Compare inventory and stock count sheets in Excel

Match the book inventory and physical count by SKU and warehouse, then compare quantities. These fictional Excel files show changed counts, zero stock, and records found in only one file.

What is in the sample files

Follow these steps

1. Check that both sheets cover the same stock

   In the sample, baseline.xlsx holds the book inventory and target.xlsx holds the physical count. Your own files should use the same cutoff time, SKU codes, warehouse codes, and quantity units. If one sheet counts cases and the other counts individual units, convert them to the same unit first.

2. Place the inventory and count files on the correct sides

   The trial button loads both files for you. To load them manually, add the book inventory as the Reference file and the physical count under Files to compare, then select Inventory in both. SKU001 is held in WH-A and WH-B. If your rows are also split by batch or bin, use the same level of detail on both sides. You can add Batch or Bin as a third matching column when both files have corresponding values.

3. Match the product and warehouse, then check quantity

   Select SKU and Warehouse under Match rows by, then Stock quantity under Columns to compare. This keeps the same product in different warehouses separate. Quantity belongs in the comparison columns, not the matching columns. Keep Raw values for these numeric quantities; the trial button has already selected these settings.

4. Review the differences, then the unchanged rows

   Click Compare files. SKU001 in WH-B changes from a book quantity of 50 to a counted quantity of 48. SKU003 in WH-A is absent from the count, while SKU004 in WH-A appears only in the count. Select All records to see the two unchanged rows: SKU001 in WH-A stays at 100, and SKU002 in WH-A stays at zero.

5. Use the report to investigate each difference

   Download the full report and follow the source row references back to your sheets. Check for a missed count line, a different code, mismatched cutoffs, or stock movements between the two exports. Confirm the cause before making an adjustment. RowKite provides comparison results; it does not adjust inventory or create accounting entries.

Expected results

Match rows by: SKU + Warehouse. Columns to compare: Stock quantity.

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Before using your own files

• Zero, a blank quantity cell, and an absent row have different meanings. Keep the zero-stock SKU002 record. Check whether SKU003 was omitted from the count, and investigate blank quantities in the source.
• If batches or bins produce multiple rows for the same SKU and warehouse, align the level of detail first. Repeated keys require review; RowKite does not total stock quantities automatically.
• The reference direction determines added and missing rows. Swap book inventory and count files and those statuses reverse; quantity changes are then read from the new reference.
• Inventory reconciliation needs the same cutoff time, units, and code definitions. Results describe differences in saved cell values. They do not establish the cause of a stock variance, adjust inventory, or post accounting entries.

Limits: 2–5 .xlsx / .xls files, with both formats allowed in one comparison. Use standard, unencrypted Excel 97–2003 tables for .xls. Limits are 10 MiB per file, 30 MiB total, 10,000 rows and 50 columns per sheet, and 1 million populated cells across all files. Reports are always exported as .xlsx. Refreshing, closing the page, or leaving the workspace clears the current files.

Read the full guide and comparison rules · Learn how files and results are handled