At the first stage of the business, store owners are trying to save money by choosing the free Excel program for warehouse accounting. In the article, we will talk about templates for accounting for goods in Excel and offer a more interesting free option for accounting in a store than standard software.

What you will learn about:

Who can benefit from spreadsheets

Accounting for goods in Excel is used by those entrepreneurs who have 2-3 sales per day and they have enough time to transfer sales data to spreadsheets.

Let's represent on the scheme "evolution" of goods accounting in small business. We compiled the figure after a survey of more than 10 entrepreneurs who are currently users of the Business.Ru inventory accounting program (third stage).

Most of them started working with a "notebook" - they kept the receipt and expenditure of goods in a notebook, but when it was necessary to make a report and analytics, they transferred the data from the "notebook" to Excel.

When the business began to generate income of more than 15 thousand rubles a month, and sales became 5-10 per day, there was a need to use a special inventory service.

After all, Excel has drawbacks: the main one is that you cannot associate the program with the cash register. software(you need to record sales manually). Therefore, when expanding a business or to deal with queues (if seasonality is present), the entrepreneur uses a product accounting program connected to the checkout ().

With this disadvantage, Excel has advantages:

you can find on the Internet templates for the warehouse accounting program in excel for free;

you can also learn how to fill them out for free (using lessons from Youtube or on your own, intuitively);

you can independently make tables for the sales report on separate sheets and keep statistics, analytics and other calculations (however, for this you need to study all the features of Excel, which will take more than one day).

How to keep inventory records in Excel?

To maintain warehouse records in Excel, sales data are recorded manually in a notebook upon purchase, and then in the evening, after the store closes, the sold goods are found in the table and the quantity sold is noted.

In the same way, the table is updated when the goods arrive.

Warehouse management in Excel: features

Inventory management in Excel is suitable for you if you:

you can do without the connection between the accounting table and the cash register;

no queues, two or three purchases a day, which allows filling out the accounting table in the “window” between buyers;

aimed at painstaking work with tables, articles, etc.;

do not use a scanner to enter goods into the database, but are ready to fill in everything manually.

Work with tables in Excel is possible if commodity accounting one or two people, no more. Otherwise, confusion may arise - employees may accidentally change the data, and you will not see the previous version.

To fully appreciate all the benefits of warehouse automation, try the Business.Ru program. The program has an intuitive interface with the ability to customize for a specific user. All of the above benefits are already included in the basic functionality of the Business.Ru program.

For inventory in Excel, you can use ready-made templates. You can develop them yourself.

Before the introduction of accounting, it is necessary to conduct an inventory to determine the exact amount of product leftovers. About why it is better and how to do a nightly inventory,

Carefully, paying attention to details, enter the data about the product - name, article. If it's about food products, then you should make the column “expiration date” in the “Excel” table.

It is necessary to take into account the shipment of goods not earlier than it arrived at the warehouse. The chronology of warehouse operations is important, because otherwise the analytics and the final graphs of receipts and sales in the month may be distorted.

If you work with multiple vendors, you need to create help pages.

Important Additional Information in the table - data about the forwarder or manager who made the order, can save the situation if there is a problem with the order.

The first stage of inventory accounting in Excel - filling in the product data and forming columns in the table - can take a significant amount of time, from three hours to a week. It all depends on the number of products in the store and your spreadsheet skills.

You can increase the efficiency of the store warehouse in five steps - about them

Sales Analytics Excel Template Structure

The most important thing for accounting for goods in Excel is to choose a convenient template for entering data.

For example, a sales table template might have the following columns:

Product Name;

• quantity in stock;

For the convenience of analytics, it is necessary to create a new page (Sheet) for each month.

The table for sales accounting differs from that required for inventory accounting.

Excel table "Warehouse accounting"

The warehouse inventory Excel template structure should include the following sections:

1. Article - taken according to the manufacturer, needed for quick search item in the list.

2. Product name. Product name and a brief description of. For example:

dress "Anfisa" blue;

dress “Anfisa” red with flowers;

sundress denim mini blue.

You can come up with a name yourself or take what the manufacturer has in the description.

3. Units of measurement. Usually these are pieces, but there may be running meters, cubic meters, kilograms, etc.

4. Remains (available, left, reservation - if the reservation of goods is encouraged).

5. Price (two columns - sell price and buy price).

6. Supplier.

In addition, you can make other columns:

pre-order (if a lot of time passes between ordering goods from a supplier and bringing them to your warehouse);

regular customer (to highlight regular customers and assigning them a discount or providing a special offer);

discount number (if a coupon was presented during the sale, etc.).

