Par-Level Prep & Order Sheet
Excel (.xlsx) — also opens in Google Sheets & Numbers
A par level is the amount of an item you want on hand to get through to the next delivery. Count what is there, subtract it from par, and the difference is your order. This sheet does that subtraction for every line, never orders a negative quantity, and keeps supplier and unit columns so the order list is ready to send.
What's inside
- Order quantity worked out automatically
- Supplier and unit columns to keep it tidy
- Print it or filter to what needs ordering
- Works for any kitchen or bar
What it does
Set your par levels once. Then each count is just 'what's there?' — the sheet works out the order quantity back up to par automatically, with supplier and unit columns to keep the order tidy.
Print it for the walk-in, or filter to only the lines that need ordering. Works for any kitchen or bar.
Who it's for
Kitchens that either run out on Saturday or over-order on Monday. Pars turn ordering from a judgement call into a five-minute count.
Worked example: four lines from a count
The Par Sheet tab opens with these lines filled in:
| Item | Supplier | Unit | Par | In stock | Order |
|---|---|---|---|---|---|
| Beef mince | Brakes | kg | 10 | 4 | 6 |
| Onions | Local | kg | 8 | 5 | 3 |
| Olive oil | Bidfood | L | 6 | 6 | 0 |
| Tinned tomatoes | Booker | tin | 24 | 9 | 15 |
The order column is par minus stock, never below zero: olive oil is already at par, so nothing is ordered. Filter the sheet to lines where the order is more than 0 and you have a clean list grouped by supplier.
How to set a par
Par = what you use per day × days until the next delivery, plus a small safety buffer. If you get through 2 kg of mince a day with deliveries every four days, 8 kg covers you and 10 kg gives a buffer for a busy night. The free par level calculator works this out from daily usage and days of cover, and warns when a par would outlast the shelf life.
How to use it
- List each item with its supplier, unit and par level (up to 30 lines). Use the unit you order in.
- Count the walk-in, dry store and bar, and type what is there.
- Read the order column, filter to lines above 0, and send each supplier their part.
- Review pars monthly and after menu changes; raise them before bank holidays.
What it does not do
It does not round to pack sizes or case quantities; round the order yourself. It does not track prices or stock value; for that, use the Stock-Take tracker.
Questions people ask
Is this a subscription?
No. It is a one-off £5.99, with no VAT charged: buy it once, download the file and it is yours to keep. It works offline.
Does it work in Google Sheets?
Yes. Upload the .xlsx to Google Drive and open it with Google Sheets; the formulas carry over. It also opens in Apple Numbers.
Prep par or order par?
Both work. Use the same sheet for prepped items (portions of sauce, trays of veg) with a prep par, and for raw stock with an order par. The free kitchen prep sheet template covers the daily prep list.
Does it work for a bar?
Yes. Use bottles, kegs or cases as the unit and set pars per delivery cycle.
Goes well with
Try the numbers first, free: the food cost & GP calculator and the recipe costing tool run in your browser.