Stock and Inventory Spreadsheet

Who this is for

A stock list that flags what needs ordering. Each line holds the item, its code, where it is kept, how many are on hand, the level at which you reorder and the unit cost; the stock value is worked out and any line at or below its reorder level is flagged.

Shops, workshops, market traders, makers and anyone holding stock or parts who needs to know what it is worth and what is running low.

What this helps you track

• How many of each item are on hand, and where
• What the stock is worth at cost, line by line and in total
• Which lines have reached the reorder level you set for them
• Who supplies each item, so reordering is one glance

How to use it

1. Write the business or location and the date of the count at the top.
2. List each item with its code or SKU, where it is kept and the supplier.
3. Enter the quantity on hand and your own reorder level — the point at which you want to order more.
4. Enter the unit cost. The browser and workbook versions work out the stock value and flag any line at or below its reorder level.
5. Recount and update the on-hand column on whatever rhythm suits the stock; the summary shows the total value and the number of lines to reorder.

Formats

• Printable PDF (A4 and US Letter)
• Fillable PDF with form fields
• Fill in online, saved in your browser
• Excel / Google Sheets workbook

The printable is laid out inside a box that fits both A4 and US Letter, so the two files are identical and neither one is scaled. The fillable PDF has real form fields. The workbook uses plain formulas only — SUM, IF, COUNTIF and the like — so it opens in Excel, LibreOffice and Google Sheets without anything breaking, and every calculated cell is grey so you can see which figures it worked out.

How to print

Download the A4 or US Letter file to match the paper in your printer, open it in a PDF reader and print at 100% — not "fit to page", which shrinks the writing space. Both files leave a 14 mm margin, which clears the unprintable edge on home printers. To print the online version with your entries in it, use the Print this sheet button, which prints only the sheet and none of the page around it. More on printing.

Questions

What reorder level should I set?

Your own, per item — it depends on how fast the item sells and how long the supplier takes. There is a cell for it on every line and no figure of ours.

Cost price or selling price?

Cost, if you want the stock valued as an accountant would. Selling price if you want to know what it could bring in. Say which in the notes and keep to it.

How does the reorder flag work on paper?

It does not — the flag is worked out online and in the workbook. On paper, compare the two columns by eye and mark the line.

Is this the same as the stock take sheet?

No. The stock take sheet is for the physical count on the day. This is the running list you keep between counts, with values and reorder levels.