Fleet Tire Inventory Spreadsheet for Excel — Free Template 2026

1. Set the dates, thresholds, and controlled lists

Start on Settings. Enter the Report As of Date in B3 and the Opening Balance Date in B4. The report date must be later than the opening balance date, and C3 calculates either Date Setup OK or Check Dates. Enter the reorder-soon buffer in B5, tire age review threshold in B6, and estimated freight per tire in B7. Review the controlled lists for transaction types and inventory factors, locations, applications, load ranges, and Yes or No choices.

2. Enter each tire inventory item

On Tire Inventory, user-entry fields run from columns A through R in rows 6 through 505. Enter Active status, a unique Inventory Item ID, part number, brand, model, tire size, application, load range, location, bin, unit cost, opening quantity, reorder point, target stock, order pack quantity, reserved quantity, quantity on order, and oldest DOT week start. Unit costs are formatted in U.S. dollars. Quantity fields use nonnegative whole numbers, target stock must be at least the reorder point, and order pack quantity must be between 1 and 1,000.

Columns S through AC are calculated and should not be used for manual operating entries. These columns return Qty In, Qty Out, On Hand Qty, Available Qty, Inventory Value, Suggested Order Qty, Suggested Order Cost, Stock Status, Age Months, Age Status, and Last Movement Date.

3. Record receipts, issues, and adjustments

Use Transactions rows 6 through 505 to enter a unique transaction ID, date, inventory item ID, transaction type, positive Quantity, optional unit cost, reference, vehicle or unit, odometer in miles, and notes. Tire Size and Location are calculated from the matching inventory item. Inventory Factor, Inventory Effect, Extended Cost, and Date Status are also calculated. The selected transaction type determines whether the positive quantity increases or decreases stock.

4. Check inventory position and exceptions

Review Dashboard totals for active items, on-hand and available units, inventory value, reorder-required items, suggested order units, units in and out during the period, quantity on order, suggested tire cost, estimated reorder total including freight, and age-review items. The displayed location summary covers Dallas Main, Houston Yard, and Mobile Service. Two charts present stock-status item counts and inventory value by those locations. A lower section provides inventory and transaction checks with supporting totals.

Qty In totals positive inventory effects dated after the opening balance date and through the report date. Qty Out totals negative effects over that same period. On Hand Qty equals opening quantity plus quantity in minus quantity out. Available Qty subtracts reserved quantity from on-hand stock, helping parts and service teams distinguish physical stock from units already reserved. Inventory Value multiplies on-hand quantity by the item’s unit cost.

Transactions outside the reporting window do not enter those period movement totals. Date Status identifies a missing date, a transaction on or before the opening balance date, a transaction after the report date, or an entry within the accepted period.

A suggested order is calculated when an active item’s available quantity is at or below its reorder point and more units are needed after accounting for quantity already on order. Suggested Order Qty fills the remaining gap to target stock and rounds up according to the entered order pack quantity.

Suggested Order Cost multiplies the suggested quantity by the item’s unit cost. On the Dashboard, Estimated Reorder Total Including Freight adds the Settings freight amount for every suggested tire. These figures support purchasing review, but the file does not create or transmit purchase orders.

Age Months compares Oldest DOT Week Start with the report date when the item has stock on hand. Age Status can return Inactive, No Stock, Missing DOT Date, Age Review, or Current based on the item record and the review threshold entered in Settings. Last Movement Date returns the latest qualifying transaction date for that item within the reporting period.

This provides item-level review using the oldest DOT week date entered for each inventory record. It is not individual tire serial-number tracking and does not establish whether a tire is suitable for continued service.

Stock Status classifies each populated item as Inactive, Negative Stock, Out of Stock, Below Reorder, Reorder Soon, or OK. Reorder Soon uses the percentage buffer entered on Settings. Red or amber formatting indicates records requiring review.

Dashboard formulas count stock-status exceptions and summarize active items, on-hand units, available units, inventory value, reorder-required items, suggested units, and suggested tire cost by the displayed locations. The stock-status chart shows item counts for the listed status categories, while the location chart compares inventory value for Dallas Main, Houston Yard, and Mobile Service.