Professional free Excel warehouse management file template 2024

Currently, there are many solutions to support effective warehouse management, of which using Excel files is a simple and cost-effective option. In this article, 1C Vietnam will learn with businesses about some popular Excel warehouse management file templates, trusted by many managers.

1. Important information in the warehouse management Excel file

The Excel warehouse management file is an important tool to help businesses monitor the status of goods in the warehouse, thereby tightly controlling inventory and ensuring effective business operations. The structure of a warehouse management Excel file usually includes the following information:

• Brief information about the company: General information of the business, including company name, address, phone number, email,... and reporting time.
• Warehouse information: Information about warehoused items, including product name, product code, unit of measure, quantity, supplier,...
• List of goods: List of items stored in the warehouse, including product name, product code, unit of measure, quantity, supplier,...
• Warehouse codes: Information about different warehouse codes in the enterprise, including material names, material codes, suppliers, detailed descriptions, import and export information, recording time, documents, etc. ..
• Classification of documents: Information about types of warehouse import and export documents, including document classification, quantity of goods coming in and out, quantity of inventory.
• Input information: Information about warehoused items, including product name, product code, unit of measurement,...
• Form of inventory rotation: Information about inventory rotation form, including product name, product code, specifications, unit of measurement, material information, unit price, quantity, notes, ...
• Inventory accounting: Information about the inventory accounting process, including number of documents, description, number of goods in the period, amount of inventory at the end of the period, document time,...

2. 5 free, simple Excel warehouse management file templates

Warehouse management is one of the important jobs of a business, allowing to control goods, avoid loss, waste, and optimize resources. In case you need to use an Excel table for warehouse management, companies can refer to the 5 free, simple file templates below:

Basic Excel file template: This Excel file template is suitable for small and retail businesses, including the following basic information fields: Product code, product name, quantity, unit of calculation, cost price, selling price.

Download the free warehouse management Excel file template here .

Material and goods warehouse management file: This file is a useful tool for inventory management of trading companies with large import and export volumes and many warehouses. Some basic information mentioned in 3 sheets includes: List of import and export inventory of materials and goods, data entry table of daily import and export operations and data entry table of increase and decrease of damaged goods in each warehouse. daily.

Download the free warehouse management Excel template here .

Summary table of import - export inventory, material details, warehouse receipt: Is a more detailed warehouse management file model, including the following information: Product code, product name, unit of calculation, beginning inventory quantity, Import quantity, export quantity, ending inventory quantity... This file template is suitable for medium and large sized businesses that need to strictly manage inventory import and export status.

Download sample warehouse management file using Excel here .

Excel file template combined with inventory value calculation: This is an Excel template that includes 6 basic sheets, including: Business information, catalog, data entry, inventory import and export, NXT details and data entry slips. Through this, managers can base on the quantity and price of each item to calculate and track the current inventory value.

Download the free Excel warehouse management file template here .

Import-export inventory of trading, service and construction companies: This is a file model designed specifically for businesses operating in the fields of trade, services and construction. This file template has all the necessary information for warehouse management, and is suitable for the specific operations of trading, service and construction enterprises.

Download the free warehouse management file template here .

3. Process of creating Excel file templates for warehouse management

When you want to create the most standard warehouse management Excel table, businesses just need to follow the 3 simple steps below. However, depending on the business field, managers can add or remove information panels accordingly.

Step 1: Open the Excel app, then tap File > New.

Step 2: On the toolbar, click Insert > New Sheet. Create 5 new sheets named Home, Category, Import, Export, and Report respectively.

Step 3: After creating the necessary sheets, you need to enter appropriate data for each sheet. Specific information is as follows:

• Sheet HOME: Enter general information about the business and start time using the Excel file.
• Sheet CATEGORY: This table includes information about the item, including: item name, item code, unit of measurement, beginning quantity, supplier, address.
• Sheet IMPORT: Enter complete information about warehousing activities such as supplier, time, item code, item name, quantity, item price, total amount, supplier code & address ( optional), voucher number (optional), phone number (optional), additional notes (optional).
• Sheet EXPORT: Enter information about warehouse delivery activities, including time, item name, item code, unit of measurement, quantity, price, total revenue, customer information (name and customer code goods), address, phone number, document number, other notes.
• Sheet REPORT: This column must contain necessary information and be appropriate for the report type. Information will include:

• The import and export report includes the following information: item name, number of imported items, number of exported items, and ending inventory quantity.
• The sales report includes the following information: item name, sales quantity, and sales revenue.

