Stock Count Report
A printable report, signed by the counting team, that records when, where, and by whom the count was done and its result; the result figures come automatically from the product list.
Warehouse Count and Inventory Excel Template
The warehouse count (inventory) Excel template puts the stock quantity in your records side by side with the quantity you actually counted in the warehouse, and automatically calculates the difference, its monetary value and the count result. Products that come up short turn red, surplus ones yellow and matching ones green, so your period-end count is done in a few hours.
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What columns are in the template?
| Column | What it does |
|---|---|
| Product Code / Name | The identity of the counted product. Use the same codes as in the stock tracking template. |
| Warehouse / Shelf | The warehouse and shelf where the count was done. Filter by it to count section by section. |
| System Quantity | The quantity shown in your records before the count. |
| Counted Quantity | The quantity actually counted in the warehouse — this is the only column filled in on the floor. |
| Difference | Automatic: Counted − System. A negative value means a shortage, a positive value means a surplus. |
| Unit Cost | The product's unit purchase cost. |
| Difference Amount | Automatic: Difference × Unit Cost. The monetary value of the loss. |
| Count Result | Automatic: MATCH, SHORT or SURPLUS. |
| Counted By / Date | For accountability and for comparison in recounts. |
How to use it
- Before the count, fill in the "System Quantity" column from your existing records.
- Print it out and go down to the warehouse, or take a tablet with you.
- Fill in only the "Counted Quantity" column; everything else is calculated automatically.
- Have the short (red) rows counted a second time — most differences are products sitting on the wrong shelf.
- Record the loss amount from the "Summary" sheet and correct your stock cards according to the count result.
Who is it for?
- Businesses that run a year-end / period-end inventory count
- Companies with more than one warehouse or branch
- Industries with high waste and loss (food, packaging, hardware)
- Store managers handing over to a successor
Frequently asked questions
How often should an inventory count be done?
A full count at least once a year is a must. For fast-moving products, a partial (cycle) count once a month lets you catch differences before they grow. The steps for running the count section by section without closing the warehouse are explained in the how to do a warehouse count guide.
What should I do when a count difference appears?
First have the product counted a second time, then check the latest in/out movements. If the difference is real, correct the stock card and record the difference amount as waste/loss. A large share of differences comes not from lost products but from products put on the wrong shelf; if every product has a fixed shelf address, this difference never arises in the first place — you can find the method on the shelf addressing system page.
Should the count be done by two people?
If one person counts and another writes down the figures, the error rate drops noticeably. That is why the "Counted By" column exists.
Does this template replace a stock count record?
No. This file is a count list: it compares the system quantity with the counted quantity product by product and calculates the difference. The document that puts on record, under signature, on which date, in which warehouse and by whom the count was done, and its result, is the stock count record. If you want to close the count with a signed document, use the stock count record example Excel template, which fills in the result summary automatically from the product list.
Can I use the template with a barcode scanner?
Yes. You can scan into the Product Code cell and type the quantity. For a large count, inventory software with mobile counting support is much faster.
Where do I get the system quantity from?
You can copy the "Remaining Stock" column from the stock tracking Excel template, or export it from the software you use.
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Last updated: September 22, 2026
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