Dental Instrument Inventory List and Set Planner
Count your instrument inventory
About this planner and how to use it
Count your approved reusable dental instruments, see how many are ready now, and calculate the purchasing gap against your own target. An optional mode models how many identical sets a schedule needs. Calculation, printing and CSV export are free, with no contact details required.
Count your instrument inventory
Add one line per exact instrument reference or variant, choose one counting unit for that line, and enter counts by status. Enter your approved target with reserve counted once, plus confirmed incoming stock and the date it will be available for use. Blank fields stay unknown; zero means zero.
Plan one approved set type
Optional: for one pool of identical, interchangeable approved sets, enter each use with exact start and end times, the sets required, and your facility's full measured turnaround from end of use until a set is released ready. Add sets already in use or processing with their busy-until times. Times use the fixed UTC offset you select; daylight saving changes are not applied automatically.
Start with your own approved list, or try a fictional example.
Calculations run in your browser. Nothing you enter is sent, stored or saved between visits, so closing or reloading the page clears your list. Print, copy or export a CSV to keep it. Do not enter patient names or other patient details.
Understand the stock counts
- Ready
- Released for use and available now. Only ready stock appears in the ready-now count.
- In use
- Currently being used. Part of the serviceable fleet, but not ready now.
- Processing
- Going through your facility's reprocessing workflow. Unavailable until released, but not lost; it stays in the serviceable fleet.
- Held
- Quarantined, damaged or awaiting a decision. Shown separately and excluded from the serviceable fleet.
- Retired
- Retired or lost and permanently out of service. Shown separately and excluded from the serviceable fleet.
- Serviceable fleet
- Ready, in-use and processing stock your facility approves to remain in service, counted in one unit. Held and retired stock are excluded.
How the counts are calculated
Each result shows its inputs beside the formula so you can check the arithmetic. Statuses are mutually exclusive at a single count time, so every unit sits in exactly one status. The examples below use invented numbers to illustrate the arithmetic. They are not recommended stock levels or processing times.
Inventory purchasing gap
Gap = max(0, T − F − I): approved target including reserve (T), minus serviceable fleet (F), minus confirmed incoming available for use by the need-by date (I). Invented example: T = 10 + 2 reserve = 12 pieces; F = 4 ready + 2 in-use + 1 processing = 7; I = 2. Gap = 3 pieces; ready now = 4. If late, I = 0 and gap = 5.
A fleet purchasing gap is separate from readiness at a particular time. Use the schedule mode to check timed availability.
Instrument-set availability
Each use makes sets unavailable from use start until use end plus the full turnaround. Modeled fleet T = peak sets unavailable at once, including carried-in busy sets, + reserve. Gap = max(0, T − F − incoming available before the window starts). Carried-in sets stay in F; they are not subtracted again. A set released at 09:30 can be reused at 09:30. Invented example: uses 08:00–08:30, 08:15–08:45 and 09:30–10:00, 60-minute turnaround, reserve 1: peak 2, T = 3; fleet 2 gives gap 1.
Questions about the planner
Should sets in processing count as missing stock?
No. They are unavailable until your facility releases them, but they remain part of the serviceable fleet. In set mode, enter their busy-until time instead of removing them from the fleet, so they are not subtracted twice. If the release time is unknown, early availability is shown as incomplete.
What if incoming stock may arrive after my need-by date?
Only confirmed stock that will be available for use by the need-by date reduces the gap. Late or unconfirmed stock is shown separately. An expected delivery date alone does not count, because delivered stock may not be ready for use on arrival.
Is there a standard number of instrument sets per chair?
The planner applies no per-chair rule. The result depends only on the schedule, approved set contents, measured turnaround and reserve you enter.
Can two set types share the same instruments?
Not in this version. Set mode assumes each pool of identical sets is independent. If set types draw on shared instruments, the result could count those instruments twice, so plan them as separate, non-sharing pools or treat the result as unsupported.
Do I need to give contact details to print or export my list?
No. Calculating, printing, copying and CSV export are free and need no contact details. Contact information is needed only if you choose to request a quotation.
Turn a reviewed shortfall into a quote request
If you want a quotation, check each line's exact reference, variant, unit and quantity, and resolve or flag unknown items. Then copy or export the list and send it through our request-a-quote page. Nothing is submitted automatically. Pricing, freight and delivery timing are confirmed in the quotation, not by this planner.