Tracking stock in Excel: when to move to software, and how to start using barcodes

7 signs it's time

• The file and the actual stock differ every time you count, and you can't find out why
• More than one person edits the file, or there are several versions with similar names
• You've opened a second branch or a separate warehouse and have to combine totals by hand
• You don't know the cost and profit of each product, only total sales
• You often order duplicates or run out, because there's no reorder point alert
• Month-end takes more than half a day to prepare reports for the accountant
• You have more than 200 products or more than 50 bills a day

Prepare your Excel file before moving

• One row per product, with no subtotal rows mixed in
• Unique product codes. If you don't have them yet, set them now and keep the same codes in the new system
• Required columns: code, name, barcode, unit, selling price, latest cost, and category
• Do one physical stock count before the start date, and use the counted numbers as opening balances, not the numbers in the file

Starting with barcodes: products with factory barcodes

Most products you buy in for resale carry a standard barcode (the 13 digits under the bars). Enter that number in the product's barcode field, and you can scan it right away when selling or receiving goods, with no need to print your own stickers.

Products without barcodes

Homemade items, repacked goods, and souvenirs often have no barcode. Use your store's product code as the barcode instead, and print stickers with a label printer costing a few thousand THB, or on plain sticker paper from an ordinary printer for slow-moving items. The most common format is Code 128, which supports both numbers and letters.

What to scan with

Start with the camera on the phone or tablet you already sell on, with no extra investment. When queues get long, add a USB or Bluetooth scanner, which is faster. In GORINY, the sales and goods receipt pages support both, and you can receive goods against a purchase order by scanning items one by one.

Frequently asked questions

Do I have to change all my product codes?

No. Keep the codes your staff already know; just check that none are duplicated.

Can products sold by weight use barcodes?

Yes. Set the unit to kilograms or grams, then enter the quantity at the time of sale. The barcode identifies the product, and the weight is entered from the scale.

Moving from Excel to GORINY, do I have to re-enter everything?

No. Import your existing Excel file on the Products page with Import from file. The system guesses which column is which and checks every row before saving. Your counted quantities can go in the same file as opening stock, and a wrong import can be undone as a whole batch within 7 days.

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