Kitchen Stock & Wastage Register (Excel)
Every rupee of food that is bought, used, eaten by staff or thrown away is written in one simple list. The workbook keeps the closing stock and value of every item, flags items that have fallen below the par level, compares the book stock with your physical count, and turns the wastage entries into a report by reason and by item for any period you choose.
Free · no sign-up · opens in Microsoft Excel, Google Sheets, LibreOffice and WPS Office. Files contain no macros.
Preview
Real view of the file with its sample data (yellow cells are where you type).
| Item | Unit | Opening | Purchased | Returned | Issued | Wasted | Staff meals | Closing | Value (₹) | Par level | Status |
| Tomato | kg | 12 | 15 | 0 | 11 | 1.2 | 0 | 14.8 | ₹ 518.00 | 10 | OK |
| Onion | kg | 40 | 25 | 0 | 0 | 1.8 | 0 | 63.2 | ₹ 1,896.00 | 25 | OK |
| Coriander leaves | kg | 1 | 0 | 0 | 0 | 0.4 | 0 | 0.6 | ₹ 48.00 | 1 | Order now |
| Paneer | kg | 6 | 0 | 1 | 2.5 | 0.4 | 0.3 | 1.8 | ₹ 684.00 | 4 | Order now |
| Milk | L | 10 | 20 | 0 | 18 | 0 | 0 | 12 | ₹ 720.00 | 10 | OK |
| Butter | kg | 5 | 0 | 0 | 0 | 0 | 0 | 5 | ₹ 2,600.00 | 3 | OK |
| Chicken curry cut | kg | 15 | 10 | 0 | 6 | 0.5 | 0 | 18.5 | ₹ 4,440.00 | 8 | OK |
| Basmati rice | kg | 50 | 25 | 0 | 0 | 1.5 | 0 | 73.5 | ₹ 8,085.00 | 20 | OK |
| Refined oil | L | 30 | 0 | 0 | 0 | 0 | 0 | 30 | ₹ 4,500.00 | 15 | OK |
| Takeaway container 500 ml | pc | 400 | 0 | 0 | 140 | 0 | 0 | 260 | ₹ 1,560.00 | 200 | OK |
What's inside
- Items sheet: item, category, unit, storage (chiller, freezer, dry store), opening stock, par level and rate
- Entries sheet with 1,500 rows: date, item, type (purchase, issue to kitchen, wastage, staff meal, return to supplier), quantity, wastage reason and who recorded it; unit and value fill in
- Stock sheet: opening, purchased, issued, wasted, staff meals, returned, closing stock and value, a red "Order now" flag below par, and a physical count column with variance
- Wastage Report: pick from and to dates; wastage value by reason, wastage as a percent of purchases, and wastage value by item
- Ready lists of common wastage reasons: spoiled or expired, over-production, cooking error, dropped or spilled, customer return, trim and peel
How to use it
- On the Items sheet replace the samples with your items. Type the opening stock you have today, a par level (the least you want to hold) and the purchase rate per unit.
- Each time stock moves, add a row on the Entries sheet: date, item, type and quantity. Use the same unit as on the Items sheet.
- For wastage, also pick the reason and type who recorded it. Ask the kitchen to write waste on a sheet near the bin and enter it at day end.
- Open the Stock sheet to see closing stock and value. Items at or below par show "Order now".
- Once a week, count the store and type the counted quantity in the Count column. The variance shows stock that went missing without an entry.
- On the Wastage Report type the from and to dates to see what was wasted, why and how much it cost.
Tips
- Write wastage at cost price, every day, without blame: the point is to see the pattern (for example over-production on Mondays), not to punish the cook.
- Issue to the kitchen from the store once or twice a day against a written requisition; it makes the variance meaningful.
- Follow first in, first out (FIFO): put new stock behind old stock and label containers with the date received.
- A wastage figure above 4 to 5 percent of purchases usually means ordering or prep quantities need a second look.
Questions and answers
What is the difference between "issue to kitchen" and "wastage"?
Issue is stock that leaves the store to be cooked and sold. Wastage is stock (raw or cooked) that is thrown away. Both reduce stock, but only wastage appears in the wastage report.
Why do staff meals have their own type?
Food given to staff is a real cost but it is not waste. Keeping it separate stops it from hiding inside wastage or inside variance.
What does variance mean?
Counted quantity minus the stock the register expects. A minus figure means stock is missing without an entry: unrecorded waste, over-portioning or theft.
Can I track cooked food waste too?
Yes. Add the dish as an item with unit "portion" and its cost per portion from the recipe cost sheet, then log leftover or returned portions as wastage.