8D Gate

Materials · Excel

Material shelf-life and expiry tracker: free Excel

One row per material lot: material, supplier, supplier lot, received date, location, your expiry or retest date, any retest and new date, disposition and when it was last used. Lots still held past their date, and lots used after it, are flagged.

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Own structure and wording. Tested in LibreOffice. Advisory only.

Your dates, not ours

  • The expiry or retest date comes from your label, certificate or your own rule. The file holds no shelf-life values and sets no default.
  • Warning days are your own setting too. Blank or 0 means no warning.

What is in the file

  • Settings: an as-of date (blank means today) and your warning days.
  • Tracker: lot ID, material, supplier, supplier lot, received, location, expiry or retest date, date type (Expiry or Retest), retest done, new date after retest, disposition (In stock, Quarantined, Used up, Scrapped, Returned to supplier), disposition date, last used on, notes. Date in force and days left are 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 tracker: rows logged, rows per status, rows with a check note, rows with the date passed while still held (any status), rows used after the date, a line that should read 0 (rows not in any status), rows per date type and rows per disposition. No score and no ranking.

How the status is worked out

In this order; the first match wins. A row only reads In date or Closed when every step before it is filled. Text typed in a date cell counts as blank:

StatusWhen
Enter lot IDThe row has an entry but no lot ID. It still counts.
Enter material … Enter locationMaterial, supplier, supplier lot, received date and location, in that order.
Enter expiry or retest dateBlank, or text instead of a date. The date is your own entry; the file sets no default.
Enter date type (Expiry or Retest)Date type blank.
Enter dispositionDisposition blank.
Enter disposition dateUsed up, scrapped or returned, disposition date blank.
Closed (used up, scrapped or returned)Used up, scrapped or returned, with a disposition date.
Enter new date after retestRetest done, new date blank.
Quarantined, decide dispositionDisposition is Quarantined.
Expired, still in stockExpiry row, in stock, as-of date after the date in force.
Retest dueRetest row, in stock, as-of date after the date in force.
Within your warning daysIn stock and inside your own warning days (blank or 0 means no warning).
In dateEvery step filled, date not passed.

Check column notes, each followed by "worth a check", on any row whatever its status:

  • Expiry or retest date passed, lot still in stock or quarantined
  • Last used after the expiry or retest date
  • Expiry or retest date before the received date
  • New date after retest filled, retest date blank
  • New date after retest earlier than the retest
  • Retest dated before the received date
  • Disposition date before the received date
  • Last used after the disposition date
  • Used up, scrapped or returned, disposition date blank
  • Disposition date filled, lot still in stock or quarantined
  • Lot ID used on more than one row
  • A date after the as-of date
  • Date not readable (text in a date cell)
  • Quarantined, nothing written in Notes
  • Retest recorded on an Expiry row

Example (fictional)

Made-up materials, suppliers and dates, extract, as of Thursday 22 October 2026, warning days 30 (an example value, not a recommendation):

Lot IDMaterialReceivedDate typeDate in forceDispositionLast usedStatusCheck
L-01Resin PA66Mon 7 Sep 2026ExpiryFri 5 Mar 2027In stockMon 19 Oct 2026In date
L-02Adhesive 2KMon 3 Aug 2026ExpiryWed 14 Oct 2026In stockFri 16 Oct 2026Expired, still in stockExpiry or retest date passed, lot still in stock or quarantined: worth a check; Last used after the expiry or retest date: worth a check
L-03GreaseMon 6 Jul 2026RetestMon 12 Apr 2027In stockTue 20 Oct 2026In date
L-04SealantMon 14 Sep 2026ExpiryThu 12 Nov 2026In stockWithin your warning days
L-05PrimerMon 1 Jun 2026ExpiryFri 9 Oct 2026QuarantinedQuarantined, decide dispositionExpiry or retest date passed, lot still in stock or quarantined: worth a check
L-06Solder pasteMon 4 May 2026ExpiryFri 4 Sep 2026ScrappedWed 2 Sep 2026Closed (used up, scrapped or returned)
L-07Resin PA66Mon 5 Oct 2026ExpiryThu 1 Oct 2026In stockExpired, still in stockExpiry or retest date passed, lot still in stock or quarantined: worth a check; Expiry or retest date before the received date: worth a check
Adhesive 2KMon 12 Oct 2026ExpiryMon 1 Mar 2027In stockEnter lot ID
L-09GreaseMon 13 Jul 2026RetestTue 13 Oct 2026In stockEnter new date after retestExpiry or retest date passed, lot still in stock or quarantined: worth a check
L-10CoolantMon 12 Oct 2026ExpiryFri 9 Apr 2027In stockEnter location

Worth a check each week

  • Lots past their date and still in stock or quarantined (marked in red).
  • Lots used after their date.
  • Retests with no new date, and quarantined lots with nothing written in Notes.

The disposition is yours. The file records it and does not judge it.

Related

Advisory template, in English. Not a customer decision.