Perfect 👌 — you’ve shared a clear and structured sample of your vegetable inventory log. Let’s finalize this Excel design so it works dynamically for stock tracking, expiry alerts, and wastage analysis.
Here’s the improved and formula-ready version of your sheet layout:
🧾 Sheet Name: Inventory Log
| A | B | C | D | E | F | G |
|---|---|---|---|---|---|---|
| Date | Item Name | Quantity In (kg/units) | Quantity Out (kg/units) | Reason (Sale/Wastage/Transfer) | Received Date | Expiry Date |
| 2025-11-10 | Tomato | 50 | Purchase | 2025-11-10 | 2025-11-17 | |
| 2025-11-11 | Tomato | 10 | Sale | |||
| 2025-11-11 | Lettuce | 20 | Purchase | 2025-11-11 | 2025-11-14 |
⚙️ Key Excel Formulas & Setup
🧮 1. Auto Stock Balance (optional next column)
Add a new column H = "Current Stock" and calculate using:
=SUMIFS(C:C,B:B,B2) - SUMIFS(D:D,B:B,B2)
👉 This gives you the net available stock per item dynamically.
⚠️ 2. Expiry Alert (Conditional Formatting)
To highlight vegetables near expiry:
- Select the entire column G (Expiry Date).
- Go to: Home → Conditional Formatting → New Rule → Use a formula.
- Enter:
=AND(G2<>"", G2-TODAY()<=2) - Choose a red or orange fill color.
✅ This will highlight items expiring within 2 days.
📦 3. Dropdown Menu for Reason Column
Go to Data → Data Validation → List, and in Source type:
Purchase, Sale, Wastage, Transfer
➡ Ensures consistent data entry and easier filtering later.
🧩 4. Optional Additions
- Column H: Supplier/Customer
- Column I: Remarks (e.g., damaged, urgent sale)
- Column J: Value (₹) —
=IF(E2="Purchase",C2*UnitCost,"") - Filter Enabled: Select all headers → Ctrl + Shift + L → adds filters for sorting/searching.
📊 5. Summary Sheet (Next Step)
Once your Inventory Log is ready, you can create a new sheet:
Sheet 2 → "Stock Summary"
Use formulas like:
=SUMIFS('Inventory Log'!C:C,'Inventory Log'!B:B,"Tomato") - SUMIFS('Inventory Log'!D:D,'Inventory Log'!B:B,"Tomato")
to show current stock per vegetable automatically.
Would you like me to generate this Excel file (ready-to-use) for you —
✅ with your exact 3 sample rows
✅ formulas, dropdowns, and expiry alerts all set up?
I can create and send it as a downloadable .xlsx file.
Should I prepare it?
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