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Excel Skills | Inventory Control Template | Usage Based

Instructions www.excel-skills.com

This unique template enables users to analyze the profitability of a business by comparing sales to inventory usage. In many business environments, it is impractical to perform accurate calculations of cost of sales and it is a lot more feasible to compare inventory usage to sales. The functionality that has been included in this template enables users to control inventory by creating stock codes for all individual inventory items; recording inventory purchases, usage and adjustments; performing physical stock counts and analyzing stock take variances; calculating stock valuations and measuring sales, cost of sales & gross profits based on any user defined date range. All inventory valuations are performed on an average cost basis. The following sheets are included in this template: StockCodes - this sheet can be used to create unique stock codes for all inventory items and also includes an inventory valuation and inventory movement report for the stock codes that are created. Purchases - all inventory purchases should be recorded on this sheet. Usage - all inventory usage and adjustments should be recorded on this sheet. Inventory usage can be recorded on a daily or weekly basis. Stock take variances can be recorded on this sheet as inventory adjustments or users can record manual stock adjustments in order to adjust inventory quantities. StockCount - this sheet can be used to perform a physical stock count and to analyze stock take variances. Physical stock count quantities are measured against theoretical stock balances and once the accuracy of the stock take variances has been established, the calculated stock variances can be recorded as stock adjustments on the Usage sheet in order to adjust the theoretical stock quantities to the physical stock count quantities. Sales - this sheet can be used to record the daily or weekly sales totals in order to compare inventory usage to sales. Profitability - the calculations on this sheet enable users to compare inventory usage and adjustments to sales. The total inventory usage and adjustments are included in the cost of sales total and deducted from the sales total in order to calculate the appropriate gross profit amounts and percentages. A daily sales analysis is also included on this sheet and can be compiled based on any user defined period by simply entering the appropriate "From" and "To" dates. Note: Most of the calculations in this template are based on the number of rows that are included in a continuous cell range on each sheet. It is therefore imperative that you do not insert any empty rows between the data that is included on each sheet, otherwise some transactions may not be included in the template calculations.

Stock Codes
Create & Maintain Stock Codes A unique stock code needs to be created on the StockCodes sheet for all inventory items that you want to include in the template. The stock codes that are created on this sheet are included in list boxes in the stock code columns on the other sheets and users are therefore required to create the appropriate stock code before the code will be available for selection on the other sheets. A stock code convention that makes sense in the context of your business should be used and the stock code convention should make it easy to identify stock items based on the stock code that is assigned to each stock item. Refer to the example data that is included on the StockCodes sheet - we have used a code convention that starts with two letters followed by four numbers. The two letters are used to identify the type of stock - for example, RM refers to raw materials and PM refers to packaging material. The four numbers that are included in the stock code convention provides for sufficient unique stock codes to be created for each type of stock. Stock codes should not be duplicated - if a stock code is duplicated on the StockCodes sheet, it may result in inaccurate inventory valuation calculations. We have therefore added conditional formatting to the cells in column A on the StockCodes sheet in order to highlight all duplicate stock codes in orange. If stock codes are highlighted in orange, you should replace the duplicated stock codes with unique stock codes.

Our example stock code convention is by no means a template requirement. You can use any stock code convention as long as only unique stock codes are created and you are able to easily identify the stock codes that relate to each stock item.

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Excel Skills | Inventory Control Template | Usage Based


Instructions www.excel-skills.com
The StockCodes sheet contains the following user input columns: Stock Code - enter a unique stock code in accordance with the stock code convention that is suitable for your type of business. Description - enter a description of the stock item. This description should enable users to easily distinguish between stock items. UOM - the unit of measure (UOM) refers to the stock measurement that is used when ordering, using and counting stock. Stock usage and counting units of measure carry more weight than stock ordering units of measure. For example, if it is easier to record the usage and stock count of an inventory item in kilogram and the product is purchased form a supplier in bags, the unit of measure should be specified as kilogram. When the product is purchased from the supplier, the quantity that is purchased then simply needs to be converted to kilogram when recording the stock purchase transaction on the Purchases sheet. Opening Quantity - enter the opening stock quantity in this column. This is the stock quantity that is on hand on the date that you start using the template for recording inventory transactions. All subsequent inventory movements should be recorded on the Purchases and Usage sheets. Opening Cost - enter the cost of the opening stock quantity that is recorded in column D. The cost is multiplied by the opening stock quantity in order to calculate an opening stock valuation. Note: All the columns on the StockCodes sheet with a yellow column heading require user input. The columns with a light blue column heading contain formulas that should be copied from one of the existing rows for all new stock codes that are created on this sheet. Inventory Valuation & Movement Reports The calculated columns on the StockCodes sheet enable users to view a stock valuation and movement report for each individual stock item that is automatically calculated based on the inventory transactions that are recorded on the Purchases and Usage sheets. The inventory valuation report consists of the quantity on hand, average cost and inventory valuation for each individual stock item (columns F to H). The inventory movement report consists of the opening quantity, purchases quantity, usage quantity, opening value, purchases amount and usage amount (columns I to N). The total of the quantity movements should equal the quantity on hand in column F and the total of the value movements should equal the inventory valuation in column H (Note: some insignificant variances may result from the rounding of values). The inventory valuation and movement calculations are based on the "From" and "To" dates that are specified in cells G2 and G3 respectively. If both of these cells contain valid dates, the inventory valuations are calculated based on the "To" date that is specified in cell G3, the opening quantities and values include all transactions that are dated before the "From" date in cell G2 and the inventory movements include all transactions between the "From" and "To" dates. If only a "From" date is specified and the "To" date cell is left blank, the opening balances include all transactions before the "From" date and the inventory valuation and movement calculations include all transactions after the "From" date. If only a "To" date is specified, the opening balances include only the opening quantities and values that are calculated based on the user input in column D and E and the inventory valuation and movement calculations include all transactions that are dated before the "To" date that is specified. If both the "From" and "To" date cells are left blank, the opening balances are calculated based on the user input in columns D and E and the inventory valuation and movement calculations include all the transactions that are included on the Purchases and Usage sheets. Note: As you can see, the functionality that has been added to the StockCodes sheet enables users to display an inventory valuation and movement report for any user defined date range. Users are therefore not only able to calculate a current inventory valuation by stock code, but are also able to view the inventory valuations or movements for any previous reporting periods. Note: All the amount columns on the StockCodes sheet also include a subtotal above the column heading (formatted in italic) that displays a total for all the stock codes that are included on the sheet.

