Stock register format in Excel
An item sheet and a movement sheet. The balance of every item works itself out, and an item at its reorder level says "Order now".
What the file looks like
The heading row and the five example rows, as they open in Excel. Under them the file has empty rows that are ready: the lists, the formulas and the colours are already set.
| Item code | Item name | Unit | Location | Opening stock | Reorder level | Supplier | In | Out | Balance | Reorder? |
|---|---|---|---|---|---|---|---|---|---|---|
| CE-075 | CPVC elbow 3/4 inch | Pieces (box of 100) | Godown A, rack 2 | 1,800 | 600 | Shakti Polymers, 4 days | fills itself | fills itself | fills itself | fills itself |
| PP-100 | PVC pipe 1 inch, 3 m | Lengths (bundle of 10) | Godown A, bay 1 | 420 | 150 | Shakti Polymers, 4 days | fills itself | fills itself | fills itself | fills itself |
| BV-015 | Ball valve 15 mm | Pieces (box of 50) | Godown A, rack 4 | 260 | 200 | Navyug Valves, 7 days | fills itself | fills itself | fills itself | fills itself |
| SC-250 | Solvent cement 250 ml | Tins (carton of 24) | Godown B, rack 1 | 96 | 72 | Bharat Adhesives, 3 days | fills itself | fills itself | fills itself | fills itself |
| TT-010 | Thread seal tape 10 m | Rolls (box of 250) | Godown B, rack 1 | 1,500 | 500 | Bharat Adhesives, 3 days | fills itself | fills itself | fills itself | fills itself |
- Red row: The balance is at or below the reorder level.
| Date | Item code | Type | In | Out | Document | Godown | Entered by |
|---|---|---|---|---|---|---|---|
| 5 Oct 2026 | CE-075 | Sale | 900 | INV 2219 | Godown A | Mahesh | |
| 6 Oct 2026 | BV-015 | Sale | 100 | INV 2224 | Godown A | Mahesh | |
| 7 Oct 2026 | PP-100 | Purchase | 200 | Bill SP/884 | Godown A | Mahesh | |
| 8 Oct 2026 | CE-075 | Sale | 400 | INV 2231 | Godown A | Mahesh | |
| 9 Oct 2026 | SC-250 | Damage | 6 | Note 14: carton fell | Godown B | Mahesh |
The columns, and what to write in each
- Item code
A short code of your own. The movements use this code.
- Item name
The same name as in Tally or Busy.
- Unit
Pieces, box, kg or bundle, and how many pieces in a box.
- Location
Godown, and rack or bay.
- Opening stock
The quantity you physically counted on the start date.
- Reorder level
The quantity at which you order again.
- Supplier
The usual supplier, and how many days the supply takes.
- In
Fills itself from the movements.
- Out
Fills itself from the movements.
- Balance
Fills itself: opening stock plus in, minus out.
- Reorder?
Says "Order now" when the balance is at or below the reorder level.
Second sheet, "Movements": Date, Item code, Type, In, Out, Document, Godown, Entered by.
How to keep it
- Count the stock once and write each item in the sheet "Items" with its opening stock and reorder level.
- Every time goods come in or go out, add one row in the sheet "Movements" the same day, with the document number.
- Never type in the columns In, Out and Balance of the sheet "Items": they add up the movements by themselves.
- Damage, samples, scheme pieces and shortages get a row of their own type. They are never adjusted quietly.
- Count a few items every week and compare with the balance. Enter the difference as an "Adjustment" with a remark.
Free to use and to change. No macros, nothing to install.
Stock register format for a wholesale or trading business
The item master and the stock movement register a wholesaler needs, column by column, with four rules and a weekly count that keep the book equal to the godown.
People also look for this as: stock register format in Excel · godown stock register · inventory register format · stock in and out sheet
