Create Excel inventory list for the catering industry

Regular stocktaking is an important part of every restaurant and catering business in order to keep track of stock levels and control costs. An inventory list for restaurants, for example as an Excel template or PDF, can help to save time and effort. In this article, we explain how to create an inventory list in Excel for the food service industry and which templates are suitable for the food service industry. With the right methods and templates, stocktaking in the food service industry becomes much more efficient. At the end of the article, we provide you with a free Excel template for the beverage inventory at your disposal.

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1. basic structure of the inventory list for gastronomy in Excel

The basis for an effective inventory for restaurants is a clear structure in Excel. These columns are particularly useful in an inventory list for restaurants:

• Article number: Unique number to easily record all articles.
• Product name: Detailed description (e.g. "Bacardi Carta Blanca Rum").
• Unit: Typical unit of measure such as bottles, liters or crates.
• Opening and closing stock: Information on the current stock to keep an overview.
• Price per unit and total value: This information helps with the calculation for the catering trade and enables a precise value determination.

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2. create categories and various inventory lists for the catering trade

A restaurant or bar often has different storage areas and product types. The structure of the inventory list can be improved by using the following categories:

• Separate storage areas: A separate list for the bar area, the kitchen, the cellar and the cold rooms is often useful.
• Product categories for beverage stocks: The division into categories such as spirits, soft drinks and food helps to create a clear and time-saving inventory.

Tip: Download our free inventory template for Excel or PDF to organize your inventories even more easily.

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3. tips for saving time when taking inventory for the catering industry in Excel

The following best practices are useful for beverage inventory in Excel and general stocktaking:

• Templates and drop-down menus: A good template with drop-down menus for item categories and units speeds up input and minimizes errors.
• Automated calculations: Use formulas for automated calculations of closing stock and total value.
• Color-coded inventory items: Color-coding of frequently used items helps to quickly identify low stock levels.

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4. prices and values for the catering inventory list in Excel

A detailed calculation and an overview of the value of goods are important elements for the catering industry. Add the following columns to your inventory template for Excel:

• Price per unit: In order to record the value of the inventory correctly, each unit should have a fixed price.
• Document changes in value: If prices change, make a note of this in the list to keep a correct overview of costs.

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5. efficiently transfer catering inventory to the tax consultant

Working with your tax advisor is another important consideration when creating a restaurant inventory list. Here are some best practices:

• Categories according to storage locations and article groups: Clear categorizations facilitate transmission and tax auditing.
• CSV export of the Excel list: This allows the tax consultant to easily process the inventory data.
• Documentation for tax audits: A well-structured and fully completed inventory list helps to prepare for audits.

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6. advantages and disadvantages of an inventory list for the catering industry in Excel

Advantages of an Excel inventory list:

• Flexibility and low costs: An Excel template is customizable and often available free of charge.
• Basic automation through formulas: Automatic calculations enable simple management.

Disadvantages of an Excel inventory list:

• Error-prone and time-consuming: Manual entries are time-consuming and often lead to errors, especially with large inventories.
• Limited automation: In contrast to specialized inventory apps, Excel can only be automated to a limited extent and does not offer real-time synchronization.

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7. digital alternative to the Excel inventory list for the catering industry

For restaurateurs looking for a simpler solution, an inventory app for restaurants is a sensible alternative. A specialized solution such as BarBrain reduces the effort and error rate and offers a smart digital inventory for the hospitality industry.

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Still unsure? Try BarBrain free for 45 days and experience the benefits of a professional inventory app for your inventory management.