Linen and Guest Supplies Inventory

Short description

A two part housekeeping inventory workbook that tracks 52 items across linen and guest supplies, follows each one through every location it can be found in, calculates the exact quantity to order when stock runs low, and reconciles the physical count against what the count should have been. Built so a monthly count produces both a purchase list and a loss report from the same exercise.

Purpose

Linen and amenities are among the largest recurring costs in a hotel, and the hardest to control, because both are constantly moving and both disappear quietly. This workbook gives housekeeping one document that performs four jobs:

1. It records a physical count by location, so stock sitting in a floor pantry, on a housekeeping cart, or held in the laundry is not mistaken for missing inventory.
2. It flags every item that has fallen below its reorder point, and then calculates the order quantity needed to bring that item back to par, which turns the count directly into a purchase request with no separate working out.
3. It reconciles the count, comparing what was physically found against the expected figure derived from last month’s count plus deliveries minus items discarded or consumed. The gap is the number worth investigating, and it is how linen loss and amenity pilferage are normally detected.
4. It keeps linen and guest supplies in one file but on separate sheets, so the housekeeping count and the amenity count can be done by different people on the same day without the two interfering.

It suits the monthly or quarterly housekeeping count, handover between executive housekeepers, owner or auditor requests for stock evidence, par level reviews, and replacement budgeting.

What is inside the file

Four sheets, namely two working trackers, a user guide, and an ownership notice.

1. Linen Inventory sheet

• A document header carrying the hotel name, report date, and the name or role of the person performing the count, so each saved copy stands alone as a dated record.
• A Property Room Profile strip recording total rooms together with the bed count by type, covering single, double, queen, king, and extra beds. This is the reference used when setting or reviewing par levels, since par should follow bed mix rather than room count alone.
• A tracker covering 26 linen items, grouped as bed sheets in four sizes, duvet covers in four sizes, pillow cases and pillows, bath linen covering bath towels, hand towels and face cloths, bath mats in cloth and rubber, mattress protectors in three sizes, blankets in three sizes, bedspreads in four sizes, and shower curtains.
• Four location columns per item, namely in rooms, main linen room, floor pantry, and laundry, feeding an automatic total on hand.
• A Reorder Control block holding the reorder point, an automatic Below Reorder flag, and an automatic Order Qty that returns the item to par level whenever it falls below the reorder point.
• A Monthly Movement block recording the prior month count, items received, and items discarded or worn out, from which the should be count and the variance are calculated.
• An automatic status label per item with three states, colour coded for immediate reading. OK means the item sits at or above fifteen percent over its reorder point. Watch means it has dropped below that buffer. Reorder Now means it has fallen below the reorder point itself.
• A totals row across all locations, plus two live counters reporting how many items sit below reorder and how many are urgent.
• Two explanatory notes at the foot of the sheet setting out the variance calculation, the status bands, and the order quantity logic, so anyone picking up the file understands it without training.

2. Guest Supplies sheet

The same column structure applied to amenities and consumables, with the header fields and total room count linked automatically from the Linen Inventory sheet, so the two are never dated differently.

• A Property Room Profile strip adapted for consumables, recording average occupancy and guests per occupied room, from which the workbook calculates estimated guests per night. This is the correct basis for amenity par levels, since consumption follows guest numbers rather than rooms.
• A tracker covering 26 guest supply items, grouped as bathroom toiletries covering bath soap, hand soap, shampoo, conditioner, body lotion and shower gel, personal kits covering shower caps, dental kits, combs, shaving kits, sewing kits and cotton buds, paper and hygiene items covering toilet paper, facial tissue and sanitary bags, in room items covering disposable slippers, laundry bags and clothes hangers, beverage items covering coffee, tea, sugar, creamer, mineral water and paper cups, and stationery covering notepads and pens.
• Four location columns suited to consumables, namely in rooms, main store, floor pantry, and housekeeping cart.
• The same Reorder Control block, and a Monthly Movement block where the removal column is Issued or Consumed rather than Discarded, which is the correct treatment for items that are used rather than worn out.

3. How to Use sheet

A guide in six parts, covering the sheet map, the colour code, the header and property profile fields including which fields link automatically between sheets, a column by column explanation of what to enter and what calculates itself with the differences between the two sheets noted, a six step monthly routine, and troubleshooting for the three most common problems.

4. Copyright sheet

Ownership and copyright notice covering the design, layout, formulas, and documentation.

What you gain

• A count that produces a purchase list as a by product, because the order quantity is calculated rather than worked out afterwards.
• Protection against stockouts on both linen and amenities, since every reorder decision is driven by a threshold rather than by memory.
• Early detection of loss, which is where most of the money is, through monthly reconciliation rather than annual surprise.
• Par levels grounded in the right denominator, bed mix for linen and guest nights for consumables.
• A clean dated record per cycle, so saving one copy per count builds a usable history for budgeting and for demonstrating control to ownership.
• No training required, since every calculation is documented on the file itself.

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Linen and Guest Supplies Inventory