Inventory and stock tracker (up to 2,000 items)

What the inventory and stock tracker (up to 2,000 items) does

A shop or distributor with a large range needs a stock record that scales. This tracker has room for 2,000 items. List each item with its unit cost, opening stock, purchases and sales, and the workbook works out the quantity on hand, the stock value and a reorder status for each item and in total.

Who it is for

Wholesalers, pharmacies, hardware shops and distributors with large ranges of stock.

How to use the workbook

1. List each item with its code, unit cost and reorder level.
2. Enter the opening stock, the quantity received and the quantity sold.
3. Read the quantity on hand, the value and the status.
4. Reorder the items marked reorder now.
5. Save a copy under a new name for each month or year, so earlier records stay as they were.

What is inside

• Room for 2,000 items
• Quantity on hand and stock value worked out
• Reorder now, low or OK status
• Total stock value at the top
• Summary of items by status with a chart

The workbook has these sheets: Instructions, Stock, By status. The main table has the columns Item code; Item; Unit cost; Opening stock; Received; Sold; On hand; Stock value. Yellow cells are for you to fill in and grey cells calculate by themselves, so leave the grey cells alone. The example rows show how it works; type over them with your own entries.

Tips for getting it right

• Update quantities when stock moves, not at month end.
• Count a sample every week.
• Set reorder levels from real sales.
• Investigate items whose quantity goes negative.

Why keep this record

Running a business on memory works until it grows. Writing the numbers down turns opinions into facts you can compare month to month, and shows early which products, customers or costs deserve attention. Even a simple workbook, used every week, usually beats a sophisticated one that is opened once a year.

Questions people ask

Do I need to know Excel formulas? No. Type into the yellow cells and the rest is worked out for you. The formulas are visible if you want to see how a figure is reached.

Can I add rows or change the layout? You can add your own columns to the right and your own notes. If you insert rows inside a table, copy the grey formula cells down so the new rows calculate too.

Will it work on my phone or in Google Sheets? Yes for viewing and typing, but dropdown lists and the charts look best in desktop Excel or LibreOffice.

Keeping it safe and up to date

A plan is only as good as the numbers you put in. Start with honest estimates, update the workbook as real figures arrive, and compare the two so your next estimate is better. Save a dated copy each month so you can see how your thinking changed.

Read how to build a cash flow forecast for the wider picture. Free calculators that go with it: Vat calculator. See more business templates or ask us for a custom one.

The workbook works in Microsoft Excel, LibreOffice and Google Sheets. It is a tool to help you work out and record figures, not tax, legal or accounting advice, and it is not affiliated with the Kenya Revenue Authority. If something does not work as described, contact us and we will put it right.

Related guides, calculators and templates

• Free calculator: VAT Calculator
• Guide: How to set up an M-Pesa till or Paybill for your business and account for it
• Guide: How KRA uses data matching and what it means for you
• Guide: How to protect your business from fraud and theft
• Another template: Customer order and delivery tracker
• Another template: Pricing and markup calculator
• Another template: Product price list with VAT

Need something different? Request a custom template, browse all guides or see every Excel template.