Stock Register Format in Excel: Free Inventory Template

Q: What is a stock register?

A stock register is a record of every item you hold, showing opening stock, goods received, goods supplied, losses and write-offs, and the closing balance. Under GST it is the “account of stock” required by Rule 56(2) of the CGST Rules.

Q: Is a stock book the same as a stock register?

Yes for most shops. Stock book, stock record book and inventory register are everyday names for the same Rule 56(2) stock account. This Excel stock book format tracks opening, inward, outward, losses and closing stock per item.

Q: Is a stock register mandatory under GST?

Yes for regular taxpayers. Every registered person except composition taxpayers must keep a stock account with opening balance, receipts, supplies, goods lost, stolen, destroyed, written off or given as gifts or free samples, and closing balance (CGST Rule 56(2)).

Q: Can I maintain a stock register in Excel?

Yes. GST rules allow electronic records with a proper backup (Rules 56(15) and 57). Don't overwrite or delete old entries: Rule 56(8) requires a log of edited or deleted entries for electronic records, so add correcting rows and keep dated copies.

Q: How do I calculate closing stock in Excel?

Closing stock = opening stock + received − supplied − lost/stolen/destroyed − written off − gifts/free samples. In this template, SUMIFS adds up each item's movements from the Register sheet, so the closing stock updates automatically.

Q: Can I use this for a medicine stock register format in Excel?

Yes as a general GST stock register: use the same columns and put batch or expiry in the item name or a notes field if you track them manually. It is not a substitute for any extra pharmacy or controlled-drug registers your state rules require.

Q: How long should I keep stock records?

For the period in Section 36 of the CGST Act, generally 72 months from the due date of the annual return for that year, and longer if an appeal or proceeding is pending.

Q: Is this stock register template free?

Yes. The Excel file and the printable format are free, with no signup and no macros.

Item-wise stock register with automatic closing stock, stock value and reorder alerts. Columns follow GST Rule 56.

Last updated: 19 October 2026

Use this stock register (also called a stock book or stock record book) to track every item you buy and sell: opening stock, receipts, supplies, losses, write-offs, gifts and closing balance. The Excel version works out closing stock, stock value and reorder alerts for you, and the printable format suits a monthly paper register.

Download Excel (.xlsx)

Click any text in the printable format to edit it, then print or save as PDF. The Excel version has an item sheet and a movement register, and calculates closing stock, value and reorder alerts for you.

Your Business Name
Shop no., street, city, PIN
GSTIN: 29ABCDE1234F1Z5

Period: 01-10-2026 to 31-10-2026
Godown / location: Main shop

STOCK REGISTER

Item code	Item name	HSN	Unit	Opening	Received	Supplied	Lost / stolen / destroyed	Written off	Gifts / free samples	Closing	Reorder level
ITM001	Basmati rice 5 kg bag	1006	BAG	40	20	30	0	0	0	30	15
ITM002	Sunflower oil 1 L pouch	1512	PCS	120	0	18	0	3	0	99	40
ITM003	Toilet soap 100 g	3401	PCS	200	0	145	0	0	10	45 ⚠	60

Closing = Opening + Received − Supplied − Lost/stolen/destroyed − Written off − Gifts/free samples. ⚠ = at or below reorder level.

Physical count checked on: __________ by: __________

For Your Business Name

Authorised signatory

Columns in a stock register (GST Rule 56)

Field	What to enter / rule
Item code and name	One unique code per item (SKU). Use the same code on bills, purchase entries and barcodes
HSN code, unit and GST rate	Needed for GST invoices and the HSN summary in GSTR-1. Find HSN codes
Opening balance	Quantity physically counted at the start of the period (Rule 56(2): “opening balance”)
Received (inward)	Purchases and sales returns, with the supplier invoice or credit note number (“receipt”)
Supplied (outward)	Sales, purchase returns and goods sent out, with your invoice or challan number (“supply”)
Lost, stolen or destroyed	Kept separately: input tax credit is not available on such goods (Section 17(5)(h))
Written off	Damaged or expired goods you remove from stock, with the reason
Gifts and free samples	Also listed separately in Rule 56(2) and blocked for input tax credit under Section 17(5)(h)
Closing balance	Opening + received − supplied − lost/destroyed − written off − gifts. Compare it with a physical count
Reorder level (optional)	Not required by law, but it turns the register into a buying tool. How to set reorder levels

Inventory management in Excel: the formulas behind this template

The download has two working sheets. Register gets one row per movement (date, item code, movement type, document number, party, quantity). Items lists each item once and adds up its movements with SUMIFS, so you never type a running total by hand:

Column on the Items sheet	Formula (row 5)
Received	`=SUMIFS(Register!G:G, Register!B:B, A5, Register!D:D, "Purchase / inward") + SUMIFS(… "Sales return (inward)")`
Supplied	`=SUMIFS(Register!G:G, Register!B:B, A5, Register!D:D, "Sale / outward") + SUMIFS(… "Purchase return (outward)")`
Closing stock	`=F5 + I5 − J5 − K5 − L5 − M5 + N5` (opening + received − supplied − losses − write-offs − gifts ± adjustments)
Closing value	`=O5 * G5` (closing qty × purchase rate)
Status	`=IF(O5<0, "CHECK", IF(O5<=H5, "REORDER", "OK"))`

Drop-down lists for item codes and movement types stop the spelling mistakes that silently break SUMIFS. A duplicate item code is rejected, and a negative closing stock shows CHECK, which usually means a missed purchase entry. The file has no macros and opens in Excel, Google Sheets and LibreOffice.

