Inventory Manager for Trading and Retail Business

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  • January 3, 2022 Updated
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If you are looking for a excel template to manage your inventory, you can try this inventory manager spreadsheet. It fits any small business owners who want to see their inventory balances quickly. You might have your own inventory log spreadsheet where you record any transaction manually. In that case, you may need the formulas to calculate particular item balance automatically. You can take a peek at formula written in this spreadsheet to make your own file. Or, you can move your inventory in this template and adopt it as your main inventory spreadsheet.

Template Contents

Simple Version: This free inventory manager spreadsheet should fit any small business owners who operate business with single warehouse. Or, they are who operate single store.

Advanced Version: This spreadsheet will work for multiple warehouses. This version comes with 300 inventory rows and 1000 purchase and sales item rows (you can add more).

Simple Version

Inventory Manager - Stock Balance Report

I created this template with simple thoughts of having inventory balances calculated automatically based on purchased and sold items. In this spreadsheet you will get separate worksheets for those item status.


This is a worksheet to put all your item information. Excel formulas in Summary worksheet will use Product ID column as its main reference. Do not forget to fill this column. You must write Initial Stock balance as well as its Minimum Order Quantity (MOQ) for each product. And don’t forget to type the start date where you start recording incoming and outgoing item in your inventory.


In this worksheet, you must type any purchases you made in this recording period. As explained above, you must select Product ID to reveal respective item and type its bought quantity. There is Status column you can use to identify delivery status of ordered item. You can set it as Received/Warehouse or On delivery.


This worksheet has similar layout with “Purchase – In” worksheet. Any item in this worksheet will be treated as outgoing item that will reduce its item balance in “Summary” worksheet. You can its status either as Sold or Booked to identify item that are still in your warehouse.


Here is the worksheet where you might monitor every day in this Inventory Manager spreadsheet. You don’t have to type anything. All columns already equipped with formulas to pull item data and calculate their balance automatically. I put conditional formatting formula to mark any item that fall below MOQ (red color). Also, I put conditional formatting formula to identify item where its stock is about to reach MOQ level (yellow color).

The first five columns after number columns will pull data from “Product Info” worksheet. The last column (MOQ) will pull data from that worksheet as well. In column will get and calculate data from “Purchase In” worksheet where Out column will get and calculate data from “Sales – Out” worksheet. Balance column will add Initial quantity of particular inventory with In column minus Out column. There are Booked and On Delivery columns with values where the formula will subtract/add those values to Balance column to yield final quantity in Final Balance column. It is simple, isn’t it?

All worksheets above are unprotected. You can modify this spreadsheet to suit your warehouse or inventory needs. Or, you can learn its formulas and apply it in your own spreadsheet.

Advanced Version

In the Advanced version, you will get more rows for inventory (300 rows and expandable), purchase and sales item (1000 lines and expandable). Also, you can use for up to 20 warehouses. There are additional worksheets for item transfer between warehouses and inventory summary for all warehouses.

Inventory Manager for Trading/Retail Business spreadsheet is a simple excel spreadsheet to manage your company’s inventory in multiple warehouses. Worksheets and tables have been equipped with excel formulas to ease you monitoring and tracking your inventory. Those formulas will pull and calculate respective data to respective table and give you latest balance of particular item. By seeing those calculated data, you can arrange new purchase or new transfer to warehouses that have particular item below Minimum Order Quantity (MOQ).

This spreadsheet should help any warehouse or inventory managers and staffs to cut manual calculation process on monitoring their inventory. Since it uses Excel, they won’t have any difficulties on combining their data or move to other Microsoft platform for report purposes. Nowadays, most of companies are using Microsoft Excel to manage their daily tasks.

There are only two steps to start using it :

  1. Define warehouses. It doesn’t have to be real warehouses. If you are operating small chain of gadget stores, any stores are warehouses. You can set store 1 or main store as warehouse 1, store 2 as warehouse 2, etc. There are 20 warehouses can be allocated in this spreadsheet.
  2. Define inventory item, initial and minimum order quantity.

After you completed above steps, you can start tracking and monitoring your inventory by updating :

  1. Purchase Transaction. Record any purchases. Particular item will increase automatically.
  2. Sales Transaction. Record your daily sales. Particular item will reduce automatically.
  3. Transfer Order. Record inventory movement between warehouses. Particular item in particular warehouses will be increase/reduce automatically.

You can see inventory movement in warehouse summary worksheet to see all item in all warehouses or in particular warehouse worksheet. There are MOQ markers that should help you identify which warehouses have less item than MOQ.

This is a simple inventory spreadsheet. It gives you opportunities to develop it to suit your own needs. You can add more worksheets, tables or create chart to help you visualize your warehouse report. You can contact us if you need to develop it with specific requirement.


1. 20 Separate Warehouse Worksheets

Inventory Manager - 20 Warehouses

You can manage inventory up to 20 warehouses in separate worksheets with already equipped with excel formulas to calculate particular warehouse balance automatically

2. 300 lines of inventory item (expandable)

Inventory Manager - Item Lines

There are up to 300 inventory item rows that can be filled. It is expandable.

3. 1000 lines of Purchase, Sales and Transfer Orders and Transactions (Expandable)

There are up to 1000 lines of purchase, sales and transfer orders and transactions that will be calculated in inventory balance

4. Minimum Order Quantity (MOQ) Conditional Formatting Formula

There are conditional formatting formula in each Warehouse Worksheets to mark any inventory item numbers that fall below specified MOQ

5. Warehouse Inventory Item Summary

Inventory Manager - Warehouse 1 Stock Report

Inventory Manager - Warehouse Summary

There is one worksheet to see balance of all inventory item in all warehouses

All shown worksheets are unlocked to fully tweaking the formula and customizing its layout.

You can put your company logo, name, adjust columns and rows, add more worksheets for your specific needs, or tweak formulas, add charts, create dashboards, etc (you need excel knowledge to do this)

You can use this spreadsheet with Excel 2010 for Windows and above and Excel 2008 for Mac and above without having incompatibility issues

Multi User License (within one Company). Any employees are allowed to use this spreadsheet as long as they are working within one company

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