Sequential stock reconciliation
Spare Parts Stock Ledger
Use one ledger per exact part, finish, revision and unit. Enter movements in the order they happened: the worksheet keeps that order, never re-sorts dates and shows the running balance after each movement.
Enter the part identity and opening count → enter dated movements → review the book balance and optional physical count. No stock record is verified.
Enter your records
Required inputs must be complete. Only fields marked optional may be left blank. Enter 0 only when zero is deliberate; missing values remain unresolved. Use non-confidential references only.
Record fields
- Exact part, finish, revision and unit
- Opening count
- Closing physical count (optional)
- Date
- Unique transaction reference
- Receipt or issue
- Quantity moved
- Room, source or purpose
Reviewable result
Enter records to begin.
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Worked example
A hotel fit-out buyer tracks one spare part through receipts and issues and compares the book balance with a physical count.
Example figures are invented for illustration. They are not product data, prices or a quotation.
Whole-worksheet settings
| Exact part, finish, revision and unit | Shower door roller set, chrome, rev A, set |
|---|---|
| Opening count | 10 |
| Closing physical count (optional) | 11 |
Example inputs
| Date | Unique transaction reference | Receipt or issue | Quantity moved | Room, source or purpose |
|---|---|---|---|---|
| 2026-03-02 | RC-001 | Receipt | 20 | Supplier 1 delivery |
| 2026-03-10 | IS-001 | Issue | 6 | Floor 3 rooms |
| 2026-03-18 | IS-002 | Issue | 8 | Floor 4 rooms |
Result from the worksheet
Spare Parts Stock Ledger LOCAL WORKSHEET — entered data only Identity: Shower door roller set, chrome, rev A, set 2026-03-02 | RC-001 | Receipt 20 | Supplier 1 delivery | balance 30 2026-03-10 | IS-001 | Issue 6 | Floor 3 rooms | balance 24 2026-03-18 | IS-002 | Issue 8 | Floor 4 rooms | balance 16 Closing book count: 16 Physical minus book difference: -5 No product, inspection, installation, stock or delivery approval is generated.
How to read it
The ledger keeps the entered order: the 20-piece receipt gives a balance of 30, issue IS-001 of 6 gives 24 and issue IS-002 of 8 gives 16, which is the closing book count. The entered physical count is 5 below that (difference -5). That is a prompt to check records and the count, not proof of loss.
Watch the running balance
Each receipt adds to the balance and each issue subtracts from it. A negative balance at any point is flagged, even if a later receipt brings the closing figure back up. It usually points to an incomplete opening count, a missing movement or entries in the wrong order.
Keep references and order intact
Dates must be valid and must not go backward; movements on the same day keep the order you entered. Duplicate transaction references are rejected. Quantities are whole numbers, 0 or more. Don’t mix variants, or substitute parts because their descriptions look alike.
Compare the count, don’t overwrite the ledger
If you enter a closing physical count, the result shows physical minus book stock. A difference is something to investigate, not proof of loss or an automatic adjustment. Leave the count blank if none was taken. Nothing is saved, and no stock level is recommended.
Sequential stock reconciliation questions
Will the ledger re-sort movements by date?
No. It keeps your order and rejects dates that go backward.
Can a positive closing balance hide an earlier shortage?
No. Any negative balance along the way is flagged separately.
What if no physical count is available?
Leave that field blank; the book balance is still calculated.
Does a stock difference prove loss?
No. Check the records and the physical count before any adjustment.
Can different revisions share one ledger?
No. Keep one exact part identity and unit per ledger.
Discuss the reviewed requirement
Use the result to identify questions for WNS Global. Offered products, specifications and commercial conditions still require separate confirmation.