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Excel Skills | Inventory Control Template | Usage Based


Instructions www.excel-skills.com Inventory Purchases
All inventory purchase transactions should be recorded on the Purchases sheet. The columns with a yellow column heading require user input and the columns with a light blue column heading contain formulas that should be copied for all new transactions that are entered. The following columns require user input: Purchase Date: enter the delivery date that relates to the stock purchase transaction in column A. All dates should be entered in accordance with the regional date settings that are specified in the System Control Panel. We've added data validation to column A to ensure that only valid dates are entered in this column. The date on which the supplier delivers the inventory to your business premises should be recorded in this column because the inventory is added to the theoretical inventory balance on this date. If the inventory has not been delivered yet, the physical stock on hand will not agree to the theoretical stock balance. Supplier: enter the name of the appropriate supplier in column B. Invoice Number: enter the supplier invoice number or other unique reference number in column C. The reference that you enter in this column should enable you to trace the transaction to its supporting documentation. Stock Code: select the appropriate stock code from the list box in column D. All stock codes need to be created on the StockCodes sheet before being available for selection. We recommend always having an up to date list of all stock codes available when recording transactions. The list box in column D only includes the stock codes (without descriptions) and you may therefore have to refer to the list of stock codes in order to select the appropriate stock code. Refer to the stock description that is displayed in column H to ensure that the correct stock code has been selected (this column contains a lookup formula). Invalid stock codes are highlighted in orange and indicate that the stock code that has been entered or copied into column D does not exist. UOM: select the appropriate unit of measure from the list box in column E. The list box only contains the unit of measure of the stock code that is selected in column D. If the supplier invoice contains a different unit of measure, the invoiced quantity needs to be converted to the unit of measure that is specified in this list box. If an incorrect unit of measure is used when recording stock purchases, it may result in inaccurate stock quantity and average cost calculations. Quantity: enter the quantity of stock that is purchased in column F. The purchase quantity should be recorded in the unit of measure that is displayed in column E. Invoice Total: enter the total invoice amount that relates to the stock code that was selected in column C. This amount should be entered exclusive of sales tax if the business is registered for sales tax purposes and inclusive of sales tax if it is not registered. If the business is registered for sales tax purposes, the sales tax can be claimed back from the appropriate tax authorities and should therefore not form part of the inventory cost.

Note: If a supplier invoice includes multiple stock codes, each stock code needs to be recorded individually on the Purchases sheet. A single supplier invoice could therefore consist of multiple stock purchase transactions on the Purchases sheet. Note: If stock is delivered by a supplier that is not the same supplier as the one from which the stock is ordered, the supplier invoice that relates to the delivery cost will probably have to be recorded separately in order to include the delivery cost in the average cost calculation. When you record the information from the delivery supplier invoice, it is important that the stock quantity should be entered as a nil value, otherwise the quantity may be included twice in the calculation of the stock quantity on hand. It may also be necessary to allocate the delivery cost to more than one stock code if multiple stock items have been included in the same delivery. The calculated columns on the Purchases sheet consist of the stock description, purchase price per unit, quantity on hand, average cost previous, average cost new, purchase price variance and the purchase price variance percentage. The values in all of these columns are calculated automatically based on the values that are recorded in all the user input columns. The stock description is included to enable users to view a description of the stock code that is selected in column D. The purchase price per unit is calculated by dividing the invoice total in column G by the invoice quantity in column F and this price is deducted from the previous average cost in column K in order to calculate the purchase price variance in column M and the purchase price variance percentage in column N. The price variance values in these two columns can be used to analyze buying trends and movements in the prices charged by suppliers.

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Excel Skills | Inventory Control Template | Usage Based


Instructions www.excel-skills.com
The quantity on hand calculation reflects the quantity of stock that is on hand at the time that the purchase transaction is recorded. This calculation plays an important role in calculating the new average cost in column L and can also be used to identify stock transaction recording errors - if the quantity on hand is less than 0, it means that an error has been made in the recording of previous stock purchase transactions, usage transactions or adjustment transactions. All quantities on hand that are less than nil are therefore automatically highlighted in red in column J.

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Excel Skills | Inventory Control Template | Usage Based


Instructions www.excel-skills.com
Note: When you encounter an error in the calculation of the quantity on hand, it is imperative that you review the most recent transactions that have been recorded for the particular stock code because these errors may also result in an inaccurate average cost calculation. Note: You may notice that all the column headings on the Purchases sheet contain a selection arrow. This indicates that the Auto Filter feature has been enabled on the sheet. The Auto Filter feature can be used to analyze stock purchase transactions by selecting the appropriate filter criteria from the menu that is displayed after clicking the selection arrow next to the appropriate column heading. The totals above the amount columns also only include the filtered rows when a filter is applied to the sheet.

