A free stock list template for Excel, with stock in and out

What is in the file

Two sheets. The Stock sheet has room for 500 products, one row each: name, quantity, unit, opening stock, stock in, stock out, low stock, selling price, purchase price, stock value, category and notes. The Activity sheet gets a row each time goods come in or go out: date, item, stock in, stock out and a note. Four columns fill themselves in: stock in and stock out add up the Activity rows, quantity is opening stock plus stock in minus stock out, and stock value is quantity times price, with the total stock value at the top. A row turns red when its quantity reaches its low stock number or drops below zero.

How to use it

List your products on the Stock sheet once, with what is on the shelf today as the opening stock. From then on, add a row on Activity each time goods come in or go out, and pick the product from the list in the Item column, so the names always match. Never type over the quantity: it follows Activity.

• Write the unit once per product: pieces, boxes or kilos.
• Set the low stock number per product, not one number for everything.
• Count in the unit you sell in: a case is one, twelve bottles are twelve.

Where the spreadsheet stops

The file cannot tell you who changed a number, cannot warn you on your phone, and cannot be edited on a storeroom shelf without a fight. That is fine for a while. When two people touch the stock or you have asked "who changed this?" once, the sheet has done its job.

Doing it in Invenva

The columns on the Stock sheet carry Invenva's own names, so the import screen recognises them without mapping: pick the file, confirm, and every product arrives with its current quantity and a history entry. From then on every change carries a name and a time, low stock alerts reach your phone, and the same list is on the shelf and at the desk. Importing the whole file and exporting back to Excel whenever you like both come with Pro.