Hotel Amenity Inventory Spreadsheet Free Excel Template for 2026

How to use the template

1. Review the Instructions worksheet

Start with the workbook purpose and recommended workflow. The sheet also contains the lists used for categories, units of measure, movement types, departments, storage locations, and Yes or No values.

2. Set the Dashboard assumptions

Review the editable management settings before entering regular activity. The Dashboard includes a standard count interval, count warning lead time, high-value item threshold, low-stock alert percentage, and replenishment-list limit. Adjust these values to match the property's operating policies; they are not presented as legal requirements.

3. Build the amenity master list

On Amenity Inventory, enter a unique Amenity ID and complete the applicable item fields. These include category, item name, unit of measure, storage location, preferred supplier, supplier item number, unit cost, opening quantity, par level, reorder point, last physical count, active status, and notes.

Use a consistent unit for each item. For example, if shampoo is stocked by the case, opening quantity, movement quantity, par level, and reorder point should all represent cases. This keeps calculated on-hand inventory meaningful.

4. Record every stock movement

Add each receipt, issue, adjustment increase, or adjustment decrease as a separate row on Stock Movements. Enter quantities as positive numbers. The Signed Quantity formula applies the appropriate positive or negative direction based on movement type.

• Use the Amenity ID associated with the master inventory record.
• Add the movement date, quantity, department, and storage location.
• Use reference number, entered by, and notes fields when useful for internal follow-up.
• Enter Unit Cost Used when a transaction-specific cost is needed; otherwise, the extended-value formula references the unit cost in Amenity Inventory.

5. Review replenishment and count priorities

Use the Dashboard to review reorder priorities, out-of-stock items, overdue counts, high-value active items, total units on hand, current inventory value, and the estimated reorder cost. After a physical count, update Last Physical Count and enter any approved correction as an adjustment on Stock Movements.

What does the hotel amenity inventory spreadsheet track?

The Amenity Inventory sheet stores the core record for each supply item. Available fields cover Amenity ID, category, item name, unit of measure, storage location, preferred supplier, supplier item number, unit cost, opening quantity, par level, reorder point, last physical count, active status, and notes.

Formula columns summarize movement receipts, movement issues, and net adjustments. They then calculate on-hand quantity, reorder quantity, inventory value, stock status, next count due, and count status. The inventory table provides rows for 200 amenity records.

The included category list covers Guest Room Toiletries, In-Room Beverage, Guest Room Supplies, Housekeeping, Front Desk, Pool and Recreation, and Public Areas, with additional categories present in the workbook's list range. Operators should select the category that best matches each item rather than combining unrelated supplies under one record.

How are hotel supply receipts, issues, and adjustments recorded?

The Stock Movements sheet provides rows for 500 transactions. Each entry can include a movement ID, movement date, amenity ID, movement type, quantity, unit cost used, department, storage location, reference number, entered by, and notes.

After an Amenity ID is selected, the Item Name formula looks up the matching inventory record. The movement type determines the signed quantity: receipts and adjustment increases are positive, while issues and adjustment decreases are negative. The Extended Value field multiplies signed quantity by the transaction cost when entered or by the item's inventory unit cost when that field is blank.

Recording separate rows preserves useful operational context. A delivery can carry a purchase order reference, while an issue to housekeeping can carry an internal reference and note describing where the stock was released.

How does the spreadsheet determine when to reorder amenities?

For an active item, the workbook compares Calculated On Hand with its Reorder Point and Par Level. When on-hand quantity is at or below the reorder point, Reorder Quantity calculates the amount required to bring the item back to par, without returning a negative quantity.

Stock Status separates items into Out of Stock, Reorder Now, Below Par, In Stock, or Inactive. The Dashboard counts these statuses and displays a priority replenishment list with amenity ID, item name, category, storage location, calculated on hand, reorder point, reorder quantity, unit cost, estimated order cost, and stock status.

The number of records shown in that list is controlled by the Dashboard Replenishment Limit, which accepts a value from 5 through 25. Reorder results depend on the opening quantities, movement entries, par levels, reorder points, and active settings entered by the property.

How can hotel teams monitor inventory counts and value?

Each amenity record includes Last Physical Count, Next Count Due, and Count Status. Next Count Due adds the Dashboard's standard count interval to the last physical count date. Count Status identifies active items as Never Counted, Overdue, Due Soon, or Current based on that date and the warning lead time. Inactive records receive an Inactive status.

Inventory Value is calculated from the nonnegative on-hand quantity multiplied by unit cost. The Dashboard rolls up current inventory value for active items and also identifies active items meeting the editable high-value threshold. A category summary and chart show active inventory value by category, while a separate chart summarizes item counts by stock status.

These views help managers focus count work and purchasing review, but their accuracy depends on timely movement entries, current costs, appropriate item settings, and updated physical count dates.