Your rules, not ours
- How a customer tool must be marked, serviced, moved or scrapped comes from your own contract and customer. The file quotes no rule and sets no default interval.
- Measuring equipment you own fits better in the gauge calibration log.
What is in the file
- Settings: an as-of date (blank means today).
- Register: tool ID, customer (owner), description, part numbers, tool type (Mould, Die, Fixture, Gauge, Test rig, Other), location, custodian, owner marking on tool (Yes or No), condition (In use, Stored, On hold, Needs repair, Returned or scrapped), last maintenance, maintenance interval in days, last seen at location, move or scrap requested, customer written OK, moved or scrapped on, notes. Next maintenance due is worked out.
- A separate check column. The status never hides it, and a row can show several notes, joined with a semicolon.
- Counts under the register: rows logged, rows per status, rows with a check note, rows past due (any status), a line that should read 0 (rows not in any status), rows per tool type and rows per condition. No score and no ranking.
How the status is worked out
In this order; the first match wins. A row only reads Up to date or Closed when every step before it is filled. Text typed in a date cell counts as blank:
| Status | When |
|---|---|
| Enter tool ID | The row has an entry but no tool ID. It still counts. |
| Enter customer … Enter condition | Customer, description, part numbers, tool type, location, custodian, owner marking and condition, in that order. |
| Enter last maintenance date | Blank, or text instead of a date. |
| Enter maintenance interval (days) | Blank, text, or a number not above 0. The interval is your own; the file sets no default. |
| Enter last seen date | Blank, or text instead of a date. |
| Enter move or scrap request date | Condition is Returned or scrapped, request date blank. |
| Waiting for customer written OK | A move or scrap was requested, the customer's written OK date is blank. |
| Moved or scrapped without customer OK | A move or scrap was requested and a date moved or scrapped is filled, but the customer's written OK date is blank. |
| Enter date moved or scrapped | Returned or scrapped, OK recorded, date moved or scrapped blank. |
| Closed, returned or scrapped | Returned or scrapped, with request, OK and date moved or scrapped all filled. |
| Move agreed, not done yet | Tool still held, OK recorded, date moved blank. |
| Maintenance past due | The as-of date is after the next maintenance due. |
| Mark the tool as customer-owned | Owner marking is not Yes. |
| Repair needed | Condition is Needs repair. |
| Up to date | Every step filled, nothing due. |
Check column notes, each followed by "worth a check", on any row whatever its status:
- Maintenance past due
- Interval not a number above 0
- Customer OK recorded, request blank
- Customer OK dated before the request
- Moved or scrapped before the customer OK, or OK blank
- Returned or scrapped, date moved or scrapped blank
- Maintenance or last seen dated after the tool left
- Not marked as customer-owned
- Needs repair, nothing written in Notes
- Tool ID used on more than one row
- A date after the as-of date
- Moved or scrapped date recorded but Condition is not Returned or scrapped
- Date not readable (text in a date cell)
Example (fictional)
Made-up customers and dates, extract, as of Thursday 22 October 2026:
| Tool ID | Customer | Tool type | Condition | Last maintenance | Interval (days) | Next due | Customer OK | Status | Check |
|---|---|---|---|---|---|---|---|---|---|
| T-01 | Orion Motors | Mould | In use | Mon 7 Sep 2026 | 91 | Mon 7 Dec 2026 | Up to date | ||
| T-02 | Orion Motors | Die | In use | Mon 1 Jun 2026 | 91 | Mon 31 Aug 2026 | Maintenance past due | Maintenance past due: worth a check | |
| T-03 | Vega Trucks | Fixture | Needs repair | Mon 7 Sep 2026 | 119 | Mon 4 Jan 2027 | Repair needed | Needs repair, nothing written in Notes: worth a check | |
| T-04 | Vega Trucks | Gauge | In use | Mon 7 Sep 2026 | 182 | Mon 8 Mar 2027 | Mark the tool as customer-owned | Not marked as customer-owned: worth a check | |
| T-05 | Lyra Rail | Mould | Stored | Mon 14 Sep 2026 | 91 | Mon 14 Dec 2026 | Waiting for customer written OK | ||
| T-06 | Orion Motors | Mould | Returned or scrapped | Mon 3 Aug 2026 | 182 | Mon 1 Feb 2027 | Fri 11 Sep 2026 | Closed, returned or scrapped | |
| T-07 | Lyra Rail | Test rig | Returned or scrapped | Mon 3 Aug 2026 | 91 | Mon 2 Nov 2026 | Moved or scrapped without customer OK | Moved or scrapped before the customer OK, or OK blank: worth a check | |
| Vega Trucks | Fixture | In use | Mon 7 Sep 2026 | 91 | Mon 7 Dec 2026 | Enter tool ID | |||
| T-09 | Orion Motors | Die | In use | Mon 7 Sep 2026 | quarterly | Enter maintenance interval (days) | Interval not a number above 0: worth a check | ||
| T-10 | Lyra Rail | Mould | On hold | Mon 7 Sep 2026 | 91 | Mon 7 Dec 2026 | Enter location |
Worth a check each month
- Tools with maintenance past due (marked in red).
- Tools moved or scrapped without a written OK date, or with a moved date while the condition says otherwise.
- Tools not marked as customer-owned, and tool IDs used twice.
The file records what you enter and does not judge it.
Related
- Gauge calibration log (Excel)
- Supplier change notification log (Excel)
- Change request log (Excel)
- Free 8D and quality tools
Advisory template, in English. Not a customer decision.