Organize product quantities and reorder information with this free store inventory sheet template for Excel. The workbook includes a filterable inventory table with item identifiers, descriptions, prices, stock quantities, reorder settings, and discontinued status.
Use it as a manually maintained stock list. It does not connect to a point-of-sale system, import sales, place orders, or update quantities when goods move.
Format: Microsoft Excel (.xlsx). Included: a formatted inventory table, one sample item, a first-row inventory-value formula, and reorder-highlighting logic.
Before use: replace the sample item and check the Inventory Value column. In the supplied file, its multiplication formula is present only in the first data row; fill and verify the formula for other items.
Store Inventory List Preview
The preview includes a sample item and a “Highlight Items to reorder?” control. The workbook’s formatting rules support reorder review; they do not create purchase orders.
Fields Included in the Spreadsheet
Field
What to record
Inventory ID
A unique internal item code or SKU
Name and Description
The product name and details that distinguish its variant or pack size
Unit Price
The price basis you choose, clearly defined and used consistently
Quantity in Stock
The quantity on hand, using a defined unit
Inventory Value
Unit Price multiplied by Quantity in Stock, after ensuring each row has a formula
Reorder Level
Your chosen threshold for reviewing replenishment
Reorder Time in Days
The lead-time assumption you want to record
Quantity in Reorder
A quantity whose meaning you should define, such as quantity already ordered or planned order size
Discontinued?
A clear status; the existing formatting recognizes “yes” for discontinued items
Rename ambiguous headings before use. For example, use “Quantity on Order” if the reorder quantity represents an outstanding supplier order. The workbook does not automatically add that quantity to stock.
How to Set Up the Store Inventory Sheet
Save a working copy. Add the store, location, currency, and date of the inventory snapshot where useful.
Replace sample data. Remove the example item before entering your actual products.
Use consistent identifiers. Give each separately tracked product or variant a stable Inventory ID.
Define units. Distinguish pieces, cases, bottles, or other units in the description or a new Unit column.
Enter checked quantities. Record the on-hand position and retain a reference to the count or transaction records supporting it.
Set prices and formulas. Define the Unit Price basis, then fill and verify Inventory Value for every populated row.
Add reorder information. Enter your threshold, lead-time assumption, and defined reorder quantity.
Test filters and highlighting. Confirm that your data and status entries produce the intended results before relying on them.
Check the Inventory Value Formula
The supplied first-row formula multiplies Unit Price by Quantity in Stock using Excel table references. Its general form is =[@[Unit Price]]*[@[Quantity in Stock]].
For example, a unit price of 12.50 and a quantity of 8 produce 100.00. Fill the formula into the other required rows and verify that each row uses its own price and quantity. Do not assume every blank value cell already contains a formula.
If Unit Price is a selling price, the resulting figure is an extended selling-price amount; it should not be silently treated as inventory cost. Label the field according to your chosen basis. The template does not implement a complete inventory-accounting method.
How Reorder Highlighting Works
The workbook’s rule checks whether Quantity in Stock is less than or equal to Reorder Level, whether Discontinued? is blank, and whether the highlight setting is enabled. It does not calculate a recommended reorder level from sales history.
Test the “Highlight Items to reorder?” control in your Excel version. The formatting depends on its linked setting. If an expected row is not highlighted, check the setting, numeric entries, discontinued field, and formatting range.
Because the reorder rule expects a blank discontinued field, entering “No” may prevent that row from qualifying. Keep the original blank/“yes” convention or revise and test the rule for your preferred Yes/No notation. Also extend the helper formulas and formatting when adding rows beyond the supplied range.
Use the purchase templates for separate purchasing documents. A highlight on this sheet is a review prompt, not evidence that an order has been placed.
Keep Stock Movements Separate from the Snapshot
The original table has no receipt-and-issue transaction log. If quantities change, retain records of receipts, sales or issues, returns, transfers, and adjustments, then update and reconcile the on-hand figure.
For example, an opening quantity of 20 plus 10 received minus 6 issued leaves 24 before other adjustments. This is an illustrative stock equation, not an automatic calculation included in the file.
A shipping order can support dispatch instructions, but it does not update this inventory workbook. Check physical counts against recorded quantities and investigate differences.
Choose the Right Inventory Record
This sheet focuses on stock quantities and reorder review. For tools, computers, and machinery used by the organization, see the equipment inventory log.
For individually described collection items with condition and value-reference fields, the collectibles inventory template provides a different layout.
Frequently Asked Questions
Does the workbook update stock automatically?
No. It has no POS, warehouse, or sales-system connection. Quantities need to be maintained through your own process.
Does it calculate inventory value for every item?
The supplied file contains that formula only in the first data row. Fill it into other item rows and check the results.
Can I add supplier and location fields?
Yes. Add the columns you need and check the table layout, print area, formulas, and formatting after editing.
Can I add more products?
Yes. Extend the table, then verify the inventory-value formulas, reorder helper logic, and conditional-formatting ranges for the new rows.
Does it generate purchase orders or reminders?
No. It can visually flag qualifying rows when its highlight setting and rules work as intended, but it does not send alerts or order goods.
Can I print the list?
Yes. Review the wide table in Print Preview, repeat column headings where useful, and keep the text readable rather than excessively shrinking it to one page.
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