Over several cycles, track how many differences need investigation, how long reconciliation takes and which shortages recur. Keep the counted item group and definitions consistent when comparing results.

Where scanning and automation could help

A scoped setup can capture receipts, item issues and cycle counts, then assemble a review list. Unknown barcodes need a controlled item-creation process so the same product does not acquire several IDs. Supplier ordering and catalog connections depend on the access those systems provide.

The Baystock inventory example illustrates one possible workflow. The downloadable worksheet runs locally and has no supplier, barcode or shop-management connection. Start with the manual process, then assess which connections would remove work for your team.

Start with blank or anonymized examples when you contact us.