InventryBookStock register format for a shop (free Excel and PDF)
InventryBook team ·
Download the format
- Stock register format in Excel (.xlsx): the closing stock and stock value fill themselves, and an item summary adds up the month. Opens in Excel, Google Sheets and WPS on a phone.
- Stock register format to print (PDF, A4): two pages to write in by hand, with an example on the first rows.
Both have English and Hindi headings. No sign-up and no phone number needed.
What a stock register is for
A stock register answers one question for every item: how much should be on the shelf right now? When you know that, you can see when to reorder, what is moving slowly, and whether anything is going missing.
The one formula
Closing = Opening + In − Out
Opening is yesterday's closing. In is what came from the supplier. Out is what was sold, plus anything damaged, expired or taken for home. Write those two outs separately, so a loss never hides inside sales.
The columns, and why each one is there
| Column | What to write |
|---|---|
| Date | The day the item moved |
| Item and unit | Toor dal 1 kg, pcs; or loose sugar, kg |
| Opening | Yesterday's closing for this item |
| In (bought) | Quantity received, with the supplier and bill number |
| Out (sold) | Quantity sold that day |
| Out (damaged, own use) | Torn packets, expired stock, items taken for home |
| Closing | Opening + In − Out |
| Rate and value | What you paid per unit, and closing × rate |
| Remarks | Anything you will want to remember at the count |
A worked example
Toor dal 1 kg, bought at ₹52 a packet:
| Date | Opening | In | Sold | Damaged | Closing | Value |
|---|---|---|---|---|---|---|
| 1 Nov | 20 | 0 | 6 | 0 | 14 | ₹728 |
| 2 Nov | 14 | 30 | 8 | 0 | 36 | ₹1,872 |
| 3 Nov | 36 | 0 | 7 | 1 | 28 | ₹1,456 |
On 4 November, the shelf should hold 28 packets. If you count 25, three packets were sold without being written down, given on udhaar and forgotten, or taken.
Keep it light enough to keep
- Write only the days an item moves, not every item every day.
- Count your 20 fastest-selling items once a week, and everything once a month.
- Set a reorder level for each fast item: when closing falls below it, order.
- Write supplier bills the day the goods arrive, not when you pay.
When to move it to your phone
A paper or Excel register works while one person writes everything. It starts to break when helpers bill too, when you sell on udhaar, or when you have more than a few hundred items, because every sale has to be written twice: once on the bill and once in the register.
In InventryBook the register keeps itself. Every bill takes the items out of stock, every supplier bill (typed, or photographed and read for you) puts them in, and a stock count shows the difference between the shelf and the app. Low stock shows on the home screen, and each item's history lists every movement with who made it. See it for kirana and general stores.
Frequently asked questions
Is a stock register required by law? A GST-registered business must keep a record of stock, and a register like this one is a simple way to do it. Ask your accountant what your business needs.
Should I write the cost price or the selling price? The cost price, what you paid. Stock is valued at cost, and profit comes from the difference when it sells.
Can I use this format for a medical store? Yes, but add the batch number and expiry date for each line, or keep one row per batch. See medicine expiry by batch.