Stock Register
A stock register (stores ledger) records every receipt and issue of goods item-wise so that the quantity on hand is known at any time without a physical count. It is required for GST (Rule 56 asks registered persons to keep accounts of stock of goods received and supplied), for insurance claims and for detecting pilferage.
How this tool works
Enter the date, item name, reference (purchase order, GRN, issue slip), quantity in or out and the rate. The tool maintains a running balance per item in the order rows are entered and shows value = balance × rate on each row. The summary table shows, for each item, total in, total out, balance quantity, weighted average purchase rate, stock value and a status flag (OK / Out of stock / Negative stock). A doughnut chart shows the value mix.
Worked example
A4 Paper: received 50 reams @ ₹240 (PO-11), issued 12, received 30 @ ₹250 (PO-15), issued 15. Balance = 50 − 12 + 30 − 15 = 53 reams. Weighted average rate = (50×240 + 30×250) ÷ 80 = ₹243.75, so stock value ≈ ₹12,919. Toner: received 6 @ ₹3,200, issued 2 → balance 4 worth ₹12,800.
Tips
- Type item names consistently (the tool matches names case-insensitively but "A4 Paper" and "A4 Papers" are different items).
- Enter the purchase rate on receipt rows; on issue rows enter the latest rate so the row value is meaningful.
- A negative balance means issues exceed receipts — a goods receipt note is probably missing.
- Export to Excel monthly and reconcile with a physical count; investigate differences.
Minimum stock and reordering
Review the summary table weekly: items showing "Out of stock" need an immediate purchase order, and items with a low balance relative to monthly issues should be reordered before they run out. Keeping lead time in mind avoids production or sales interruptions.
Valuation
The summary values stock at weighted average cost, an accepted method under AS-2 and ICDS-II. For a FIFO comparison on a single item use the Inventory Valuation tool.
Frequently Asked Questions
Is a stock register mandatory under GST?
Rule 56 of the CGST Rules requires every registered person to maintain accounts of stock, including opening balance, receipts, supplies, losses and closing balance.
How is the balance quantity calculated?
For each row, the tool sums all earlier rows of the same item (in + / out −) up to and including that row.
Which rate is used for the stock value?
Row value uses the rate on that row; the item summary uses the weighted average of purchase rates.
Can I import my existing register?
Yes — a CSV or Excel with columns Date, Item, Ref, In Qty, Out Qty, Rate can be imported with the Import button.
Disclaimer: This tool is for general information and estimation only. Tax rates and rules change — verify with official sources or a professional before acting. Read full disclaimer.