Average Inventory Cost Calculation

All the inventory valuation calculations in this template are based on an average cost calculation methodology. When you use the average cost basis for inventory valuation purposes, a revaluation of the appropriate stock item is required after each stock purchase. The revaluation is based on the stock quantity on hand at the time of the purchase, the average cost of stock on hand, the stock quantity that is purchased and the purchase price per unit that is charged by the appropriate supplier. The stock on hand at the time of the purchase is valued at the average cost that was calculated after the previous stock purchase and the stock quantity that is purchased is valued at the supplier invoice value (excluding sales tax if applicable) that relates to the particular stock code. This principle is best illustrated through an example. A company purchases 100 units of a product at a cost of $10.00 per unit. The supplier invoice value is therefore $1,000. The company then uses 50 units before purchasing another 100 units, this time at $20.00 per unit. The initial average cost is therefore $10.00 per unit and the stock on hand at the time of the next purchase is valued at $500.00 (50 units x $10.00 per unit). After purchasing additional stock, there are 150 units in stock that cost $2,500 (the remaining $500.00 plus the new supplier invoice of $2,000.00). The new average cost is therefore $16.67 per unit - the stock item in our example should therefore be valued at $16.67 per unit and all stock usage or adjustment transactions should be recorded at an average cost of $16.67 per unit.

Note: A common misconception of average cost is that it is calculated based on historic purchase prices and that it is therefore not a very accurate method of inventory valuation. As we illustrated in the above example, this is actually not the case. Previous stock purchases and the prices at which these stock purchase transactions occurred only influence the average cost calculation to the extent of the inventory quantities that are still on hand at the time of the next purchase. Under most circumstances, the inventory on hand is valued at a cost that consists mainly of the most recent purchase price resulting in a reasonably accurate valuation of inventory and also therefore accurate recording of cost of sales or inventory usage. Another important point to emphasize is that the average cost calculation will only be accurate if the stock quantity on hand at the time of the purchase is calculated accurately. As we mentioned before, the quantity on hand could be inaccurate if errors are made when recording stock usage or adjustment transactions. In order to identify possible errors, we have implemented conditional formatting in column K on the Purchases sheet to highlight all potential errors in red. If a cell in column K is therefore highlighted in red, you should investigate the most recent stock purchase, stock usage and stock adjustment transactions for the particular stock code in order to ensure that all transactions have been recorded accurately. If an error is not rectified, it could result in an inaccurate calculation of the appropriate average cost which in turn could result in an inaccurate cost of sales and gross profit calculation.

Inventory Usage
All inventory usage transactions should be recorded by entering the appropriate negative quantities on the Usage sheet. The user input that is required on this sheet includes the transaction date, transaction type, stock code, unit of measure, quantity used and the average cost.

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Excel Skills | Inventory Control Template | Usage Based


Instructions www.excel-skills.com

We recommend implementing a system whereby the inventory that is used on a daily basis is recorded independently and then recorded on this sheet at the end of the day or the beginning of the next day. There are significant benefits to controlling stock on a daily basis and the recording of daily stock usage forms an integral part of this process. If there are factors that result in daily stock usage measurement being impractical, this template can also be used to record and analyze weekly stock usage.

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Excel Skills | Inventory Control Template | Usage Based


Instructions www.excel-skills.com
Another (less effective) method of controlling inventory usage is to simply perform a physical stock count and to record the difference between the theoretical stock on hand and the stock count quantities as usage on the stock count date. If a system like this is followed, inventory usage is not recorded independently and the theoretical stock balance will therefore only consist of the stock quantities that have been purchased. The resulting stock variances therefore represent the inventory that has been used since the previous stock count. The disadvantage of using a stock count system to record usage is that there is no reference point for identifying stock items and areas which result in losses because the transaction cycle is in effect incomplete. It will therefore be extremely difficult to investigate and to explain inventory usage in excess of expectations. The recording of inventory usage on a regular basis (daily or weekly) enables users to calculate accurate theoretical stock balances which can be compared to physical count quantities. This system makes it a lot easier to identify and investigate problem stock items and areas and enables users to limit excess stock usage a lot more effectively. The following user input is required when recording inventory usage: Date: enter the usage date in column A. All dates should be entered in accordance with the regional date settings that are specified in the System Control Panel. We've added data validation to the cells in column A to ensure that only valid dates are entered in this column. If stock usage is recorded on a weekly basis, the last day that is included in the week should be entered in this column. Type: select the transaction type from the list box in column B. All stock usage transactions should be recorded as a "U" transaction type. Stock Code: select the appropriate stock code from the list box in column C. All stock codes need to be created on the StockCodes sheet before being available for selection. We recommend always having an up to date list of all stock codes available when recording transactions. The list box in column C only includes the stock codes (without descriptions) and you may therefore have to refer to the list of stock codes in order to select the appropriate stock code. Refer to the stock description that is displayed in column G to ensure that the correct stock code has been selected (this column contains a lookup formula). Invalid stock codes are highlighted in orange and indicate that the stock code that has been entered or copied into column C does not exist. UOM: select the appropriate unit of measure from the list box in column D. The list box only contains the unit of measure of the stock code that is selected in column C. Quantity: enter the quantity of stock that has been used as a negative value in column E. The usage quantity should be recorded in the unit of measure that is displayed in column D. If a usage transaction type is selected in column B and a positive value is entered in this column, the quantity will be highlighted in orange to indicate that all usage values should be entered as negative values. Once you replace the positive value with a negative value, the highlighting will be removed automatically. Average Cost: copy the calculated cost from column I and paste it as a value into column F. Note: The columns with a yellow column heading require user input and the columns with a light blue column heading contain formulas that should be copied for all new transactions that are entered on the Usage sheet. The Auto Filter feature has also been implemented on this sheet and enables users to only view transactions that comply with user defined filter criteria that are specified after clicking the selection arrow next to the column heading. The totals above the column headings are calculated based on the filtered data that is displayed on the sheet. The average cost for all usage transactions needs to be copied from the calculated cost in column I and pasted as values into column F. Ideally, we would have liked to automate this process but due to the complex nature of this calculation, the fact that an array formula would be the only method of calculating this cost accurately and the fact that this type of formula would slow down the calculations in this template significantly, we have decided that it would be a lot more practical to copy the calculated average cost from a cell that contains a standard Excel formula. Note: It is imperative that the average costs are pasted as values into column F. If you copy the formulas from the calculated costs in column I and paste these formulas into the average cost column, the average costs will not be accurate and could result in inaccuracies in all the other template calculations.

