Stocktake sheet template
A count sheet for a physical stocktake, laid out by item and location, that sets what your counters find against what your stock records say. Each gap is marked as a shortage or an overage, so you know which lines to investigate.
- By Book Keeping Pros
- Sources checked 16 Oct 2026
business.gov.au explains a stocktake as physically counting your stock to see whether the items on hand agree with your inventory record, and says most businesses do one monthly or quarterly. Its guidance on preparing for a stocktake suggests having stocktake sheets ready before you start and making sure staff know what to count. This template is that sheet.
Each row is one item in one place. The records column holds the quantity your stock records show at the moment counting starts, the counted column holds what was physically found, and the difference column says whether the count came in below the records, a shortage, or above them, an overage. The Counted by column shows who counted each line, so a recount can go to someone else.
It's a CSV file that opens in a spreadsheet program, so you can print it for counters or fill it in on screen. The sheet records quantities only. How stock is valued in the accounts is a question for your accountant.
Download the template
The template as a CSV file, which opens in any spreadsheet program.
Download the CSV fileWhat's in the template
| Item code | Description | Location | Quantity in records | Quantity counted | Difference | Counted by |
|---|---|---|---|---|---|---|
| HW-101 | Wood screws, small box | Aisle 2, shelf A | 64 | 64 | None | Counter A |
| HW-102 | Wall plugs, packet | Aisle 2, shelf A | 40 | 37 | 3 short | Counter A |
| HW-215 | Paint roller kit | Aisle 4, shelf C | 18 | 18 | None | Counter B |
| HW-216 | Drop sheet, large | Aisle 4, shelf C | 25 | 27 | 2 over | Counter B |
| HW-330 | Cordless drill | Storeroom, locked cage | 6 | 6 | None | Counter C |
| HW-331 | Drill bit set | Storeroom, locked cage | 11 | 10 | 1 short | Counter C |
| HW-402 | Extension lead | Storeroom, shelf D | 14 | 14 | None | Counter A |
| HW-405 | Safety glasses | Front counter | 30 | 31 | 1 over | Counter B |
Illustrative example only: these rows show the method and are not sourced data.
What goes in each column
- Item code: The code your stock records use for the item.
- Description: A short description that lets a counter tell the item apart from similar ones.
- Location: Where the item sits, such as an aisle and shelf or a storeroom, so every place holding stock gets counted.
- Quantity in records: The quantity your records show when the count begins, in the unit you stock the item in.
- Quantity counted: The quantity physically found during the count, in the same unit.
- Difference: None when the two quantities agree, otherwise the number of units short or over compared with the records.
- Counted by: The person who counted that line.
How to use it
- List every item with its code, description and location, grouped by area so each counter has one section to work through.
- Give counters a copy with the records column blank or hidden, so they write down what is on the shelf instead of confirming an expected figure.
- Pause stock movements, enter every sale, return and delivery up to that point, then count each area and fill in the counted quantity and the counter's name.
- Bring in the quantities from your records as at the start of the count and mark each difference as short or over.
- Recount any line with a difference, with a different counter if you can, and look for an unrecorded sale, return, delivery or damaged item before you change anything.
- Correct your stock records to what was counted, write the reason beside each change, and file the completed sheets as the evidence for those changes.
Related terms
Sources
- Manage your inventory
business.gov.au, Australian Government. Current at 16 October 2026, released 19 November 2025. Checked 16 October 2026.
© Commonwealth of Australia 2020, licensed under CC BY 3.0 AU. Licence: CC BY 3.0 AU.
- Prepare for stocktake
business.gov.au, Australian Government. Current at 16 October 2026, released 11 July 2024. Checked 16 October 2026.
© Commonwealth of Australia 2020, licensed under CC BY 3.0 AU. Licence: CC BY 3.0 AU.
Related guides
How to do a stocktake
What a stocktake is, how to prepare for and run the count, how to deal with differences from your records and what to do with the results.
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How to manage your business cash flow
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