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I am setting up a spreadsheet for inventory. I have one column for the name of the item, one column for how many I want to have on hand, another column for how many we do have on hand and a fourth column for how many I need to purchase to have the correct amount on hand. So far that is not a problem. it is going well. The problem comes in the column where it is showing what I need to purchase to correct any shortages. I want any item that has a 1 or higher number in the 'Need to Purchase' column to be listed in a separate report so I can print it out and take it with me when we go to make purchases and any item that has a '0' in the Need To Purchase' column not to be listed in the report. For example: If item 1 needs to have 7 on hand and it only has 4 then a 3 would appear in the column of "Need To Purchase" along with the name of the item and it would show 3. Item number 2 might need to have 10 on hand and we have 10 so the amount shown in the "Need to Purchase" column would be "0". Item number 3 needs to have 5 on hand and has none. So it would show 5 in the Need To Purchase column. Now when I go to print out a report so I know what I need to purchase I would like item 1 listed with a quantity of 3. Item 2 would not be listed at all since we need to purchase 0 of that item and Item 3 would be listed showing the item name and a quantity of 5. I have not been able to make this work. I know it can be done because i have seen it done in other spreadsheets that I do not have access to right now. But I have not been able to find the correct formula to accomplish this. Can you be of any help? I would also like to further develop this spread sheet so I can click on an item name and have it take me to a different page where I have listed the different companies where I can purchase this item and the prices at each company for the item. This does not have to be printed out just be able to access it and update it as needed. If there is a reasonably priced software (or freeware) that already does this I would be more than willing to check it out. Looking forward to your response.

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  • Computertriage May 24, 2010

    I have downloaded a few programs that were suppose to be for inventory but they fell far short of what I am looking for. Is it possible to find the needed formulas that will allow me to do what I am trying to do in Excel. Or point me to someone well versed in Excel where I can get the data I need to add to my spreadsheet. As I have mentioned before, I am also VERY open to a reasonably priced program already developed that will do what I need it to do. I can not be the only one that needs this kind of software. Thanks so much for your help.


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I thoroughly understand what you want to do and the value and utility it will provide. However, this kind of custom automation and intuitive, relational "linking" is already available in many existing software-as-a-service (SaaS). While such programs often offer so much more utility that may duplicate some applications you already have, the power is in the convenience of having all integrated in one interface in a "cloud" software in cyberspace (totally encrypted and secure, of course). If what you have is not exactly available, something should be close enough that, once your information is inside, you can have any non-existing operations (like those you describe) custom built for a fraction of the cost and headache of doing it yourself. It's also faster to create since the SaaS provider is likely very familiar with many similar applications fro it's wide base of patrons.

I would highly encourage you to first check out Go there and do the tour ( with the wider perspective discussed above), then download the free version and play with the possibilities. Also, (not free) may have what you need in a trial version as well. Otherwise, you need to contract a programmer tocreate a proprietary program. The disadvantage to this is they will charge you a lot more, and may not be around when you need enhancements, or have problems.

Posted on May 12, 2010

  • Computertriage May 12, 2010

    Thanks so much for your quick response. I did go to freecrm and went through it and even talked to a rep from there but even though they have a great product and I might be able to use it for managing contacts I can't use it to track the inventory items I want to track.

    I would love to be able to find a pre-made software to do this but do not have the funds to spend to have anything developed so that is out of the question. If I could get the correct set-ups as to how to do this in a spreadsheet it would work wonders. It would be cheap and simple and i could maintain it myself and make any changes as necessary.

    If you cannot help me with this I do understand. Not everyone is well versed in Excel or other spreadsheets, or in what basic inventory programs are available including myself. I am looking and have been looking but without success. Hopefully we can come up with something that will work.


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