Medical Supplies Inventory

Who this is for

A count of the treatment room cupboard, batch by batch. Every line carries its batch or lot number and its expiry date, and the days remaining and the value held are worked out as you fill it in.

Practice and clinic managers, first aid coordinators, care home staff and anyone responsible for a cupboard of dated consumables that must not be allowed to lapse.

What this helps you track

• What consumables are held, in which cupboard or room
• The batch or lot number against each line, for traceability if one is recalled
• The expiry date and how many days are left from today
• The quantity held and its value at your own cost per unit
• Who counted and when, so the next check knows where to start

How to use it

1. Write the site, the room or cupboard being counted, who is counting and the date.
2. List one line per product and pack size. Where a product is held in two batches with different dates, give each batch its own line.
3. Copy the batch or lot number and the expiry date from the packaging, not from memory — these are the details asked for if a product is recalled.
4. Enter the quantity held and your cost per unit. The days-remaining figure, the line value, the totals and the summary are worked out in the browser and the workbook.
5. Work down the days-remaining column and pull anything close to its date. Follow your own organisation's disposal procedure for what comes off the shelf.
6. Sign and date the sheet, and file it with your other checks so a pattern of counts can be shown.

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

Does the sheet tell me when to reorder or what to hold?

No. Stock levels, reorder points and what a cupboard should contain are set by your own service and the rules where you are. The sheet records what is actually there and when it expires.

How does the days-remaining column work?

It counts the days between today and the expiry date you entered, so it changes each time the browser version or the workbook is opened. On the printed sheet the column is written in by hand at the time of counting.

Why one line per batch?

Because a batch is what gets recalled and an expiry date belongs to a batch, not to a product. Two batches on one line means one of the two dates is lost.

Is this a controlled drugs register?

No, and it should not be used as one. A controlled drugs record has its own required format and handling rules where you are; this sheet is for general consumables and equipment.