Free template · Excel The FF&E schedule with order-by dates.
One line per item. Give each line a lead time and an install date and the sheet works out the last day you can order it, how many days are left, and whether it is OK, at risk, late or blocked.
.xlsx · 59 KB · free, no sign-up
Built for Excel 2019 or Microsoft 365. The “Next order-by” columns on Rooms and Suppliers use MINIFS, which Excel 2016 and earlier do not support; everything else works in older versions.
How to use it
From download to your first live schedule.
Studios running FF&E in a spreadsheet who want order-by dates and a risk flag on every line, before (or instead of) moving to software.
Clear the sample
The first 30 rows on Schedule are fictional examples, and so are the rooms and suppliers. Select the white cells of those rows and press Delete; the formulas stay in place.
Set up Lists
Replace the example exchange rates with today's rates and note the rate date. Check the default buffer, the default approval buffer and the at-risk window.
Add rooms and suppliers
Type them on the Rooms and Suppliers sheets. They become the dropdowns on Schedule and drive the totals on those sheets.
Fill in the schedule
White cells are for typing; shaded columns calculate and are locked. To add more than 200 rows, unprotect the sheet and copy the last row down.
Keep status current
Change Status as items move from Specified to Installed. Anything ordered or beyond drops out of the risk count; On hold and Out of stock show as Blocked.
- How the order-by date works
- Install date − buffer (days) − lead time (weeks) × 7 − approval buffer (days), rounded down to a whole day. A line is Late once that date has passed, and At risk inside the at-risk window (14 days by default).
- Money
- Enter the unit cost in the supplier's currency; the GBP columns convert it with the rate on Lists. Totals show ex VAT, VAT and inc VAT. Import VAT and duty on overseas orders are not calculated: check them with your accountant or shipping agent.
- Protection and printing
- Sheets are protected without a password, so formulas survive busy weeks; filters still work. Schedule prints landscape on A4, fitted to the page width, with the header row on every page.
Columns
Every column, and what it does.
In the order they sit on the Schedule sheet. Calculated columns are shaded and locked in the file.
- RefA unique code for the line, so the PO, invoice and delivery note point at the same item.You type
- RoomPicked from the rooms on the Rooms sheet.You type
- ItemA short description of the piece.You type
- Description / finishFabric, finish codes and dimensions: exactly what the client approved.You type
- SupplierPicked from the suppliers on the Suppliers sheet.You type
- Supplier ref / SKUThe supplier's own product code.You type
- QtyNumber of units.You type
- Unit costIn the supplier's currency.You type
- CurrencyThe supplier's currency. One not on the Lists sheet turns red.You type
- Unit cost (GBP)The unit cost converted with the rate on Lists.Calculated
- Line total (GBP, ex VAT)Qty × unit cost in GBP.Calculated
- VAT rateThe rate the supplier will charge, from the list on Lists.You type
- Lead time (weeks)The supplier's lead time.You type
- Install dateThe date the item has to be on site.You type
- Buffer (days)Days between delivery and install. Blank uses the default on Lists.You type
- Approval buffer (days)Days the client needs to sign off before you can order. Set it to 0 once approved.You type
- Order-by dateInstall date, less the buffer, the lead time and the approval buffer.Calculated
- Days until order-byNegative means the date has passed.Calculated
- RiskBlocked, Late, At risk, OK, or Needs dates.Calculated
- StatusFrom Specified to Installed, plus On hold and Out of stock.You type
- Client approvedThe date the client signed off.You type
- PO numberThe purchase order the line went out on.You type
- NotesAccess, delivery, anything else.You type
Further readingFF&E schedule template: the columns a working schedule needsFF&E procurement in Techstyles
When the spreadsheet stops coping, bring it with you.
Techstyles scores every FF&E line against its install date and raises purchase orders from the schedule. Free for 30 days, no card needed.