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Excel Skills | Inventory Control Template | Usage Based


Instructions www.excel-skills.com
The process of copying the average costs from a calculated column is not ideal because this process has to be repeated if there is any change in the average cost of a usage transaction. Changes to average cost calculations can be limited to a minimum by recording all inventory purchase, usage and adjustment transactions in an ascending date order. We recognize that this is not always practical and we have therefore implemented a control measure on the Usage sheet in order to highlight any rows where the calculated cost (in column I) and the average cost (in column F) differs.

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Excel Skills | Inventory Control Template | Usage Based


Instructions www.excel-skills.com
This control measure has been included in column K. This column contains a default text string ("ok") if the average cost agrees to the calculated cost. If the average cost and the calculated cost differ, an "error" text string will be displayed in column K and highlighted in red. This message can be removed by simply copying the calculated cost from column I and pasting the appropriate value into column F. Note that if multiple transactions that relate to the same stock code are affected, you may have to repeat the process more than once. Note: The average cost calculations that are included in this template will only be completely accurate if there are no error messages in column K on the Usage sheet. It is therefore imperative that users ensure that all errors are removed from this column. The quantity on hand calculation in column F also has a specific purpose. This calculation reflects the inventory quantity on hand for the particular stock code at the time of recording the stock usage transaction. We have added conditional formatting to this column to assist in identifying errors that may result from recording a usage transaction which results in the appropriate quantity being highlighted in red.

Note: A usage transaction may result in an error if the usage quantity that is entered in column E is greater than the quantity that is on hand at the time of recording the usage transaction. Under these circumstances, the appropriate quantity on hand will be highlighted in red and users need to investigate the reason for the usage quantity exceeding the quantity that is available. After rectifying the errors that may have resulted from previous transactions, the highlighting will be removed automatically. The amount that is calculated in column J represents the value of the inventory that has been used and recorded on the Usage sheet. This amount is calculated by multiplying the quantity in column E by the average cost in column F.

Inventory Adjustments

All inventory adjustments also need to be recorded on the Usage sheet. Inventory adjustments consist mainly of stock take variances but could also include manual adjustments that are required in order to correct the inventory balance of a particular stock item. Inventory adjustments are recorded in exactly the same way as inventory usage transactions, except for selecting an "A" transaction type in column B on the Usage sheet and being able to record both positive and negative inventory adjustments. Note that positive adjustments increase the stock on hand, while negative adjustments decrease the stock on hand. Stock Count Variances All stock count variances should be recorded on the Usage sheet based on the stock variances that are calculated on the StockCount sheet. Positive quantity variances result in an increase in the appropriate stock item's theoretical quantity on hand, while negative quantity variances result in a decrease in the appropriate stock item's theoretical quantity on hand (thereby effectively writing off the particular stock variance). Stock adjustments that result from a stock take can be recorded on the Usage sheet by copying the appropriate count date into column A, selecting the "A" transaction type in column B, copying the appropriate stock codes and units of measure from the StockCount sheet, copying the appropriate adjustment quantities from column I on the StockCount sheet and copying the calculated cost in column I on the Usage sheet to the average cost column (column F).

Stock Count
The StockCount sheet can be used to record stock count quantities, compare the quantities counted to theoretical stock quantities, calculate and review stock quantity variances and compare a theoretical stock valuation to a stock count valuation. This stock count feature only requires limited user input - simply enter the appropriate stock count date in cell J1, copy the stock codes that need to be included in the stock count into column A and record the quantities counted in column D. A stock variance report is automatically compiled from the information that is entered by the user. Note: The columns with a yellow column heading require user input and the columns with a light blue column heading contain formulas that should be copied for all the stock codes that are included on the StockCount sheet.

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Excel Skills | Inventory Control Template | Usage Based


Instructions www.excel-skills.com
The StockCount sheet can be prepared for a stock count by copying the stock codes that you want to include in the stock count from the StockCodes sheet and pasting the stock codes into column A. All the formulas in the columns with a light blue column heading then need to be copied from one of the existing rows and pasted into all the rows that contain a stock code. The counted quantities in column D then need to be replaced by a nil value.

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Excel Skills | Inventory Control Template | Usage Based


Instructions www.excel-skills.com
The calculation of all theoretical stock balances is based on the stock count date that is entered in cell J1. All the transactions that are recorded on the Purchases and Usage sheets and dated on or before this date are included in the theoretical stock balances. It is therefore imperative that you specify the correct stock count date in cell J1, otherwise the stock variance report will not be calculated accurately. After preparing the StockCount sheet for the stock count, the stock quantities that are counted need to be recorded in column D. All the stock quantity and value variance calculations will be updated automatically and can then be reviewed and recounted until you are satisfied that the physical stock count has been performed and recorded accurately. The stock count variances can then be copied to the Usage sheet and recorded as stock adjustment transactions in order to adjust the theoretical stock quantities to the quantities that have been counted. Note: After copying the stock count variances to the Usage sheet and recoding the appropriate stock adjustment transactions, the theoretical stock quantities on the StockCount sheet are automatically updated and all the stock variances should be nil. If you therefore want to print a stock variance report for recordkeeping purposes, you should do so before recording the stock adjustment entries on the Usage sheet.

