Site Material Inward & Issue Register (Excel)

Preview

Real view of the file with its sample data (yellow cells are where you type).

What's inside

• Materials sheet: material, unit, opening stock, reorder level and standard rate, with common site materials filled in
• Suppliers sheet: name, phone and GSTIN
• Inward register with 1,000 rows: date, material, supplier, challan or bill number, vehicle number, quantity, rate and amount
• Issue register with 1,000 rows: date, material, quantity, issued to (gang or sub-contractor), location of work and issued by
• Stock sheet: opening, received, issued, balance, average rate, value and a Reorder / Short warning; supplier summary with deliveries and value

How to use it

1. On the Materials sheet keep the materials you use and type the opening stock on the day you start the register.
2. List your suppliers on the Suppliers sheet.
3. When a vehicle arrives, check the quantity, then add a row on the Inward sheet with the challan number and vehicle number. Write who received it.
4. Every time material leaves the store, add a row on the Issue sheet: quantity, who took it and for which work and location.
5. Open the Stock sheet daily: reorder before materials run out. At month end, compare the Supplier summary with the suppliers' bills.

Tips

• Count cement bags and weigh steel on arrival; record the quantity actually received, not the quantity on the challan, and note any shortage.
• Compare material issued with the theoretical quantity for the work done (for example cement bags per cum of concrete) every week; a big difference points to wastage or theft.
• Do a physical stock count every month and add an issue or inward row with the note "stock adjustment" for any difference.
• Keep steel by diameter (8, 10, 12, 16 mm) as separate materials, because they are ordered and used separately.

Questions and answers