How to Build a Stock Register in Google Sheets

November 12, 2026 By MWL

Office worker organising records on a laptop — Illustrative photo from Pexels.

A useful stock register tells you how many items you should have and explains why the figure changed. For a stationery shop, school store or small office, a movement log is easier to check than a single quantity that gets overwritten.

Create a movement log

Use columns for Date, Item Code, Item, Movement, Quantity and Reference. Enter one row for each delivery or issue and keep quantities positive. Use Receive or Issue consistently. Record opening balances as Receive rows with Opening Balance as the reference.

Calculate the current balance

If Item Code is column B, Movement is D and Quantity is E, put an item code in H2 and use =SUMIFS(E:E,B:B,H2,D:D,"Receive")-SUMIFS(E:E,B:B,H2,D:D,"Issue") in I2. Test with 20 received and 7 issued. The expected balance is 13.

Make errors easier to find

Give each product a stable code, especially when similar items use different units. Track a ream and a single sheet as separate items if you regularly sell both. Keep a receipt or issue reference so you can find the source of an entry.

Compare against the physical count

If the sheet shows 13 but the shelf has 12, check recent receipts, issues and unit conversions first. Document any authorised adjustment with a date and reason so another person can trace it.

Explore more technology guides on ExpressTZ.

✅ How to apply safely

Apply only through the official channel stated in this advert (Ajira Portal, the employer's website or email).
Never pay money to get a job. Genuine employers do not ask for payment.
Check the deadline and the required qualifications before you apply.
Seen a fake advert or a broken link? Let us know here.