If stock items are received from a supplier on the day of the stock count, you should consider whether these items will be included in the physical stock count. If the items are not going to be counted, you should not record the purchase transaction before the stock count has been completed and these stock items should also not be included in the physical stock count. Proper cut off also needs to be applied to stock usage transactions. Stock usage transactions should be recorded for all the stock items that have been used before the physical stock count commences in order to ensure that all stock variances are calculated accurately. Note: The same stock count procedures can be followed for cycle counts (counts where only a selected few stock items are physically counted). Only the appropriate stock codes then need to be added to the StockCount sheet, but you still have to ensure that proper cut off is applied for all cycle counts (all the appropriate purchase and usage transactions must be recorded before the physical stock count commences). Note: If you change the count date in cell J1, the theoretical stock balances will also change based on the date that is entered. All the transactions that have been recorded on the Purchases and Usage sheets and dated on or before the count date will be included in the theoretical stock balance calculation.

Sales
All inventory related sales amounts need to be recorded on the Sales sheet in order to facilitate a comparison between sales and cost of sales (inventory usage) and the calculation of gross profit amounts and percentages. We recommend recording sales values on a daily basis but note that you will only be able to calculate and analyze gross profit amounts and percentages on a daily basis if daily stock usage transactions are recorded on the Usage sheet.

Note: The layout of the Sales sheet can be amended if you want to align the columns with data from another Excel template or data source but the existing columns should not be deleted because this may result in errors in the template calculations.

Profitability Report
The Profitability sheet includes an automated calculation of sales, cost of sales and gross profits that can be compiled for any user defined date range by simply entering the appropriate "From" and "To" dates in cells E3 and E4. The sales amounts are calculated based on the sales values that are recorded on the Sales sheet and the cost of sales amounts are calculated based on the inventory usage and adjustment transactions that are recorded on the Usage sheet. The sales analysis on the Profitability sheet is automatically compiled for the date range between the "From" and "To" date, a month-to-date and year-to-date period that is determined by the "To" date and a daily date range that is also determined by the "To" date.

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Excel Skills | Inventory Control Template | Usage Based


Instructions www.excel-skills.com
Note: If you therefore delete the contents of the "To" date cell, all the cells that are included on the Profitability sheet will contain a nil value.

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Excel Skills | Inventory Control Template | Usage Based


Instructions www.excel-skills.com Roll Forward
This template can rolled forward for subsequent periods if the automatic calculation feature that is included in the Excel application becomes too slow because of the number of transactions that have been added to the template. We recommend completing the following steps in order to roll the template forward: Save a copy of the template under a new file name. Delete all the inventory purchase, usage and adjustment transactions from the Purchases and Usage sheets in the new file but make sure that you retain the formulas in the calculated columns on these sheets in at least one row. Clear the "From" and "To" dates from the StockCodes sheet in the existing template to ensure that all transactions are included in the inventory quantity on hand and valuation columns. Copy the quantities on hand from column F on the StockCodes sheet in the existing template and paste these quantities into column D (opening quantities) on the StockCode sheet in the new template. Copy the average costs from column G on the StockCodes sheet in the existing template and paste these values into column E (opening cost) on the StockCode sheet in the new template. Make sure that the inventory valuations in column H in both templates agree. All future transactions can now be recorded in the new version of the template and the old version can be retained if you want to refer back to historical inventory transactions.

Template Settings
The functionality that has been included in this template uses data validation, conditional formatting and named cell ranges in order to validate all user input and to produce the reports that form part of this template. Most of the formulas that are used in this template are based on named cell ranges that include the first 1,000 rows on the Purchases and Usage sheets. When the number of transactions that you've recorded on these sheets reaches this limit, you will therefore have to extend the default number of rows in order to include all transactions in the template calculations. The named cell ranges can be extended by accessing the main Insert menu, selecting Name, and selecting Define in order to open the Define Name dialog box. The calculations that include the transactions on the Purchases and Usage sheets are all based on the "Records" named range. This named cell range includes a default value of 1,000 - you can therefore extend the number of transactions that are included in the template calculations by simply entering a new value for this named range and clicking the OK button. The data validation and conditional formatting features that are used to validate user input on the Purchases and Usage sheets have been implemented in the first 1,000 rows on these sheets. Before you reach this limit, you can simply copy one of the blank rows before row 1,000 and paste the cells in this row into the required number of rows. This action will copy all the data validation and conditional formatting features to the target cell range. After recording a significant number of transactions (around 2,000), you may notice that the automatic calculations that the Excel application performs result in a delay when updating cells. This occurrence is subject to the processing speed of the user's system and some users may therefore never notice any delay when updating cell values. If you do experience a calculation delay, we recommend closing all other Excel files when working with this template or creating a new version of this template by following the steps that are listed under the Roll Forward section of these instructions.

Help & Customization


If you experience any difficulty while using this template and you are not able to find the appropriate guidance in these instructions, please e-mail us at support@excel-skills.com for assistance. This template has been designed with flexibility in mind to ensure that it can be used in most business environments. If however you need an Excel based template that is customized specifically for your business requirements, please e-mail our Support function and provide a brief explanation of your requirements.

