Free par level order sheet template
This free par level order sheet template — printable PDF or editable Excel — lists items by supplier with a par level, a current count and an order quantity column, so ordering becomes subtraction instead of a judgement call.
Free. No email address, no sign-up — the par level order sheet downloads straight away.
Ordering by feel is what produces both a walk-in full of dying herbs and a Saturday with no chicken. A par level fixes it: for each item, decide the quantity that gets you comfortably to the next delivery, count what you have, and order the difference. The judgement happens once, when you set the par — not at seven in the morning with a supplier on the phone.
Group the sheet by supplier, because that is how you place orders. One sheet, five supplier blocks, each with its own order day and cut-off time written at the top of the block. Cut-off times belong on the sheet — most late orders are late because whoever was ordering did not know the cut-off was eleven.
Set pars from usage, not from instinct, and set them differently for the day of the week. A par that works for a Wednesday delivery covering two quiet days is the wrong par for a Friday delivery covering the weekend. The spreadsheet has separate weekday and weekend par columns for that reason.
Review pars monthly and after any menu change. A par level nobody has revisited since a dish came off the menu is how you end up with a case of something the kitchen no longer uses arriving every week.
What's on the sheet
Log sheet — blank rows to fill in · Landscape A4 · PDF, Excel and CSV
Header fields
Venue / site · Order date · Ordered by · Delivery expected
Columns
- Supplier
- Item
- Unit — Match the invoice unit
- Par level — What you want on hand
- On hand — Counted now
- Order qty — Par − on hand
- Unit cost
- Line total
Extra columns in the Excel version
- Weekend par — Higher par for a delivery covering the weekend
- Order day / cut-off
- Minimum order value
- Notes
These are left off the printable version so the columns stay wide enough to write in by hand.
20 blank rows per sheet.
What you get
- ✓Printable PDF, landscape A4, 20 item rows per sheet
- ✓Excel (.xlsx) version with weekend par, cut-off time and minimum order value columns
- ✓CSV version for import
- ✓Supplier grouping so the sheet matches how you actually order
- ✓Par, on hand and order quantity columns so ordering is subtraction
- ✓Unit cost and line total columns to see the order value before you send it
How to use it
- 1
Group your items by supplier and write each supplier's order day and cut-off time at the top of their block.
- 2
Set a par level per item from your actual usage between deliveries, plus a small buffer.
- 3
Set a separate, higher par for any delivery that has to cover the weekend.
- 4
Count on hand immediately before ordering — not from yesterday's figures.
- 5
Order the difference between par and on hand, and total the sheet to check it against any minimum order value.
- 6
Review the pars monthly, and every time the menu changes, using your usage figures from the stock count sheet.
Questions
What is a par level in a restaurant?
The quantity of an item you want on hand to comfortably reach the next delivery. You count what you have, subtract it from the par, and order the difference — so ordering stops depending on who is doing it.
How do I set par levels?
Use your usage between deliveries from a stock count, add a small buffer for a busy service, and set a higher par for any delivery covering a weekend. Then review monthly rather than treating the first figure as permanent.
How is this different from a stock count sheet?
A stock count values what you hold and gives you usage. A par sheet turns that usage into an order. They pair up: count weekly, and let the par sheet decide the order quantity.
Why do I keep running out even with par levels set?
Usually the par is set for an average week rather than a busy one, the count is taken from memory rather than the shelf, or a supplier's cut-off was missed so the delivery is a day late. All three are visible on this sheet once you use it consistently.
Or stop printing it altogether
Rotahr does this check on a phone — timestamped, with the person who did it attached, reminders when one is due, and a PDF export when somebody asks for a month of records. Same job, no folder to search through.
Templates that go with it
Stock count sheet
This free stock count sheet template — printable PDF or editable Excel — is organised by storage area with columns for unit, opening count, closing count, unit cost and value, so the count matches the order you physically walk the site.
Wastage log
This free wastage log template — printable PDF or editable Excel — records what was thrown, how much, why, what it cost and who signed it off, so the reason column tells you which problem to fix rather than just how much you lost.
Delivery check record
This free delivery check record template — printable PDF or editable Excel — gives you one row per delivery to record the supplier, the temperature of chilled and frozen goods on arrival, packaging and date-code condition, and exactly what you rejected and why.
Free to print, copy and use in your venue — no attribution required. Written for an international audience: where a threshold is a widely used figure it is printed as one, but food safety and employment rules differ by country and change. Check yours before relying on this sheet.
← All free templates