Free Excel template · Excel for medical office

Free medical office supply inventory template

Q: How do I calculate a reorder point in Excel?

A common approach is reorder point = weekly use x (lead time in weeks + safety weeks). This template does the same check in weeks: it flags an item when the weeks of stock left are at or below lead time plus your buffer.

Q: How do I round up to a whole box in Excel?

Divide the units you need by the units per box and wrap it in ROUNDUP with 0 decimals: =ROUNDUP(780/100,0) gives 8. ROUNDUP always rounds away from zero, so you never under-order.

Q: Can I track supplies for more than one location?

Yes. Make a copy of the sheet for each location (right-click the tab > Move or Copy > Create a copy), or add a Location column and total each one with SUMIF.

For office managers who order gloves, table paper, gowns and paper goods for a clinic or dental office. Count what is on the shelf in units, log how many you use in a typical week, and the template tells you how many weeks you have left, flags anything that will run out before the next delivery arrives, and works out how many whole boxes or cases to order.

cellwise-medical-office-supply-inventory.xlsxExcel workbook · 4.9 KB · works in Excel, Google Sheets, Numbers and LibreOffice · no signup

Download free template

Preview and try it

This is the template's sheet, calculated by the same engine as the Cellwise app. Change any number to see the formulas react before you download.

	A	B	C	D	E	F	G	H	I	J
1	Item	Units per pack	On hand (units)	Used per week	Lead time (weeks)	Weeks left	Status	Packs to order	Cost per pack	Order cost
2	Nitrile exam gloves, M (box of 100)	100	640	260	1	2.5	OK	0	9.8	0
3	Nitrile exam gloves, L (box of 100)	100	300	180	1	1.7	Reorder	8	9.8	78.4
4	Exam table paper (case of 12 rolls)	12	14	6	2	2.3	Reorder	2	54	108
5	Disposable patient gowns (case of 50)	50	120	45	2	2.7	Reorder	3	38.5	115.5
6	Ear-loop face masks (box of 50)	50	400	90	1	4.4	OK	0	6.25	0
7	Specimen cups (case of 100)	100	85	30	2	2.8	Reorder	1	31	31
8	Sterilization pouches (box of 200)	200	900	150	1	6	OK	0	12.4	0
9	Patient bibs (case of 500)	500	350	220	1	1.6	Reorder	2	29.95	59.9
10	Printer paper (case of 10 reams)	10	18	5	1	3.6	OK	0	42	0
11	Appointment reminder cards (pack of 250)	250	60	75	2	0.8	Reorder	2	18	36
12
13
14	Safety buffer (weeks)		1
15	Order up to (weeks of use)		6
16
17	Items to reorder		6
18	Total order cost		428.8
19	Runs out first		Appointment reminder cards (pack of 250)

How the formulas work

Weeks of stock left

F2=IF(D2>0,ROUND(C2/D2,1),"")

Units on hand divided by units used per week. 640 gloves at 260 a week is 2.5 weeks. Count in units, not boxes, so a half-used box still counts. The IF leaves the cell empty when you have not logged weekly use yet, instead of showing #DIV/0!.

Reorder when stock will not outlast the delivery

G2=IF(F2="","No use logged",IF(F2<=E2+$C$14,"Reorder","OK"))

A fixed reorder number ignores how long the supplier takes. This flag compares weeks left with the lead time plus a safety buffer (C14). Table paper has 2.3 weeks left but takes 2 weeks to arrive, so with a 1-week buffer it is flagged now, not when the shelf is empty.

Order in whole boxes with ROUNDUP

H2=IF(G2="Reorder",ROUNDUP(MAX(0,$C$15*D2-C2)/B2,0),0)

The template orders enough to bring you up to C15 weeks of use. 6 weeks of large gloves is 1,080; you have 300, so you need 780 gloves, which is 7.8 boxes. ROUNDUP turns that into 8, because you cannot order 0.8 of a box. ROUND would give 8 here too, but would round 7.3 down to 7 and leave you short.

Find what runs out first

C19=INDEX(A2:A11,MATCH(MIN(F2:F11),F2:F11,0))

MIN finds the smallest weeks-left value and MATCH finds its row; INDEX returns the item name. In the sample it is the appointment reminder cards, with under a week left.

Make it yours

Count on the same day each week, and update Used per week from a few weeks of counts (last count minus this count, plus anything received) rather than a guess.
Use units in the On hand column even for things you buy by the case: 14 rolls of table paper, not 1.17 cases. The pack size in column B does the conversion.
Raise the safety buffer in C14 before flu season or holidays, when use goes up and deliveries slow down.
Add an item by inserting a row inside the list (above row 11) and copying the formulas in F, G, H and J down; the totals pick it up automatically.

FAQ

How do I calculate a reorder point in Excel?

A common approach is reorder point = weekly use x (lead time in weeks + safety weeks). This template does the same check in weeks: it flags an item when the weeks of stock left are at or below lead time plus your buffer.

How do I round up to a whole box in Excel?

Divide the units you need by the units per box and wrap it in ROUNDUP with 0 decimals: =ROUNDUP(780/100,0) gives 8. ROUNDUP always rounds away from zero, so you never under-order.

Can I track supplies for more than one location?

Yes. Make a copy of the sheet for each location (right-click the tab > Move or Copy > Create a copy), or add a Location column and total each one with SUMIF.

Functions used

Related guides

More free templates

Updated November 2, 2026