# Inventory Par-Level Tracking Template

**Version:** 1.0
**Date:** 2026-06-15
**Type:** Educational template — generic hotel operations

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## Purpose

A "par level" is the target on-hand quantity of an item that keeps
operations running smoothly between deliveries. Set it too low and you
run out mid-service. Set it too high and you tie up cash and storage in
stock that ages on a shelf. This template describes a generic, defensible
method for setting and tracking par levels for any consumable in a hotel.

The formula and structure below are generic. Fill in your own items and
numbers; nothing here is property-specific.

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## The Par-Level Formula

```
Par Level = (Average Daily Usage x Days Between Deliveries) + Safety Stock
```

- **Average Daily Usage** — how much of the item is consumed on a typical
  day. Measure it over a representative period, not a single day.
- **Days Between Deliveries** — the lead time of your supply cycle.
- **Safety Stock** — a buffer for demand spikes and late deliveries.
  A common starting point is 20–30% of the cycle quantity.

## Worked Example (illustrative numbers)

| Field | Example value |
|-------|---------------|
| Average daily usage | 40 units/day |
| Days between deliveries | 7 days |
| Cycle quantity (40 x 7) | 280 units |
| Safety stock (25%) | 70 units |
| **Par level** | **350 units** |

When on-hand stock drops below the par level, reorder back up to par.
The numbers above are illustrative only.

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## Tracking Table (copy this structure)

| Item | Unit | Par Level | On Hand | Reorder? | Notes |
|------|------|-----------|---------|----------|-------|
| (item name) | (each / case) | (number) | (count) | Y / N | |
| | | | | | |
| | | | | | |

Recommended cadence:
- **Daily:** spot-check high-velocity items.
- **Weekly:** full count against par, place orders.
- **Quarterly:** recalculate par levels from updated usage data.

## Aggregate Reporting

Roll item-level data up into category totals (linens, terry, amenities,
cleaning) for a one-page operations view. Report on:

- Number of items below par (the shortage list).
- Items consistently over par (candidates for a lower par).
- Stock-out events since last review (the failure list — drive this to zero).

Aggregate reporting keeps the conversation at the level of "are we
covered?" instead of "how many of item X exactly?"

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## Review Loop

1. Set initial par levels from the formula.
2. Track on-hand vs. par each week.
3. Note every stock-out and every aging-stock event.
4. Recalculate par quarterly from real usage.

Par levels are living numbers. They drift as occupancy and seasons
change, so revisit them on a schedule rather than treating them as fixed.

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*This document is a generic operations template. All numbers are
illustrative. It contains no property-specific data and no proprietary
information. Adapt freely to your own property.*