In a separate sheet of the Excel table, you must place a reference - a table with the names of suppliers.

Issues with Excel item posting

Commodity accounting in Excel has significant disadvantages:

If someone from the staff accidentally replaced a number in the table, clicked “Save”, and then closed the file, it will be problematic to find the error.

To maintain a database of goods remotely, you can use Excel from Google Tables, however, with an increase in the number of rows to 100 or more, this program for accounting for a warehouse in Excel “slows down” a lot.

Inability to integrate with a cash register or accounting software.

Requires a lot of manual work, unable to connect the scanner.

There is no way to plan deliveries, control stocks by expiration date, etc.

You cannot use the file by several users at the same time (the exception is Google Tables).

It is not possible to set up an automatic check for the “correctness” of the entered data, except for the type of data (numeric, alphabetic, etc.).

Overview of free programs for warehouse accounting in Excel

Microsoft Excel is a paid program, due to the prevalence of which some users think of free installation. However, you can download several free programs, which can replace Excel at the first stage of doing business.

Open Office Calc

The most popular Excel-type program that can be used for inventory accounting is called OpenOffice Calc. It is included in the Apache OpenOffice free software suite.

OpenOffice Calc supports Russian, takes up less space on your computer's disk and loads faster than Excel.

The program has an interface similar to Excel 2003, so if you have experience with just such a program, it will be easier to get used to.

Of the features:

the ability to create tables, graphs, calculate using formulas, assign cells;

support for exporting to PDF, which is important for sending an invoice to a buyer;

the ability to use the "Wizard" to create special functions.

The only inconvenience is that the program has its own format, ODS. Usually XLS files open in this program, but sometimes it opens with an error.

Also, Calc can create files in the XLS format, rather than the more advanced XLSX.

LibreOffice Calc

Once LibreOffice Calc is installed, the user may not be able to tell it apart from Open Calc. And no wonder. This program was developed former programmers openoffice. Therefore, the principle and interface was taken similar.

The functionality is similar: creating tables, graphs, calculating by formulas.

Unlike OpenOffice, LibreOffice allows you to save documents in the EXLX format.

The application is convenient for quick calculations, functional, loads in 7-12 seconds. It is possible to work with functions and macros through the "Wizard".

PlanMaker

The third program in our review of warehouse programs in Excel (you can also download it for free on the developer's website) is PlanMaker. This is software that is included in the SoftMaker software package.

Like previous programs, PlanMaker helps you do calculations using functions (using the "Insert function" tool). Unfortunately, the free PlanMaker can only support the XLS format, while XLSX is available to those who have installed the paid version.

Paid programs - analogues of Excel

The difference between paid warehouse accounting programs and free ones is in ready-made downloaded templates and support for several warehouses. We present two such programs in the table below. All of them are desktop, that is, they are loaded into the computer's memory. This is inconvenient if you work from several devices - at home and in the office, and also plan to remotely control the work of employees (for example, during vacations).

Table - Comparison of the programs "Warehouse Excel" and "Warehouse production"

If you are looking for a free or inexpensive warehouse accounting program, pay attention to Business.Ru - a cloud service for all operations in a warehouse, which greatly simplifies the procedures for posting, ordering goods, working with invoices and inventory.

Opportunities of "Business.Ru" as a free cloud program like Excel

All of the above programs have all the disadvantages of Excel. This software is an indisputable assistant for organizing stable accounting in a small outlet with 2-3 sales per day. However, if there are more buyers, more advanced software is needed.

Inventory management in Excel is a great solution for any trading company or production organization for whom it is important to keep records of the amount of materials used, raw materials and finished products.

Who can benefit from spreadsheets

Large firms acquire ready-made solutions in electronic format for these purposes. However, they are quite expensive, and some complex programs require a qualified employee to work in the warehouse with high salary. This is not possible for start-ups or small companies. Fortunately, there is a way out, and you can use Excel spreadsheets. This electronic tool, which is second in popularity only to the office Word program, has a functionality that is quite sufficient for solving warehouse accounting problems.

