Version 1.0
Prepared by: @Lorraine Sebata
Approved by: @Feli Capron @Samia Thompson
Reviewed date: 2025-12-19
Next review date: 2026-12-18
To establish a systematic process for counting, documenting, and reordering office, facility, and breakroom supplies to prevent operational downtime.
This procedure covers all administrative supplies, IT consumables (toner/ink), cleaning products, and "Executive Coffee" / breakroom inventory.
Timing: Conduct the physical count on the last business day of each month.
Counting: Use the checklist below to record "Quantity on Hand."
Thresholds: If the "Quantity on Hand" is at or below the "Reorder Point," mark "Yes" in the Reorder Required column.
Procurement: Submit the completed list to the CFO for vendor ordering (e.g., John Bull, Custom Computers, Aquapure).
Item # | Description | Unit | Current Qty | Reorder Point | Reorder? |
A1 | Paper 8.5 x 11 (Letter) | Case | 2 Cases | ||
A2 | Paper 8.5 x 14 (Legal) | Ream | 3 Reams | ||
A3 | Staples (Boxes of 5,000) | Box | 2 Boxes | ||
A4 | Thermal Rolls (3351) | Unit | 10 Rolls | ||
A5 | Calculator Ribbon (R3197) | Unit | 2 Units | ||
A6 | Pilot Neo 07 Pens (Blk/Blu/Red) | Box | 2 Boxes | ||
A7 | Envelopes #10 (Window/Plain) | Case | 1 Case | ||
A8 | Transparent / Mounting Tape | Unit | 2 Units | ||
A9 | Paper Clips / Rubber Bands | Pack | 2 Packs |
Item # | Description | Unit | Current Qty | Reorder Point | Reorder? |
B1 | HP Ink Advantage 667XL (Blk/Tri) | Unit | 1 Each | ||
B2 | HP LaserJet 206A/X (CMYK) | Unit | 1 Each | ||
B3 | Konica Minolta TN328 (CMYK) | Unit | 1 Each |
Item # | Description | Unit | Current Qty | Reorder Point | Reorder? |
C1 | Coffee (Mixed Variety Pack) | Case | 1 Case | ||
C2 | Coffee Cups (8oz) | Case | 1 Case | ||
C3 | Creamers (Hazelnut/Vanilla/Orig) | Box | 1 Box ea. | ||
C4 | Tea (Lipton/Soursop/Ginger) | Box | 2 Boxes | ||
C5 | Swiss Miss / Cappuccino Mix | Box | 1 Box | ||
C6 | Disposable Spoons/Forks | Pack | 2 Packs | ||
C7 | Sugar Packets / Stirrers | Box | 1 Box |
Item # | Description | Unit | Current Qty | Reorder Point | Reorder? |
D1 | Center Pull Hand Towels | Case | 2 Cases | ||
D2 | Jumbo Tissue Rolls (Junior) | Case | 1 Case | ||
D3 | Lysol / Disinfectant Spray | Unit | 5 Units | ||
D4 | Pine Sol / Fabuloso / Cloralen | Unit | 2 Each | ||
D5 | Hand Soap / Dish Soap (Joy) | Gal | 1 Gal | ||
D6 | Garbage Bags (12-16 Gal) | Box | 1 Box |
Inventory Taken By: ____________________ Date: __________
Manager Approval: ____________________ Date: __________