Stock
One row for a part in a particular storeroom or bin. Enter its stocking unit, confirmed opening balance and minimum. Read on-hand, held, reserved, available and below-minimum quantities in the calculated columns.
A spare parts inventory template you can put to work
Start with a stock list that explains its balances. The Excel workbook separates what you hold, what you have promised to maintenance jobs and what has actually moved.
The gallery shows the Jodoo app. The separate XLSX file is editable and does not require a Jodoo account to download.
Download the editable parts inventory workbook
Stock, requests and movements
Four sheets including instructions, fictional sample records, dropdowns, 100 prepared rows per working sheet and quantity formulas. No macros or App synchronization.
XLSX · 50 KB
Keep three working sheets for three different facts
Requests
One row for a job’s part requirement. Record the requested quantity, authorized allocation, decision and due date. Compare issued and released quantities with what is still reserved.
Movements
One row for each receipt, issue, unused return or reservation release. Link issues to requests and returns to the original issue. Only rows marked Posted affect the stock calculations.
The Read me sheet explains entry order, blank-versus-zero handling and the manual controls this workbook does not replace. Amber cells are inputs; gray cells contain calculations.
Set the opening balance once, then record movements
Identify each position before copying stock quantities
Use a unique Stock ID. The same bearing at North workshop, bin A-01, and South workshop, bin B-03, needs two stock rows. Use the same catalogue part number but separate position IDs.
Replace the example with a confirmed cutover balance
Count or reconcile the stock at the chosen starting date. Enter zero for a confirmed empty bin. Leave an unknown quantity blank until checked; the sheet flags the missing opening value.
Record only subsequent activity
Enter later requests and movements with their matching IDs. Do not record old receipts already included in the opening balance. Keep original issue IDs when entering returns so the remaining returnable quantity can be checked.
Read the example before entering your first issue
| Action | On hand | Still reserved | Available | Reason |
|---|---|---|---|---|
| Open with 12 bearings | 12 | 0 | 12 | Nothing is allocated yet. |
| Authorize 5 for a repair | 12 | 5 | 7 | An allocation is a promise, not a physical issue. |
| Issue 3 against that request | 9 | 2 | 7 | The issue reduces physical stock and the outstanding reservation. |
| Release the unneeded 2 | 9 | 0 | 9 | Only the allocation changes; no part physically returns. |
| Accept 1 usable return | 10 | 0 | 10 | The original issue still explains where the return came from. |
| Receive 1 return needing inspection | 11 | 0 | 10 | The returned part is held, not available for another job. |
Available stock is on hand minus outstanding allocations and held stock. The workbook expands this into direct movement and request totals to avoid subtracting a posted issue twice. A retired stock row shows no available quantity.
Treat a warning as a reason to inspect the entries
Check the source rows
A negative allocation balance may mean an issue exceeded the authorized amount or a release was entered twice. A negative remaining-returnable quantity means returns exceed the original issue. Check the IDs and quantities before correcting the source entry.
Do not overwrite a calculated balance to make the warning disappear. That hides the problem and breaks the next calculation.
Keep the workbook’s limits visible
Dropdowns and formulas help organize entry, but they do not prove that the person marking Approved or Posted was authorized. Shared-file editing also does not provide a guaranteed lock on stock when two people allocate it at the same time.
The workbook records held returns but does not calculate their later release or disposal. Keep those inspection decisions separately and reconcile the balance before another issue; do not mark a damaged return usable just to clear the warning.
Before using the file for live stock, confirm that its dropdowns and formulas work in your spreadsheet software and reconcile a few sample movements against the shelf count.
Move to an app when the handoff needs its own task
In the workbook, your team records the decision
A person enters the allocation, approver and posting state. You need your own procedure for who may edit the file, how corrections are reviewed and which copy is current.
In Jodoo, configure who reviews and posts
The example routes parts requests and stock movements to reviewers, supports return and resubmission, and calculates the effects of recorded decisions. An administrator can adjust required details, categories and storekeeper views without replacing the stock register.
Use the template with a clear storeroom procedure
Decide the naming and movement rules
Agree one stocking unit, useful bin labels and responsibility for alternatives and returns.
Make incoming requests useful
Give the storekeeper an identified part, maintenance job, quantity and required date.
Questions about using the Excel template
How do I start halfway through a month?
Choose a cutover date, confirm the physical opening quantity for each stock position and enter only movements after that point. Do not enter earlier receipts again: their effect is already included in the opening balance. Keep the count record outside the workbook if you need evidence of how that opening quantity was established.
Can I use boxes for purchases and individual pieces for issues?
Choose one stocking unit for each stock position and convert quantities into that unit before entry. The workbook does not convert packs to pieces automatically. If a box contains twelve filters and you stock individual filters, a receipt of one box must be entered as twelve, not one.
How many rows are prepared?
The workbook has 100 prepared entry rows on each of its three working sheets. Extend the tables, formulas, validation ranges and summary references together if you need more. It is a small starting ledger, not an unlimited inventory database.
Is an empty opening quantity the same as zero?
No. An empty opening quantity is flagged as missing. Enter zero only when you have confirmed that the stock position is empty. Leaving an unknown count blank prevents a missing observation from becoming a misleading zero balance.
Does the Excel file approve requests or synchronize with Jodoo?
No. The workbook records decisions entered by your team and calculates their quantity effects. It does not assign review tasks, restrict decisions by team member or synchronize automatically with the Jodoo example. Use the App when the decision itself needs to be assigned, returned and completed by a reviewer.