Reagent & Reference Standard Log Excel | Solution Prep Log with Expiry, Potency & Standardisation

Every result a QC lab reports depends on the standards, reagents and solutions behind it. This Excel log keeps all three in one workbook, with the calculations and expiry checks that are easy to get wrong on paper.

Register reference standards (primary, secondary / working and impurity) with assigned potency, water or LOD and basis. The workbook converts potency to the as-is basis, works out the effective expiry after opening, and checks that each working standard is linked to an unexpired primary. Reagents get an effective expiry from the supplier date, opening date and in-use period, and a status: In use, Expires soon, Expired, Quarantine or Discarded.

Log each prepared solution against its parent. The parent is found automatically in Reference Standards, Reagents or earlier solutions; concentration is calculated from weight and volume or from a dilution, and the solution's expiry is capped by its parent's. A second-person check flags a missing verifier or a verifier who is also the preparer, and label text is built for every solution, ready to copy into your label template.

Standardisation of volumetric solutions calculates molarity per replicate, mean, RSD and factor, gives Pass, Fail or Incomplete against the limits you set, and shows when re-standardisation is due. The Dashboard lists expired items not yet discarded, solutions about to expire and failed checks. Fictional EXAMPLE data shows every status.

What's included

• Reagent-Standard-Solution-Log.xlsx (7 tabs)

• Start Here: quick start, colour key, rules, disclaimer

• Dashboard: expired, expiring and flagged items across all registers

• Reference Standards (150 rows): potency as is, effective expiry, primary link check, status and flags

• Reagents (200 rows): effective expiry after opening, status

• Solution Prep (500 rows): parent lookup, concentration, expiry, second-person check, label text

• Standardisation (60 runs): molarity, RSD, factor, pass / fail, re-standardisation due; Lists and settings

• User-Guide.pdf (8 pages): set-up, every calculation (potency, expiry, concentration, molarity), checks, public references and disclaimer

• Fictional EXAMPLE data: standards, reagents, solutions and two standardisations with example suppliers only

Who it's for

• QC analysts and lab supervisors who prepare standards and reagents every day

• QC laboratories replacing paper reagent and standard logbooks

• Small GMP, contract and university labs without a LIMS inventory module

• QA reviewers who check solution traceability and expiry during record review

File formats and compatibility

• Microsoft Excel .xlsx workbook plus a PDF user guide, delivered as one zip

• Built for Microsoft Excel 2019/365 (.xlsx, no macros). Tested in LibreOffice Calc. Google Sheets import is possible but not officially supported.

• No add-ins, internet connection or macros required

• Instant digital download; no physical item is shipped

FAQ

Q: How is the as-is potency calculated?

A: For an Anhydrous or Dried basis: assigned potency x (100 - water or LOD %) / 100. For an As is basis the assigned value is used directly. If the water or LOD is missing the cell stays blank and is flagged.

Q: Can a solution be made from another solution?

A: Yes. Choose Dilution and give the parent solution ID. The workbook uses the parent's concentration and expiry. The parent must be logged in a row above, so do not sort the Solution Prep sheet.

Q: Does it print labels?

A: It builds the label text for each solution (ID, name, concentration, prepared and expiry dates, preparer). Copy it into your own label template or printer software.

Q: Is it validated or compliant out of the box?

A: No. It is a template. No spreadsheet is compliant on its own, and this file is not a validated computerised system or a Part 11 / Annex 11 electronic records system. Verify the formulas with your own data and approve it under your own procedures before GMP use.

Q: Is the example data real?

A: No. All EX- materials, lots, suppliers and codes are fictional. Clear the white input cells before first use.

Disclaimer: Template only. This workbook is a tracking and calculation aid. It is not regulatory, legal or quality advice, it does not make your processes compliant, and it is not a validated computerised system: validate it for your intended use under your own procedures before relying on it for GMP decisions. Public guidelines (ICH, EU GMP, US 21 CFR, USP and others) are cited for concepts only. Rangefolio is not affiliated with or endorsed by ICH, USP, EDQM, FDA, EMA or PIC/S. All example data is fictional.