Stock count sheet template
A sheet per shelf or room, in the order you'll walk it: item, code, expected, counted, variance. Print it blind if you want honest numbers, and type the counts back into the Excel file.
Free, no sign-up, no email. The count sheet imports into ItemTally as it is.
Preview and print
Stock count
Count what you see, not what you expect. One location per sheet. Don't move stock while counting.
| Location | Name | Barcode / asset ID | Unit | Expected | Counted | Variance | Notes |
|---|---|---|---|---|---|---|---|
| Store room / Shelf 2 | Cable ties 300 mm, bag of 100 | 5012345678900 | bag | 12 | 12 | 0 | |
| Store room / Shelf 2 | Gaffer tape 50 mm black | roll | 16 | 14 | -2 | Two rolls in the van | |
| Store room / Bin 3 | AA batteries | pcs | 48 | 40 | -8 | ||
| Store room / Bin 4 | AAA batteries | pcs | 24 | 26 | 2 | Found a pack behind the bin | |
Checked by (name, signature)
Your browser's print dialog can also save the sheet as a PDF. Example rows are shown in green and only print if you tick the box.
What it's for
A stock count sheet lists what should be on a shelf so you can write down what's really there. The good ones are sorted by location, so you walk each shelf once, and have room for a note on every line, because "two rolls in the van" is the most useful thing on the sheet.
For a blind count, untick "Show expected" before printing and the Expected column prints blank. People find what's there instead of what the sheet says they should find. The Excel file works out the variance and turns lines that are off amber. Its columns also re-import into ItemTally: Counted lands as the new quantity, and each difference is posted as a count line with the file name.
The columns, and what to write
| Column | What to write | In ItemTally |
|---|---|---|
| Location | The shelf or bin you're standing at. Sort by this before printing. | Location (folder path) |
| Name | Item name, as in your register. | Name |
| Barcode / asset ID | Code on the shelf label or the box. | Barcode or code (old labels keep scanning) |
| Unit | pcs, box, roll, pair, litre. Count the way you reorder. | Unit |
| Expected | What the register says. Hide this column for a blind count. | Not imported (ItemTally already knows it) |
| Counted | What's actually there. Whole numbers. | Quantity (re-import updates the count) |
| Variance | Counted minus expected. Calculated in the Excel file. | Not imported (shown in the count review) |
| Notes | Damaged, wrong place, opened box. | Notes |
Keep numbers plain (249.00, not €249) and write dates as 2026-10-16. Saving a CSV from Excel? Choose CSV UTF-8; it saves the tab you're on.
How to use it
-
Freeze stock movements
Agree a time when nothing goes in or out of the area being counted. Counting while people take things produces variances nobody can explain.
-
Print one sheet per location
Sort by Location, set the rows, and print one sheet for each shelf or room. Untick Show expected for a blind count.
-
Count shelf by shelf
Top to bottom, left to right. Write the count, not a tick. Note anything damaged or in the wrong place.
-
Review the variances the same day
Type the counts into the Excel file. Recount any line that's off by more than you'd expect before you accept it.
-
Post the corrections
Update your register with the counted numbers and a reason. In ItemTally, re-import the sheet and the differences post as count lines.
When you outgrow paper
When count day takes all day
Paper counts mean printing, walking, then typing it all back in. ItemTally removes the first and the last step.
| On the sheet | In ItemTally |
|---|---|
| Printing a sheet per shelf | Scan the shelf label to start or join that location's count. |
| Hiding the expected column | Counts start blind; the expected number shows only in review. |
| Typing counts back in | Counts post straight to the register, with the variance on each line. |
| Equipment that wasn't on the shelf | Unique items you didn't scan are marked not seen, so you can chase them. |
Moving over is one upload: the Count sheet tab imports with its columns matched, and you can import it again later to update what's there. Free for one editor and ten borrowers, with unlimited items. Scanning works in your phone's browser. How switching works.
Questions people ask
What's the difference between a stock count and a stocktake?
Nothing much: stocktake is the UK word, stock count or physical inventory count the US one. Both mean counting what's really there and correcting the records.
How often should we count?
Count fast-moving or valuable stock monthly and everything else once or twice a year. Counting a few shelves every week (cycle counting) spreads the work out.
What's a blind count?
A count where the counter can't see the expected number. It takes slightly longer and gives far more honest numbers, because people stop anchoring on what the sheet says.
Can I import the counts into ItemTally?
Yes. Location, Name, Barcode / asset ID, Unit and Counted match on their own. With re-import, each item is matched to the one already in your register and the difference is posted as a count, never a duplicate.
Keep the columns. Lose the clipboard.
ItemTally reads this file as it is, and your labels keep scanning.
Free for one editor and ten borrowers, with unlimited items. No card needed.