A few important rules

Those who are interested in the question of how to keep inventory records should seriously approach the issue of creating their own from the very beginning. computer program. In this case, from the very beginning, adhere to the following rules:

• All directories should initially be created as accurately and in detail as possible. In particular, one should not be limited to simply indicating the names of goods and should also indicate articles, codes, expiration dates (for certain types), etc.
• Opening balances are usually entered into tables in monetary terms.
• You should follow the chronology and enter data on the receipt of certain goods at the warehouse earlier than on shipment to the buyer.
• Before filling in Excel spreadsheets, it is imperative to conduct an inventory.
• It should be foreseen what additional information may be needed, and enter it, so that in the future you do not have to specify the data for each of the goods.

Before starting development spreadsheet to ensure the normal functioning of your warehouse, you should take into account its specifics. General recommendations in this case are as follows:

• It is necessary to compile directories: "Buyers", "Suppliers" and "Points of accounting for goods" (small companies do not need them).
• If the list of products is relatively constant, then we can recommend creating their nomenclature in the form of a database on a separate sheet of the table. In the future, the expense, income and reports must be filled out with links to it. The sheet in the Excel table with the heading "Nomenclature" must contain the name of the product, product codes, commodity groups, units of measurement, etc.
• The report is generated using the PivotTable tool.
• Receipt to the warehouse should be taken into account on the "Incoming" sheet.
• It is required to create sheets "Expense" and "Remains" to track the current state.

We create directories

To develop a program to keep inventory in Excel, create a file with any name. For example, it may sound like "Warehouse". Then we fill in the reference books. They should look something like this:

In order for the headers not to “run away”, they need to be fixed. To do this, on the "View" tab in Excel, you need to click on the "Freeze Panes" button.

The "Customers" table looks exactly the same.

It will be able to provide a convenient and partially automated free service if you create an auxiliary directory of goods release points in it. True, it will be required only if the company has several outlets(warehouses). As for organizations that have one point of issue, it makes no sense to create such a directory for them.

Own program "Warehouse": create a sheet "Incoming"

First of all, we need to create a table for the nomenclature. Its headings should look like "Product name", "Sort", "Unit of measure", "Characteristic", "Comment".

• Select the range of this table.
• In the "Name" field, located directly above the cell with the name "A", enter the word "Table1".
• Do the same with the corresponding range on the "Suppliers" sheet. In this case, "Table 2" is indicated.
• Fixing of income and expenditure transactions is carried out on two separate sheets. They will help you keep inventory records in Excel.

For "Incoming" the table should look like the figure below.

Accounting automation

Inventory accounting in Excel can be made more convenient if the user can choose from a ready-made list of the supplier, the name of the product and the accounting point.

Wherein:

• the unit of measurement and the supplier's code should be displayed in the table automatically, without the participation of the operator;
• invoice number, date, price and quantity are entered manually;
• the program "Warehouse" (Excel) calculates the cost automatically, thanks to mathematical formulas.

To do this, all directories need to be formatted as a table and a drop-down list should be created for the "Name" column. For this:

• select a column (except for the header);
• find the "Data" tab;
• click on the "Data Check" icon;
• in the "Data Type" field, look for "List";
• in the "Source" field, specify the function "=INDIRECT("item!$A$4:$A$8")".
• check the boxes next to "Ignore empty cells" and "List of valid values".

If everything is done correctly, then when filling in the 1st column, you can simply select from the list. At the same time, in the column "Unit. rev.» the corresponding value will appear.

Similarly, auto-completion is created for the "Code" and "Supplier" columns, as well as a drop-down list.

To fill in the column "Cost" use the multiplication formula. It should look like - "= price * quantity".

You also need to create a drop-down list called "Points of Accounting", which will indicate where the incoming goods were sent. This is done in exactly the same way as in the previous cases.

"Turnover sheet"

Now that you have almost created a convenient tool that allows your company to keep inventory records in Excel for free, all that remains is to teach our program to correctly display the report.

To do this, we start working with the corresponding table and set zeros at the beginning of the time period, since we are still going to keep inventory records. If it was carried out earlier, then this column should display the balances. In this case, the units of measurement and names of goods should be taken from the nomenclature.

To facilitate inventory control, the free program should fill in the "Shipments" and "Receipts" columns using the SUMIFS function.

The balance of goods in the warehouse is calculated using mathematical operators.

This is how we got the Warehouse program. Over time, you can independently make adjustments to it in order to make accounting for goods (your products) as convenient as possible.

Warehouse management is one of the most important components in running a business. The quality and success of the organization depends on the situation at the storage facility. That is why entrepreneurs are required to pay sufficient attention to how to properly organize the inventory management system and control it in the future.

Due to the importance of this issue, we have repeatedly touched on the topic in articles and.

Now let's take a closer look at how it is convenient to monitor the movement of stocks using the simplest MS Excel program.

