Stock Count by Aisle Sheet
Count the shop the way it is laid out rather than the way the stock list is sorted, so every bay gets counted once and the gaps to a full shelf are visible on the same line as the count.
RS-21 1 page
Retail shop floor · RS-22
Stock Loss and Shrinkage Record
A free printable shrinkage record sheet — every unit that left the shop unsold, with date, cause code, what happened, value at cost and how it was disposed of.
Download Free · no sign-up
One page. Choose your paper size — both versions are laid out identically, so neither one gets shrunk to fit.
Print it and write on it
Fill it in type and save
The fillable versions have real form fields — open them in any PDF reader, type into them and save. Printing help.
What this sheet is for
Give stocktake variance a story. Losses written down when they are found show which cause is costing the shop, instead of one unexplained figure at the end of the period.
Who it is for
Shop owners, managers and department leads in any shop that carries physical stock — food, clothing, hardware, gifts.
How to use it
- Write each loss on the day it is found: product, quantity and a cause letter from the key under the heading.
- Say what actually happened in a few words — 'dropped on delivery', 'found empty packaging aisle three'.
- Value it at whatever cost basis your shop uses and note how the item was disposed of.
- Total the sheet at the end of the period and name the largest cause.
- Have the sheet reviewed and signed before the next stocktake.
What is on the sheet
One page, top to bottom:
Printed under the title: Every unit that left the shop without being sold — damaged, out of date, wrongly delivered, written off, or simply gone — with the cause and the value, so stocktake variance has a story behind it.
Record it when it is found. Write a loss down on the day it is found, not at stocktake. A record kept as it happens shows which cause is doing the damage; a figure worked out at the end of the period shows only that something did. Value is at whatever cost your shop uses for its own stock — this sheet does not set it.
Write-on lines: Shop / branch · Department · Period from · To
Losses — cause codes: D damaged · X out of date · T theft or unknown · W wrong delivery · S staff use or sample · O other
Table, 10 rows: Date · Code / product · Qty · Cause · What happened · Value · Disposed how · Recorded by
Write-on lines: Total value this sheet · Largest cause this period · Reviewed by / date
Questions
Why is there no acceptable shrinkage figure printed on the sheet?
Because there is no figure that is right for every shop. What counts as normal depends on what you sell, how it is displayed and how your stock is valued — and if your shop or your head office sets a target, it belongs in your own notes, not on a sheet that other shops use too.
Should theft go on the same sheet as damage?
Yes, with its own cause code. The point is to see all unsold loss in one place and compare the causes. Anything that needs reporting further — to a head office, an insurer or the police — is your decision under your own procedures.
Related sheets
Stock Take Sheet
Count stock area by area and see the variance beside the count, so a stock take produces a number you can act on rather than a vague reassurance.
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Till Float and Cash Declaration Sheet
See the whole week's floats across every till on one page, and spot the drawer or the shift that is repeatedly over or short before it turns into a stocktake surprise.
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Delivery Note
Send goods with a note, or check a delivery in properly, with the discrepancy line that settles arguments weeks later.
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