To use Excel files to easily manage warehouses, managers need to understand the basics of this tool. Therefore, 1C Vietnam will introduce some popular Excel formulas to help administrators process data quickly in the table below:

In addition, managing goods in the warehouse with Excel requires quick data processing skills. Below are 7 useful tips to help businesses build and use Excel spreadsheets to manage warehouses more easily and accurately:

• Avoid errors caused by Excel inventory: Always double-check input data before saving, use Excel functions and formulas for accurate calculations.
• Update immediately: Add, edit, delete data as soon as there are changes, avoiding the situation of "remembering and forgetting".
• Using cloud computing technology: Allows many people to remotely access and update data in real time, making warehouse management more effective.
• Take time to integrate data: Integrate data from different sources (e.g. sales systems, accounting systems) to get an overview of the inventory situation.
• Evaluate data: Regularly check and evaluate data to detect problems and make timely adjustments.
• Inventory and general assessment: Periodically check the warehouse to ensure the quantity of goods matches the data on Excel.
• Know when to give up Excel and upgrade to software: If the warehouse size is large or requires complex management, businesses should use specialized software to ensure efficiency and accuracy.

4. Advantages and disadvantages of using Excel warehouse management file template

Managing goods with Excel is the optimal alternative to the method of managing import and export inventory using paper books. Advantages of the free Excel warehouse management file template include:

• Friendly interface, easy to use, free.
• Supports a variety of precision calculation functions.
• Update data, add or remove categories quickly.
• Decentralize viewers and editors easily.

However, warehouse management using Excel also has certain limitations that businesses need to keep in mind such as:

• Only suitable for small-scale warehouses with small quantities of goods.
• Poor security, data is easily edited and deleted.
• Stored on multiple files, difficult to manage synchronously.
• Requires managers to be proficient in advanced Excel if they want to manage complex information.

Therefore, medium and large enterprises, especially those with large warehouses, need to use professional warehouse system management software instead of Excel. This helps update import and export inventory data in real time, improve working efficiency and operate the warehouse more leanly.

5. 1C:Company Management software supports professional warehouse management

1C:Company Management software is a flexible business management solution, with superior features to help automate management work. All features can be customized according to the specific requirements of each business, to ensure the most convenience for administrators. In addition to features directly related to sales management, purchasing, production, finance,... the professional warehouse management module in 1C:Company Management helps support businesses effectively.

1C:Company Management software provides necessary and specific superior features:

• Calculating cost of materials: The software supports calculating cost of materials using different methods, helping to provide financial reports quickly but still ensuring accuracy.
• Set inventory limits: Businesses can set maximum and minimum inventory levels for each category, helping to limit the situation of wasting goods as well as reducing the risk of supply shortages.
• Managing information of goods in the warehouse: 1C:Company Management allows entering all information related to materials such as material code, material name, unit of calculation, price, expiry date, etc. The software also allows the use of a variety of calculation units to suit many different items.
• Creating warehouse documents: The software supports creating warehouse documents such as material transfer, import and export, warehouse slips,... quickly and accurately. At the same time, documents are digitized and stored scientifically, making it easy for managers to retrieve when needed.
• Periodic inventory, recording increases and decreases: The software supports automatic inventory counting, recording the quantity of goods regularly periodically. From there, businesses can accurately update the actual quantity compared to the books, helping to come up with timely solutions if problems arise such as lack of goods, excess goods,...

Above is a free Excel warehouse management file template that provides all the necessary features to manage inventory effectively. With these file templates, businesses can easily track the quantity, quality, value of inventory and create useful analysis reports. In addition, businesses can also refer to using 1C:Company Management software to support effective warehouse management. If you have any questions, please contact 1C Vietnam immediately for detailed advice.