Most organizations that sell a particular product have a warehouse for storage. Hence the justified need for record keeping. The use of special programs for this helps organizations to make their work more efficient, while reducing costs and increasing profits. MS Excel is great for small shops and other small organizations.

PossibilitiesMSexcel:

• Shows stock levels in stock
• Structures and analyzes data on existing assets
• Sales reports for any period of time

Accounting for goods inMSExcel Benefits

MS Excel is exactly the program that can simplify warehouse accounting and has a number of functions for controlling the movement of goods.

Accounting for goods in MS Excel: disadvantages

It is important to note that Excel also has many disadvantages. For example, a complex series of operations that require skills and qualifications, as well as large temporary resources, which we so often lack. Due to errors that sometimes occur in the program, it is possible to lose all available data.

Excel Functions for Inventory Management

The product is tables that are populated with data. Can be distinguished individual goods or product groups. With this software tool, it is possible to perform analytical functions and operations using formulas. The program requires necessary knowledge on working with her. Try to make the most of all the features of the computer program. The greater the set of functions you know and know how to handle with them, the greater your opportunities when maintaining inventory records.

With the help of Excel, it is possible to track the incoming and outgoing products. You can also calculate data regarding the actions performed in the warehouse, for example, to find out the amount of leftovers for a particular type of shoe or a number of products. To minimize the amount of leftovers, find out which brand of shoes is most likely to be purchased. Get acquainted with the recommendations in the field of sale of children's shoes.

Suppose that the table header needs to be stretched over two or more lines. To do this, turn on the word wrap function directly in the cell in advance, and then you will not have any difficulties. Your table will look neat.

The program allows you to insert various fonts, which are very convenient to use when highlighting a number of products or individual categories, based on their parameters.

It is preferable to allocate more important groups products by formatting cells, columns or rows. These techniques will provide easy perception of information in the table.

Recommendations for inventory management withexcel

Ensuring the accounting of products that are in stock is explained by the need to monitor, control the assets of the store, and compile reports during the sales period. It is recommended that a competent specialist who knows the basics of MS Excel perfectly and knows how to apply them in practice is responsible for this.

Let's bring good example how to get started with inventory management in MS Excel (all values ​​are approximate):

At the beginning of the table, you should keep the expense:

Goods accounting table MS Excel

Go down a few hundred cells below and create an income table, for example, in three cells: 1-product, 2-quantity, 3-purchase price.

Goods arrival table in MS Excel

Each product that has just arrived at the warehouse needs to be assigned a price, which is very easy to do in the program. Fill in the table, for example, shoes, sandals, sneakers, sneakers, boots, and others. These are generalized names, in practice, you will fill in the product column with other names. For example, order products that are popular among the audience of buyers for your store. The list is individual for each store.

Important! So that the name of the product in the consumption table matches the name that is indicated in the invoices. Therefore, in the table it is necessary to write the name in full, without abbreviating it. You can enter information up to the size and color of the shoes. The more specific the information, the more convenient it is.

Quantity and purchase price. These columns are filled in.

Adding a new arrival to the list is easy with just two clicks. Also, immediately set the price, quantity and other parameters.

However, when filling out incoming or outgoing documents, some values ​​\u200b\u200bwill still have to be scored by hand.

These include:

• document date;
• quantity of goods;
• Document Number;
• other frequently changing parameters.

Using the tools built into Excel, you can achieve automatic filling of several columns based on the reference data. However, it is unlikely that you will be able to configure this functionality yourself without deep knowledge of the program.

You can add elementary formulas yourself, for example, specify a column with the total cost of goods by multiplying the quantity by the price.

In the above way, the sheets “Income” and “Expense” are also formed. Their separate maintenance is convenient for the subsequent quick search for the desired document.

Formation of the turnover sheet

You can make a turnover sheet yourself, but you will have to understand some of the functions of the spreadsheet editor. Programming skills are not required here.

On a separate sheet, you can draw up information about product balances in order to understand the need to purchase a particular item in the assortment.

Tracking Critical Remains

Keeping records of goods in the store in Excel can be configured in such a way that information is displayed on the sheet with product balances about the need to purchase a particular item in the assortment. Next, we will consider the simplest example of how to arrange this in a spreadsheet editor.

In the proposed example, there are three storage locations for goods, indicating the balances in each of them. Using the IF(OR…) function, you can set up an automatic check of stock quota compliance for each warehouse. The final formula will look like this:

IF(OR(C3<3;D3<3;E3<3);«Необходимо пополнение склада»;«Товара достаточно»).

