Free Inventory Count Sheet Template (Excel and CSV)

This free inventory count sheet template splits a stocktake into two spreadsheet tabs: Scans collects every counted quantity, and the Count sheet adds them up per EAN and shows the difference to your book stock. Download it as an Excel workbook or as a CSV file. It works with a printed list and a pen, and it saves the most typing when the counted quantities come as scan files from DataScan on your team's phones.

What is in the count sheet template

• Scans is the paste area: EAN in column A, quantity in column B, one row per counted line. Paste the data rows of all counters' exports one below the other, without their header rows. A check cell above the paste area counts quantities that arrived as text; it must show 0.
• Count sheet has the columns EAN, Item number, Description, Location, Book stock, Counted stock and Difference. You fill in the first five from your item list.
• Counted stock adds up every Scans row with the same EAN (SUMIF). Difference is counted stock minus book stock: a negative number means less on the shelf than in the system. Counted stock stays empty when no scan has that EAN, and Difference stays empty until both stocks are there.
• The EAN columns are formatted as text, so codes you type or paste as text keep their leading zeros. The header rows stay visible while you scroll.

How to use it with DataScan

1. Set up the phones once In DataScan, count with Single Value Scan: scan the barcode, type the quantity. In the Single Value Scan settings, switch on Summarize Quantities, so each export has one row per barcode with its total. Choose CSV as Preferred Export Format, set CSV Delimiter to the list separator your spreadsheet uses (a comma in English-language Excel, a semicolon in German Excel) and Decimal Separator to its decimal mark (a period in English-language spreadsheets). A settings file (Import/Export Settings) copies the setup to every phone.
2. Fill in the count sheet Enter or paste your items on the Count sheet: EAN, item number, description, location and book stock, for example from an item export of your inventory system.
3. Count and export Each counter scans their zone and exports the session as CSV: through the share sheet, by email or to an FTP server. Scans are saved on the phone, so counting works without signal. Counting several zones? Export the zone, then tap Start New Scan and choose Delete before you count the next zone, so each file holds exactly one zone.
4. Paste every export into Scans Open each file, copy its data rows without the header row and paste them below the last filled row of the Scans sheet, starting in row 4. Use Paste Special > Values, so the EANs keep the text format. The barcode goes to column A, the total quantity to column B; the further columns of the export (scan count, first and last scan) can sit to the right. Then look at the check cell at the top: it must show 0.
5. Check the differences Sort or filter the Count sheet by Difference. Recount large differences while the shelf is still untouched, then book the counted stock in your inventory system. Using JTL-Wawi? The JTL-Wawi import guide shows the CSV route.

Tips: quantities, UPC codes and missing items

• Quantities must be numbers. The iPhone app writes quantities with a decimal place (14.0, or 14,0 with Decimal Separator set to Comma; the default follows the phone's region); Android writes 14. A quantity that arrives as text is skipped by SUMIF, and the count comes out too low. After pasting, every quantity in column B must be right-aligned and the check cell must show 0; if not, set Decimal Separator to match your spreadsheet and export again. In German Excel, a value like 1.5 even turns into a date.
• UPC labels differ between platforms. The iPhone app records a UPC-A label as 13 digits with a leading 0, Android as 12 digits. Count UPC-coded items with one platform and use that form of the code on the Count sheet.
• Counted, but not on the list: such items do not show up on the Count sheet. Add a row with the EAN, and the counted stock appears.
• On the list, but not counted: Counted stock and Difference stay empty, so a missed item cannot pass as zero. Recount it; if the shelf really is empty, add a Scans row with its EAN and 0.
• More than 500 items? The formulas cover 500 rows. Copy the Counted stock and Difference cells of the last row further down.

Using the template without DataScan

The count sheet also works on paper. Hide the columns Book stock, Counted stock and Difference, print the Count sheet, and let counters write the counted quantity next to each line; nobody sees the expected quantity. Afterwards, type each counted line into the Scans sheet (EAN and quantity), and counted stock and difference follow. The CSV file holds the same columns for any other spreadsheet.