Daily operations · Excel
Shelter supply inventory and donation needs spreadsheet
Free Excel inventory workbook for shelter supplies, physical stock counts, reorder thresholds, and donation needs. Includes a stocktake sheet and towel example.
Made to customize. Change the wording, add your shelter’s details, and share with your team. No account needed.
Supply inventory workbook
An editable inventory, towel example, and printable stocktake sheet in one Excel file.
Make your first copy
- Replace item names, units, locations, thresholds, and target quantities in the amber cells.
- Use one row per item and location. Enter a physical count of 0 when there is none; leave it blank if uncounted.
- The printable Stocktake sheet follows the 25 inventory rows. For another storage area, use a separate copy.
Word and Excel files are editable and unlocked. PDFs are print copies. Save a master, then use a separate working copy.
Use this workbook to compare expected supplies with a physical stock count, then calculate what needs replenishing. Choose one unit for each item, such as individual towels or boxes of gloves, so use, deliveries, and donation requests stay comparable. It tracks supplies and quantities, not donor records or donation receipts.
How to use it
- Enter the item, unit, storage location, and opening stock for your chosen period.
- Record received and used quantities. The workbook calculates expected closing stock; enter a physical count to expose differences.
- Set your own reorder threshold and target stock. Donation need uses the physical count when present, otherwise the expected stock, and shows which basis was used.
- Use the printable stocktake sheet to count shelves. Resolve differences before sharing a donation request; add accepted sizes, condition, and delivery instructions.
FICTIONAL EXAMPLE
Request the quantity you actually need
- Bath towels, individual
- 30 opening + 10 received − 18 used = 22 expected.
- Stocktake
- 20 physically counted; difference −2 to investigate.
- Donation request
- Threshold 24, target 40: request 20 towels based on the physical count. Confirm accepted condition and drop-off arrangements.
What the terms mean
- Reorder threshold
- The stock level at or below which your team reviews replenishment.
- Target stock
- Your chosen replenishment level, which can differ from the threshold.
- Stock difference
- Physical count minus expected closing stock. Investigate differences rather than overwriting the calculation.
Adapt it to your shelter
Choose thresholds using your actual consumption, storage, and delivery times. Keep donation requests aligned with what the shelter can accept and store. This workbook is for supplies, not resident property or medication records.
Published by ShelterCurrent · Web guidance updated .
Downloads prepared September 8, 2026 · Version 1.1.
Original ShelterCurrent stock-control worksheet. Thresholds are chosen by your team.
Carry supply follow-up into the next shift
Keep this workbook for stock counts and donation needs. When a shortage affects the next shift, make the follow-up and responsible person clear in your handoff routine.
Explore the ShelterCurrent demo with fictional data. No account is required.