Machine Spare Parts Inventory

Who this is for

The spares store counted and priced. Each line carries the part number, the machine it belongs to and the shelf it sits on, so a breakdown at three in the morning is a lookup rather than a search.

Maintenance engineers, storekeepers and production supervisors who keep critical spares on site and need to know what is held, what it is worth and what has run down since the last count.

What this helps you track

• The part number, description and supplier reference for every spare held
• Which machine or line each part fits, so the right one is picked first time
• The bin, rack or shelf it is stored on
• The value tied up in the spares store at the cost per part you enter
• Lines that have fallen below the minimum you decided to hold

How to use it

1. Fill the header with the site, the store being counted, who is counting and the date.
2. Work along the racking and write one line per part number. Copy the part number exactly as the manufacturer prints it — a transposed digit is a wrong delivery.
3. Name the machine or line each part belongs to. Where a part fits several machines, list the main one and note the others at the foot.
4. Enter the minimum quantity you have decided to hold for that part. The sheet supplies no figure — it is set by how long the part takes to arrive and what a stoppage costs you.
5. Enter the cost per part from your last purchase order; line value, the totals and the summary are worked out in the browser and the workbook.
6. Order against the lines flagged below minimum, and file the sheet with the maintenance records so the next count starts from something.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

What goes in the minimum column?

Your own figure, not ours. It depends on the lead time from your supplier and how badly the machine is needed. The flag column simply compares the count against whatever number you write.

How does the flag column work?

It shows 1 when the quantity counted is below the minimum you entered, and 0 otherwise. The summary adds that column up, so the number of lines needing attention is on the sheet without a second pass.

Should consumables go on here?

Only if you hold them as spares. Oils, filters and fixings bought by the box usually belong on a consumables sheet; this one is for the parts that stop a machine when they are missing.

What about parts fitted during the year?

Reduce the count when you take one off the shelf, or re-count at fixed points and let the sheet show the difference. Note the machine and date of any part fitted in the notes area so the usage pattern is visible next time.