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Stock Codes
Set-up and Reporting www.excel-skills.com Stock Stock Code Description PM2000 Plastic Wrap PM2005 Labels PM2015 Boxes RM1000 Meat RM1005 Bread Rolls RM1010 Lettuce RM1020 Gurkins RM1025 Onions Opening Quantity 2.00 1.00 600.00 300.00 50.00 10.00 10.00 15.00 Opening Cost 20.00 350.00 1.20 50.00 36.00 5.00 8.00 10.00
From Date To Date 28,522.32 Inventory Valuation 174.60 18.38 27,883.00 417.44 5.07 14.50 9.33 18,190.00 Opening Value 40.00 350.00 720.00 15,000.00 1,800.00 50.00 80.00 150.00 200,165.60 Purchases Amount 700.00 5,420.00 4,560.00 175,160.00 13,080.00 336.00 213.60 696.00 (189,833.27)

UOM Rolls 1000 Units Kg Dozen Kg Kg Kg

Quantity on Hand Average Cost 8.50 20.54 18.00 1.02 600.00 46.47 10.00 41.74 1.00 5.07 2.00 7.25 1.00 9.33

Opening Quantity 2.00 1.00 600.00 300.00 50.00 10.00 10.00 15.00

Purchases Quantity 34.00 14.00 4,400.00 3,760.00 314.00 64.00 26.00 74.00

Usage Quantity (27.50) (15.00) (4,982.00) (3,460.00) (354.00) (73.00) (34.00) (88.00)

Usage Amount (565.40) (5,770.00) (5,261.62) (162,277.00) (14,462.56) (380.93) (279.10) (836.67)

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Stock Purchases
Record Inventory Purchase Transactions
www.excel-skills.com 200,165.60

Purchase Date
7/7/2013 7/7/2013 7/7/2013 7/7/2013 7/7/2013 7/7/2013 7/7/2013 7/7/2013 7/14/2013 7/14/2013 7/14/2013 7/14/2013 7/14/2013 7/14/2013 7/14/2013 7/14/2013 7/21/2013 7/21/2013 7/21/2013 7/21/2013 7/21/2013 7/21/2013 7/21/2013 7/21/2013 7/28/2013 7/28/2013 7/28/2013 7/28/2013 7/28/2013 7/28/2013 7/28/2013 7/28/2013 8/4/2013 8/4/2013 8/4/2013 8/4/2013 8/4/2013 8/4/2013 8/4/2013 8/4/2013 8/11/2013 8/11/2013 8/11/2013 8/11/2013 8/11/2013 8/11/2013 8/11/2013 8/11/2013

Supplier
XY Packaging QS Printers ABC Packaging WW Butchery Aurora Bakery Fruit & Veg Fruit & Veg Fruit & Veg XY Packaging QS Printers ABC Packaging WW Butchery Aurora Bakery Fruit & Veg Fruit & Veg Fruit & Veg XY Packaging QS Printers ABC Packaging WW Butchery Aurora Bakery Fruit & Veg Fruit & Veg Fruit & Veg XY Packaging QS Printers ABC Packaging WW Butchery Aurora Bakery Fruit & Veg Fruit & Veg Fruit & Veg XY Packaging QS Printers ABC Packaging WW Butchery Aurora Bakery Fruit & Veg Fruit & Veg Fruit & Veg XY Packaging QS Printers ABC Packaging WW Butchery Aurora Bakery Fruit & Veg Fruit & Veg Fruit & Veg

Invoice Number
IN0009 76868 INV999 5765765 67887 IN0009 76868 INV999 IN0009 76868 INV999 5765765 67887 IN0009 76868 INV999 IN0009 76868 INV999 5765765 67887 IN0009 76868 INV999 IN0009 76868 INV999 5765765 67887 IN0009 76868 INV999 IN0009 76868 INV999 5765765 67887 IN0009 76868 INV999 IN0009 76868 INV999 5765765 67887 IN0009 76868 INV999

Stock Code
PM2000 PM2005 PM2015 RM1000 RM1005 RM1010 RM1020 RM1025 PM2000 PM2005 PM2015 RM1000 RM1005 RM1010 RM1020 RM1025 PM2000 PM2005 PM2015 RM1000 RM1005 RM1010 RM1020 RM1025 PM2000 PM2005 PM2015 RM1000 RM1005 RM1010 RM1020 RM1025 PM2000 PM2005 PM2015 RM1000 RM1005 RM1010 RM1020 RM1025 PM2000 PM2005 PM2015 RM1000 RM1005 RM1010 RM1020 RM1025

UOM
Rolls 1000 Units Kg Dozen Kg Kg Kg Rolls 1000 Units Kg Dozen Kg Kg Kg Rolls 1000 Units Kg Dozen Kg Kg Kg Rolls 1000 Units Kg Dozen Kg Kg Kg Rolls 1000 Units Kg Dozen Kg Kg Kg Rolls 1000 Units Kg Dozen Kg Kg Kg

Quantity
5.00 2.00 700.00 400.00 45.00 11.00 9.00 20.00 6.00 2.00 600.00 600.00 40.00 10.00 2.00 15.00 4.00 2.00 500.00 500.00 40.00 7.00 1.00 1.00 2.00 1.00 400.00 380.00 32.00 4.00 1.00 1.00 5.00 2.00 700.00 400.00 45.00 11.00 9.00 20.00 6.00 2.00 600.00 600.00 40.00 10.00 2.00 15.00

Invoice Total

Stock Description

Purchase Price per Unit


21.00 375.00 1.00 54.40 40.00 5.36 8.33 9.50 20.83 375.00 0.99 40.53 45.00 4.90 8.00 9.33 19.50 400.00 1.19 46.40 40.00 6.00 12.00 9.00 21.00 410.00 0.98 48.16 41.88 4.50 3.80 9.00 21.00 375.00 1.00 54.40 40.00 5.36 8.33 9.50 20.83 375.00 0.99 40.53 45.00 4.90 8.00 9.33

