Articles | Updated 22 October 2026
Excel stock does not match the shelf: common causes and fixes
When the Excel file does not match the shelf, it usually does not mean stock went missing. It comes from records that were skipped or entered in the wrong place, such as a sale not deducted, a delivery not added or a total formula covering the wrong rows. The fix is to find which step the difference came from, adjust with a reason, and change how you record so nothing is typed in several places
7 common causes
Sales not deducted
What you see: The file shows more than the shelf
How to prevent it: Deduct from every sales bill, not from memory in the evening
Deliveries missed or added twice
What you see: The file is short, or over by exactly one delivery
How to prevent it: Record each delivery note one by one and mark the ones already entered
Unit mismatch, bought by the case and sold by the piece
What you see: The difference is a multiple of the case size
How to prevent it: Set the unit and pieces per case in one place and use it every time
Duplicate codes or look-alike names
What you see: One item is over and another is short by about the same
How to prevent it: One code per product, never a new row for an existing item
Total formulas over the wrong range or overwritten
What you see: The total does not equal the sum of the lines
How to prevent it: Lock formula cells and check totals against the lines monthly
Spoilage, freebies or own use not recorded
What you see: The file is a little over every month
How to prevent it: Record every issue out with a reason
Several versions of the file
What you see: Different people see different numbers
How to prevent it: Use one file, or a system where everyone sees the same numbers
| Reason | What you see | How to prevent it |
|---|---|---|
| Sales not deducted | The file shows more than the shelf | Deduct from every sales bill, not from memory in the evening |
| Deliveries missed or added twice | The file is short, or over by exactly one delivery | Record each delivery note one by one and mark the ones already entered |
| Unit mismatch, bought by the case and sold by the piece | The difference is a multiple of the case size | Set the unit and pieces per case in one place and use it every time |
| Duplicate codes or look-alike names | One item is over and another is short by about the same | One code per product, never a new row for an existing item |
| Total formulas over the wrong range or overwritten | The total does not equal the sum of the lines | Lock formula cells and check totals against the lines monthly |
| Spoilage, freebies or own use not recorded | The file is a little over every month | Record every issue out with a reason |
| Several versions of the file | Different people see different numbers | Use one file, or a system where everyone sees the same numbers |
The count does not match: what next
- Recount only the items that differ before concluding anything is missing
- Trace every movement of that item since the last count
- Check whether the difference is a multiple of a case or pack
- Adjust to the counted figure and note the reason and date
- Count in cycles: fast sellers often, slow movers less often
How to do it in the app
In GORINY, stock is deducted on every sale, and receipts, issues and branch transfers each carry a reference document. Counts are done on a phone at the shelf; the system compares them with its figures and asks for a reason before adjusting, so you can see who adjusted, why and the cost impact. Set reorder points and it warns when items run low. Moving from Excel, import your existing file with opening stock
Frequently asked questions
- How often should I count stock?
- Count fast sellers weekly or monthly, slow movers less often, and the whole shop at least once a year
- Stock really is missing. How do I record it?
- Reduce stock to the counted figure with a reason, and let your accountant decide how to book the loss
- Will switching to Google Sheets fix it?
- It helps several people share one file, but you still deduct and add stock by hand, so most causes in the table can still happen
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