Inventory Stock Register Template

Maintain opening stock, inward, outward, and closing stock for all raw materials and finished goods.

Keep Inventory in Check

Managing inventory on a simple spreadsheet can be very effective for small units. This stock register template works like a simplified ERP, giving you real-time visibility of stock levels.

Understanding the Stock Register Format

Column	Purpose	Example Entry
Date	Transaction date	10-Feb-2026
Item Code & Name	Material identification	RM-001: MS Rod 12mm
Opening Stock	Balance at start of day	500 kg
Inward (Receipt)	Material received (Purchase/Return)	200 kg (GRN #156)
Outward (Issue)	Material issued to production	120 kg (WO #045)
Closing Stock	Balance at end of day	580 kg (Auto-calculated)
Reorder Level	Alert when stock falls below this	300 kg

Step-by-Step: Maintaining Stock Register

Daily Process

Start of Day: Carry forward yesterday's closing balance as today's opening balance.
Record Receipts: When material arrives, update “Inward” column with quantity and GRN number.
Record Issues: When material is issued to shop floor, update “Outward” column with quantity and Work Order reference.
Calculate Closing: Formula: Closing = Opening + Inward - Outward
Check Reorder Level: If closing stock falls below reorder level, raise purchase request.
Physical Verification: Once a week, physically count stock and match with register.
Reconcile Differences: If physical count differs, investigate and adjust with remarks.

Real-World Example: Tracking MS Rods

Stock movement for MS Rod 12mm over 3 days:

Date	Opening	Inward	Outward	Closing	Remarks
08-Feb	500 kg	-	150 kg	350 kg	Issued to WO-045
09-Feb	350 kg	-	80 kg	270 kg ⚠️	Below reorder! PO raised
10-Feb	270 kg	500 kg	100 kg	670 kg	Received GRN-167

Notice how stock fell below reorder level (300 kg) on 9th Feb, triggering a purchase order. Material arrived next day.

Setting Reorder Levels

Use this simple formula:

Reorder Level = (Daily Consumption × Lead Time) + Safety Stock

Example calculation for MS Rod 12mm:

• Daily consumption: 50 kg
• Supplier lead time: 4 days
• Safety buffer: 2 days (100 kg)
• Reorder Level = (50 × 4) + 100 = 300 kg

Common Mistakes

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Not Recording Immediately: Delaying entries causes stock mismatch.
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Ignoring Rejections/Scrap: Rejected material should be recorded separately.
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No Physical Verification: Excel shows one number, but actual stock differs.
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Multiple People Editing: Leads to overwriting and data loss.

Best Practices

Single Responsibility: Assign one storekeeper to maintain the register.
Bin Card System: Keep a physical bin card at each storage location as backup.
Color Coding: Use conditional formatting: Green (healthy stock), Yellow (near reorder), Red (below reorder).
Weekly Stock Report: Share stock summary with production and purchase teams every Monday.
ABC Analysis: Focus daily tracking on A-items (high-value, fast-moving) and monthly for C-items.
Digital Backup: Save register to cloud (Google Drive/OneDrive) to prevent data loss.