Quantity: On Hand
2.00 1.00 600.00 300.00 50.00 10.00 10.00 15.00 5.89 2.47 773.68 450.00 51.14 15.44 13.74 24.47 9.89 3.47 738.68 700.00 35.14 17.44 12.74 29.47 10.89 3.47 618.68 800.00 25.14 12.44 6.74 16.47 5.00 210.00 500.00 4.00 4.00 3.00 8.89 1.47 383.68 650.00 5.14 9.44 3.74 12.47

Average Cost: Average Cost: Price Variance Previous New Price Variance %
20.00 350.00 1.20 50.00 36.00 5.00 8.00 10.00 20.72 366.67 1.09 52.52 37.90 5.19 8.16 9.72 20.78 370.40 1.05 45.67 41.01 5.07 8.14 9.57 20.41 381.22 1.10 45.98 40.47 5.34 8.42 9.55 20.50 1.06 46.68 41.25 5.12 9.53 20.75 375.00 1.02 50.11 40.12 5.30 8.34 9.51 20.71 366.67 1.09 52.51 37.89 5.19 8.16 9.71 20.78 370.40 1.05 45.67 41.02 5.08 8.14 9.57 20.41 381.22 1.11 45.97 40.47 5.34 8.42 9.55 20.50 387.66 1.05 46.68 41.26 5.14 7.82 9.52 20.75 375.00 1.01 50.11 40.10 5.30 8.33 9.50 20.78 375.00 1.00 45.51 44.44 5.09 8.22 9.41 -1.00 -25.00 0.20 -4.40 -4.00 -0.36 -0.33 0.50 -0.11 -8.33 0.10 11.99 -7.10 0.29 0.16 0.39 1.28 -29.60 -0.14 -0.73 1.01 -0.93 -3.86 0.57 -0.59 -28.78 0.13 -2.18 -1.41 0.84 4.62 0.55 -0.50 0.06 -7.72 1.25 -0.24 0.03 -0.08 0.03 9.58 -4.88 0.40 0.34 0.18 -5.0% -7.1% 16.7% -8.8% -11.1% -7.3% -4.2% 5.0% -0.5% -2.3% 9.0% 22.8% -18.7% 5.6% 2.0% 4.0% 6.2% -8.0% -13.3% -1.6% 2.5% -18.3% -47.4% 6.0% -2.9% -7.5% 11.4% -4.7% -3.5% 15.7% 54.9% 5.8% -2.4% 0.0% 5.7% -16.5% 3.0% -4.8% 0.0% 0.3% -0.4% 0.0% 2.8% 19.1% -12.2% 7.5% 4.1% 1.9%

105.00 Plastic Wrap 750.00 Labels 700.00 Boxes 21,760.00 Meat 1,800.00 Bread Rolls 59.00 Lettuce 75.00 Gurkins 190.00 Onions 125.00 Plastic Wrap 750.00 Labels 595.00 Boxes 24,320.00 Meat 1,800.00 Bread Rolls 49.00 Lettuce 16.00 Gurkins 140.00 Onions 78.00 Plastic Wrap 800.00 Labels 595.00 Boxes 23,200.00 Meat 1,600.00 Bread Rolls 42.00 Lettuce 12.00 Gurkins 9.00 Onions 42.00 Plastic Wrap 410.00 Labels 390.00 Boxes 18,300.00 Meat 1,340.00 Bread Rolls 18.00 Lettuce 3.80 Gurkins 9.00 Onions 105.00 Plastic Wrap 750.00 Labels 700.00 Boxes 21,760.00 Meat 1,800.00 Bread Rolls 59.00 Lettuce 75.00 Gurkins 190.00 Onions 125.00 Plastic Wrap 750.00 Labels 595.00 Boxes 24,320.00 Meat 1,800.00 Bread Rolls 49.00 Lettuce 16.00 Gurkins 140.00 Onions
Page 15 of 17

Stock Purchases
Record Inventory Purchase Transactions
www.excel-skills.com 200,165.60

Purchase Date
8/18/2013 8/18/2013 8/18/2013 8/18/2013 8/18/2013 8/18/2013 8/18/2013 8/18/2013 8/25/2013 8/25/2013 8/25/2013 8/25/2013 8/25/2013 8/25/2013 8/25/2013 8/25/2013

Supplier
XY Packaging QS Printers ABC Packaging WW Butchery Aurora Bakery Fruit & Veg Fruit & Veg Fruit & Veg XY Packaging QS Printers ABC Packaging WW Butchery Aurora Bakery Fruit & Veg Fruit & Veg Fruit & Veg

Invoice Number
IN0009 76868 INV999 5765765 67887 IN0009 76868 INV999 IN0009 76868 INV999 5765765 67887 IN0009 76868 INV999

Stock Code
PM2000 PM2005 PM2015 RM1000 RM1005 RM1010 RM1020 RM1025 PM2000 PM2005 PM2015 RM1000 RM1005 RM1010 RM1020 RM1025

UOM
Rolls 1000 Units Kg Dozen Kg Kg Kg Rolls 1000 Units Kg Dozen Kg Kg Kg

Quantity
4.00 2.00 500.00 500.00 40.00 7.00 1.00 1.00 2.00 1.00 400.00 380.00 32.00 4.00 1.00 1.00

Invoice Total

Stock Description

Purchase Price per Unit


19.50 400.00 1.19 46.40 40.00 6.00 12.00 9.00 21.00 410.00 0.98 48.16 41.88 4.50 3.80 9.00