What GST law asks of a stock register

Who must keep it: every registered person except composition taxpayers must keep a stock account showing the opening balance, receipts, supplies, goods lost, stolen, destroyed, written off or given as gifts or free samples, and the closing balance (Rule 56(2)). Composition dealers are not covered by that sub-rule, but a register still helps them track stock.
Excel is allowed: records may be kept electronically (Rule 56(15)), with a proper backup that can be restored (Rule 57).
No overwriting: entries must not be erased or overwritten, and electronic records must keep a log of every entry edited or deleted (Rule 56(8)). Plain Excel doesn't keep that log, so add correcting rows instead of editing old ones, and save dated copies.
How long to keep it: for the period in Section 36, generally 72 months from the due date of the annual return for the year.
Blocked credit: input tax credit is not available on goods lost, stolen, destroyed, written off or given as gifts or free samples (Section 17(5)(h)), which is why the register keeps those columns separate. Ask your CA about reversing credit already taken.

Stock book format, stock record book: same idea, different names

Shopkeepers and accountants often search for a stock book format in Excel, a stock record book or an inventory register format. Under GST, the legal name is the stock account in Rule 56(2). This page's Excel file is that register: one Items sheet for balances and one Register sheet for every movement. If a supplier or CA asks for your stock book, export or print this template for the period they need.

Medicine / pharmacy stock register in Excel

A medicine shop or clinic store uses the same Rule 56 columns (opening, receipts, supplies, losses, write-offs, gifts, closing). Put the batch or expiry in the item name or in a notes column on the Register sheet if you track them by hand. This free file is a general GST stock register, not a special Schedule H / narcotics register — follow any extra state or Drugs and Cosmetics Act records your pharmacist requires, and ask your CA before reversing ITC on expired stock (Section 17(5)(h)).

When Excel stops being enough

	Stock register in Excel	Inventory software
Updating stock	You type every bill and purchase twice: once on the bill, once in the register	Stock moves when you save the bill or purchase
Mistakes	A wrong code or deleted row silently changes closing stock	Items are picked from the item list or scanned by barcode
Edit history	None in plain Excel	Depends on the software; ask the vendor
Several people billing	One file, one person at a time	Many users at once
Works best for	Up to a few hundred items and a few bills a day	Growing item lists, barcodes, several counters or online orders

If you are typing the same sale twice every day, look at inventory management software that updates stock as you bill. Our inventory management guide covers ABC analysis, reorder levels and FIFO, whichever tool you use.

How to use this format

Download the Excel file and fill the Items sheet: one row per item with code, name, HSN, unit, GST rate, purchase rate and reorder level.
Count your stock and enter it as opening stock. Every later figure depends on this count.
Record every purchase, sale, return, damage, gift or free sample on the Register sheet the same day, choosing the movement type from the drop-down.
Check the Items sheet for closing stock, stock value and REORDER flags. Investigate any CHECK (negative stock).
Count a few fast-moving items every week. If the count differs, add a stock adjustment row with the reason. Don't change the opening figure.
Prefer paper? Edit the printable format above and print or save it as PDF for a monthly register.

Last checked 19 October 2026. General information, not legal advice. Sources: CGST Rule 56 (CBIC).

Frequently asked questions

What is a stock register?

A stock register is a record of every item you hold, showing opening stock, goods received, goods supplied, losses and write-offs, and the closing balance. Under GST it is the “account of stock” required by Rule 56(2) of the CGST Rules.

Is a stock book the same as a stock register?

Yes for most shops. Stock book, stock record book and inventory register are everyday names for the same Rule 56(2) stock account. This Excel stock book format tracks opening, inward, outward, losses and closing stock per item.

Is a stock register mandatory under GST?

Yes for regular taxpayers. Every registered person except composition taxpayers must keep a stock account with opening balance, receipts, supplies, goods lost, stolen, destroyed, written off or given as gifts or free samples, and closing balance (CGST Rule 56(2)).

Can I maintain a stock register in Excel?

Yes. GST rules allow electronic records with a proper backup (Rules 56(15) and 57). Don't overwrite or delete old entries: Rule 56(8) requires a log of edited or deleted entries for electronic records, so add correcting rows and keep dated copies.

How do I calculate closing stock in Excel?

Closing stock = opening stock + received − supplied − lost/stolen/destroyed − written off − gifts/free samples. In this template, SUMIFS adds up each item's movements from the Register sheet, so the closing stock updates automatically.

Can I use this for a medicine stock register format in Excel?

Yes as a general GST stock register: use the same columns and put batch or expiry in the item name or a notes field if you track them manually. It is not a substitute for any extra pharmacy or controlled-drug registers your state rules require.

How long should I keep stock records?

For the period in Section 36 of the CGST Act, generally 72 months from the due date of the annual return for that year, and longer if an appeal or proceeding is pending.

Is this stock register template free?

Yes. The Excel file and the printable format are free, with no signup and no macros.

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