Choose a unit that can be observed
Count each guest-bottle replacement as a unit by wash item. For refills, ask staff to record volume issued to the property and deduct the usable volume remaining at the end of the observation period. Keep room count, occupancy and serviced room nights on the same log. These figures help purchasing distinguish a change in guest activity from a change in pack usage.
- Track each wash item independently.
- Record exceptional events such as room closures or a group booking.
Work through a hypothetical property
Suppose the pilot records 90 body-wash bottles replaced across 300 serviced room nights. That works out to 0.3 bottles per serviced room night. If the property forecasts 2,000 serviced room nights in the next order period, the same rate suggests 600 replacement bottles. If the supplier confirms cases of 48 bottles, 13 cases would cover that estimate before any reserve is added.
- Confirm the case count with purchasing before rounding.
- Keep first-fill stock on a separate line from the 600 estimated replacements.
Review the estimate before setting a reorder point
Compare forecast use with the observed amount after the first delivery cycle. Review events that may affect the next period, such as a resort peak season or the reopening of a wing. Agree a reserve with the site based on actual storage and the confirmed supply interval. Update forecasts when the room mix, service policy or dispensing format changes.
- Record on-hand usable stock when the order is raised.
- Keep a dated estimate per property for comparison at the next review.