Quantity: On Hand
12.89 2.47 348.68 900.00 3.14 11.44 2.74 17.47 13.89 2.47 228.68 1,000.00 3.14 6.44 1.74 4.47

Average Cost: Average Cost: Price Variance Previous New Price Variance %
20.78 375.00 1.01 45.51 44.50 5.10 8.22 9.41 20.48 386.18 1.13 45.83 40.30 5.44 9.23 9.40 20.48 386.19 1.12 45.83 40.33 5.44 9.23 9.39 20.55 393.04 1.03 46.47 41.73 5.08 7.25 9.33 1.28 -25.00 -0.18 -0.89 4.50 -0.90 -3.78 0.41 -0.52 -23.82 0.16 -2.33 -1.58 0.94 5.43 0.40 6.2% -6.7% -17.8% -2.0% 10.1% -17.6% -46.0% 4.4% -2.5% -6.2% 13.7% -5.1% -3.9% 17.3% 58.8% 4.3%

78.00 Plastic Wrap 800.00 Labels 595.00 Boxes 23,200.00 Meat 1,600.00 Bread Rolls 42.00 Lettuce 12.00 Gurkins 9.00 Onions 42.00 Plastic Wrap 410.00 Labels 390.00 Boxes 18,300.00 Meat 1,340.00 Bread Rolls 18.00 Lettuce 3.80 Gurkins 9.00 Onions

Page 16 of 17

Stock Usage & Adjustments


Record Inventory Usage Transactions & Inventory Adjustments
www.excel-skills.com (189,833.27)

Date
7/9/2013 7/9/2013 7/9/2013 7/9/2013 7/9/2013 7/9/2013 7/9/2013 7/9/2013 7/16/2013 7/16/2013 7/16/2013 7/16/2013 7/16/2013 7/16/2013 7/16/2013 7/16/2013 7/23/2013 7/23/2013 7/23/2013 7/23/2013 7/23/2013 7/23/2013 7/23/2013 7/23/2013 7/30/2013 7/30/2013 7/30/2013 7/30/2013 7/30/2013 7/30/2013 7/30/2013 7/30/2013 7/31/2013

Type
U U U U U U U U U U U U U U U U U U U U U U U U U U U U U U U U A

Stock Code
PM2000 PM2005 PM2015 RM1000 RM1005 RM1010 RM1020 RM1025 PM2000 PM2005 PM2015 RM1000 RM1005 RM1010 RM1020 RM1025 PM2000 PM2005 PM2015 RM1000 RM1005 RM1010 RM1020 RM1025 PM2000 PM2005 PM2015 RM1000 RM1005 RM1010 RM1020 RM1025 PM2000

UOM
Rolls 1000 Units Kg Dozen Kg Kg Kg Rolls 1000 Units Kg Dozen Kg Kg Kg Rolls 1000 Units Kg Dozen Kg Kg Kg Rolls 1000 Units Kg Dozen Kg Kg Kg Rolls

Quantity
-1.11 -0.53 -526.32 -250.00 -43.86 -5.56 -5.26 -10.53 -2.00 -1.00 -635.00 -350.00 -56.00 -8.00 -3.00 -10.00 -3.00 -2.00 -620.00 -400.00 -50.00 -12.00 -7.00 -14.00 -7.00 -4.00 -800.00 -620.00 -50.00 -12.00 -7.00 -14.00 -0.89

Average Cost

Stock Description

Quantity on Hand
7.00 3.00 1,300.00 700.00 95.00 21.00 19.00 35.00 11.89 4.47 1,373.68 1,050.00 91.14 25.44 15.74 39.47 13.89 5.47 1,238.68 1,200.00 75.14 24.44 13.74 30.47 12.89 4.47 1,018.68 1,180.00 57.14 16.44 7.74 17.47 5.89

Calculated Cost
20.71 366.67 1.09 52.51 37.89 5.19 8.16 9.71 20.77 370.39 1.05 45.67 41.02 5.08 8.14 9.57 20.41 381.22 1.11 45.97 40.47 5.34 8.42 9.55 20.50 387.66 1.05 46.68 41.26 5.14 7.82 9.52 20.50

Amount
(22.99) (194.34) (573.69) (13,127.50) (1,661.86) (28.86) (42.92) (102.25) (41.54) (370.39) (666.75) (15,984.50) (2,297.12) (40.64) (24.42) (95.70) (61.23) (762.44) (688.20) (18,388.00) (2,023.50) (64.08) (58.94) (133.70) (143.50) (1,550.64) (840.00) (28,941.60) (2,063.00) (61.68) (54.74) (133.28) (18.25)

Control
ok ok ok ok ok ok ok ok ok ok ok ok ok ok ok ok ok ok ok ok ok ok ok ok ok ok ok ok ok ok ok ok ok

20.71 Plastic Wrap 366.67 Labels 1.09 Boxes 52.51 Meat 37.89 Bread Rolls 5.19 Lettuce 8.16 Gurkins 9.71 Onions 20.77 Plastic Wrap 370.39 Labels 1.05 Boxes 45.67 Meat 41.02 Bread Rolls 5.08 Lettuce 8.14 Gurkins 9.57 Onions 20.41 Plastic Wrap 381.22 Labels 1.11 Boxes 45.97 Meat 40.47 Bread Rolls 5.34 Lettuce 8.42 Gurkins 9.55 Onions 20.50 Plastic Wrap 387.66 Labels 1.05 Boxes 46.68 Meat 41.26 Bread Rolls 5.14 Lettuce 7.82 Gurkins 9.52 Onions 20.50 Plastic Wrap
Page 17 of 17