Concessions worksheet
Concession Restock Worksheet
Enter current stock and expected sales, or close out a finished stand. Print the case-rounded shopping list for the next event.
0 items to buy
Nothing to flag in this shopping list.
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Example packet
Home game concession restock example
A concession chair closes a Friday stand, checks hot dogs, water, and pretzels, then prints a shopping list for the next game.
- $609.00 gross sales across the three example items.
- $440.23 net profit after entered extra supplies and payment fees.
- $149.52 estimated restock cost with case-rounded order quantities.
Assumptions
What the numbers assume
- Use item-level counts only. Do not enter buyer names, student data, card details, vendor credentials, or official records.
- You can plan an upcoming event without entering numbers from a previous event. A rough expected need is fine for a first pass.
- Opening plus added units is treated as the available stock for the event.
- If a checkout sales count is entered during closeout, it becomes the sales count; the inventory-derived count is still shown as a discrepancy warning when it differs.
- Comped and spoiled units are counted in goods used cost because they used inventory even when they did not create revenue.
- Suggested orders are planning estimates. Check storage, expiration, menu changes, and supplier availability before buying.
- Food-safety, permits, taxes, school rules, and treasurer procedures stay outside this calculator.
Formula notes
How the totals are calculated
- Upcoming-event order = expected need plus buffer plus extra stock to keep minus current units on hand.
- Available units = opening units + added units.
- Inventory sold units = available units - ending units - comped/spoiled units. The result does not go below zero when counts do not line up.
- During closeout, sales units use the checkout sales count when entered; otherwise they use inventory-derived sold units.
- Gross sales = sales units x sale price. Goods used cost = (sales units + comped/spoiled units) x unit cost.
- Net profit = gross sales - goods used cost - extra supply cost - payment and card-reader fees.
- Suggested order units = next-event need plus buffer plus target on-hand units minus ending units, rounded up to full case packs when a case size is entered.
Check local rules
Sources for this worksheet
Use your group's current forms and procedures for deposits, approvals, and recordkeeping.
- Local school, PTA/PTO, booster, district, bank, and food-safety procedures : Local rules and treasurer procedures are the source of truth.
- PTO Today free printables and templates
- Local school and food-handling requirements : Food safety and permits are local decisions, not calculator outputs.
FAQ
Questions that come up
Yes. For an upcoming event, enter what is on hand and what you expect to need. For a finished event, enter the opening and ending counts, prices, costs, spoilage, and sales. Either path produces a shopping list you can print or export.
Use whichever source your concession chair trusts more. If you enter a checkout sales count, the tool uses it for sales and flags any difference from the inventory-derived count so you can review it.
No. It is a planning worksheet for counts, profit, and restocking. Follow your school, district, food-safety, treasurer, vendor, and local rules outside this tool.
Do not enter student private information, buyer names, card details, bank information, vendor credentials, tax IDs, donor private contacts, or official login details.
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