Thus, if the balance in any storage location falls below three units, the user will see a message about the need to purchase or internally move the goods. In the same way, you can monitor the reverse process - packing with a certain nomenclature position. The formula used is very simple and can always be added to a finished spreadsheet.

The specified method of monitoring values ​​is applicable not only to warehouse balances. Similarly, the following indicators can be analyzed:

• volumes of work performed or sales by employees;
• increase in gross turnover or profit;
• identification of trade declines in certain groups of goods and other indicators.

Excel can provide entrepreneurs with many analytical tools when accounting for retail sales. One of its difficulties lies in the small amount of professional training material and the need to independently compose all the formulas.

Advantages of accounting for goods in a store in Excel

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Accounting for goods requires the use of reliable and modern software that can fully provide all the necessary operations for maintaining statistics on the arrival and departure of goods to the warehouse.

A convenient cloud-based system for automating trade and warehouse accounting that has replaced Excel!
Increase work efficiency and increase profits!

In particular, MS Excel has a set of functions to make the accounting of goods more complete. Learn how to keep track of store items in Excel. Consider the main advantages and disadvantages of this program as a tool for accounting for goods.

Features of accounting for goods in Excel

Accounting for goods in Excel is carried out in special tables that allow you to select a number of separate groups of goods depending on their purpose, consumption and some other features. In particular, thanks to this software product, you can perform a number of analytical functions and sequential operations, including the use of formulas.

At the same time, it is important to be able to work in Excel in order to fully use all the functions necessary for accounting for the sale of goods and services, to structure and analyze data to solve various business problems.

Controlling the movement of goods in the warehouse

The Excel program allows you to control the movement of goods in the warehouse, their receipt and departure, through the use of special tables.

In particular, you can create a table in the program with different columns, depending on the user's needs for the necessary resources and options that the program provides. In the table, it is possible to display data on the operations performed, including specifying the balance in the warehouse, both for a specific group of goods and for the entire warehouse as a whole.

For each group of goods, a supplier is indicated so that, if necessary, you can quickly find out where this or that product or equipment came from in the warehouse. At the same time, all work is carried out sequentially, taking into account possible adjustments. In parallel with the layout of the table, it is also necessary to take into account the introduction and creation of additional documents, footnotes and applications, for which free space must be allocated.

As a rule, a detailed accounting of products in stock is due to the need to monitor the movement of inventory during trade and, in particular, the requirement for strict reporting, therefore, a qualified specialist who is fluent in MS Excel should be responsible for accounting.

Useful "chips" when maintaining warehouse accounting in Excel

The first thing that can be advised for working in the program is to use all the elements of cell formatting in tables. For example, when it is necessary to arrange the table header in two lines, it is important to first ensure word wrapping in the cell itself. This technique will ensure visibility and excellent appearance of the table.

The program also allows you to insert special fonts. Their use is appropriate when it is necessary to highlight a number of products or categories depending on certain parameters and values.

In general, the most important groups of goods must be identified by means of appropriate operations on a cell or a row. You can also format columns that can contain various groups of goods that are supposed to be processed through the use of tables.

A modern solution for simple accounting - online program Class365

Unfortunately, Excel also has a number of shortcomings, sometimes fundamentally affecting the work with goods in the warehouse. These can be safely attributed to: a too complex set of operations that require a certain skill and qualification, as well as too much time, sometimes simply unbearable in the face of time pressure.

Moreover, imagine how catastrophic the loss of data would be due to random errors, which occur quite often when working with the Excel program. In this regard, it is necessary to choose a decent, and most importantly free specialized program for maintaining all the necessary records.

The online program for accounting for goods in the warehouse Klass365 allows you to automate warehouse and trade accounting, work with online stores, customer base and at the same time not waste time on implementation and staff training. The simple and thoughtful interface of the program allows you to master it in no more than 15 minutes.

• Warehouse accounting: acceptance, write-offs, revaluation, etc.
• Automatic issuance of accounting and accompanying documentation
• Work with an unlimited number of warehouses
• Shelf life control
• Inventory planning taking into account the pace of sales
• Reports for any period and direction of work in 1 click

It is not difficult to guess that accounting in Excel spreadsheets is becoming a thing of the past and is being replaced by a more convenient and functional program - the automated business management system Class365. The free online solution allows you to work in any convenient place, without being tied to a working computer. Use modern solutions for your business and get stunning results!