Stock Register Format in Excel: Free Template for Shops and Godowns

A stock register is the simplest way to keep maal ka hisaab: what you had, what came in, what went out and what is left. Below is a ready format you can copy, plus a free Excel file with the formulas already done, a godown-wise sheet and a reorder column.

Download the free Excel stock register

No sign-up needed. The file has three sheets: a daily stock register, godown-wise stock, and how to use it.

The standard stock register format

Use one row for each item on each day it moves. These are the columns most Pakistani shops, godowns and distributors need.

Formula: Closing stock = Opening stock + Received − Issued. The next day’s opening is the previous day’s closing.

What each column means

• Date: the day the stock moved.
• Item and unit: the item name or code, and the unit you count it in (piece, carton, bag, tin, kg).
• Opening stock: what you had at the start of the day.
• Received (maal aamad): stock that came in from a supplier, a return or another godown.
• Issued or sold (maal rawangi): stock that went out as a sale, to another godown or for use.
• Closing stock: what should be on the shelf at the end of the day.
• Remarks: bill number, supplier, or the reason for a difference.

The Excel file adds three more useful columns: returns in, damaged or adjusted stock, and closing value (closing stock times rate), so you can see how much money is in stock.

Godown-wise stock register

If you keep stock in a shop and one or more godowns, keep a second sheet that shows each item’s stock by location.

“In transit” is stock that has left one place but not yet reached the other. It is where most unexplained shortages hide.

Tips to keep the register accurate

1. Write every movement the same day. A register filled in from memory at month end is a guess.
2. One person owns it. When everyone writes in it, nobody is responsible for it.
3. Count once a month. Compare the physical count with the closing stock and write the difference with a reason.
4. Never overwrite. Correct a mistake with a new line, so the history stays clear.
5. Set reorder levels. Decide the minimum stock for fast sellers so you order before you run out.

When a register is no longer enough

A register works well for a small shop with a few hundred items. It starts to fail when:

• you have more than one godown or branch and stock moves between them every day;
• you sell in cartons and pieces, or in many sizes and colours;
• you need batch and expiry dates;
• more than one person bills or receives stock;
• you want stock value and profit without a day of calculation.

At that point, software does the register for you: every bill and purchase updates the stock on its own. See godown management software, multi branch inventory software and batch and expiry tracking software, or read when a business outgrows Excel for stock.

Related guides

• Inventory management system
• Inventory management software price in Pakistan
• Best inventory software for small business in Pakistan
• Godown management software

Frequently asked questions