This free consignment tracking spreadsheet helps you follow the stock you have in a store: what was there, what you delivered, what came back, what sold and what you are owed. It comes as an Excel file (.xlsx) with automatic calculations and as a printable PDF. No sign-up is needed to download it.
Why you need to track consignment stock
When you leave products in a store, the money arrives later, only once they sell. Between one visit and the next, units move around. If nobody writes it down, closing the month turns into guesswork.
The sheet answers three questions for each store and each period: how much sold, how much the store keeps, and how much it owes you. It works alongside the delivery note, which records each delivery. For the method behind it, read about tracking consignment stock.
How the sheet is built
Use one sheet per store and per period. At the top go the store, the period (from and to) and the store commission as a percentage. Below are 20 rows with these columns:
| Column | Meaning |
|---|---|
| Code | Your product code |
| Product | Product name |
| Retail price | Shelf price |
| Opening stock in store | Units there at the start of the period |
| Delivered | Units you dropped off during the period |
| Returned | Units you took back |
| Closing count | Units counted in the store at the end |
| Sold | Opening + delivered - returned - closing count (automatic) |
| Sales value | Sold x price (automatic) |
| Store commission | Sales value x commission % (automatic) |
| Due to supplier | Sales value - commission (automatic) |
A totals row at the bottom is also automatic. If “Sold” comes out negative, the cell turns red. That points to a counting or recording error. Besides the main sheet, the file has an “Instructions” sheet and an “Example” sheet filled with made-up numbers.
How to fill it in, step by step
- Copy the sheet for each store and each period (for example, Store A, October).
- Enter the store, the period dates and the agreed commission.
- List the code, product and retail price of each item.
- For “Opening stock”, enter what was there at the start. In the first period it is zero. After that, it is the previous period’s closing count.
- Record what you delivered and what you took back, based on your delivery notes.
- At the end, count in the store (or ask the store to count) and enter the closing count.
- Check that no “Sold” cell is red. If one is, recount or review deliveries and returns.
- Use the totals to see what is due to you.
A worked example (illustrative numbers)
Made-up data, store commission 30%:
| Product | Price | Opening | Delivered | Returned | Closing count |
|---|---|---|---|---|---|
| Soy candle | 10 | 8 | 12 | 2 | 6 |
Sold = 8 + 12 - 2 - 6 = 12 units. Sales value = 12 x 10 = 120. Store commission = 120 x 30% = 36. Due to supplier = 120 - 36 = 84.
If the closing count had been 25, “Sold” would be negative and the cell would show red: someone miscounted, or a delivery was not recorded.
Common mistakes
- Guessing the opening stock. The opening figure should be the previous closing count, not a number from memory.
- Forgetting returns. If you take product back and do not log it, it looks like it sold.
- Rushed counts. One bad count carries into the next period.
- Mixing periods. If your sheet covers different dates than the store’s report, nothing will match.
- Changing prices mid-period. Sales value uses one price per row. If the price changed, split it into two rows or two periods.
When a spreadsheet stops being enough
With a few stores, one sheet per store per month is manageable. With many, files pile up, each count has to be requested by message and typed in by hand, and versions get mixed. It also gets hard to see which store holds which product right now. If you already spend hours cross-checking numbers, the spreadsheet has reached its limit. Until then, this template does the job. To organize the process from the start, see how to approach consignment inventory management.
Frequently asked questions
What is a consignment tracking spreadsheet?
It is a sheet where, for each store and period, you record opening stock, deliveries, returns and the closing count. From that it calculates units sold, the store’s commission and what you should collect.
How do I calculate units sold?
Opening stock + delivered - returned - closing count. The template does this for every row.
How often should I count?
It depends on your agreement with the store. Monthly or every two weeks is common. What matters is that the sheet’s period matches the count’s period.
Does this replace an invoice or an agreement?
No. It is an internal control and a basis for reconciling accounts. For invoicing, ask an accountant about the rules in your country. The terms themselves belong in a written agreement, and this consignment agreement checklist can help.
When you want to stop cross-checking files
COMPA is built for that step. You register deliveries to each store, stores report their counts through a simple link without creating an account, and the platform reconciles what was delivered, sold and returned, produces account statements, and records payments and replenishment.