A physical stock verification format has two copies. The counter's copy carries the date, godown, stock group, item name, unit, counted quantity and the name of the person who counted. The checker's copy adds the book quantity, the difference, the cost rate, the value of the difference, the reason and the name of the person who checked. The counter's copy never shows the book quantity, because a counter who can see what Tally says tends to write it down, and the shortage disappears from the sheet while it stays on the shelf. Make one sheet for each stock group in each godown, list every item in that group, including the ones Tally shows at zero, and keep the unit the same as in Tally. Below you will find the columns and who fills each, a filled sample of five spare parts, the summary to give your CA, and a blind count sheet to download and open in Excel.
Key Highlights
- The counter's copy has seven columns and no book quantity. The checker's copy adds six more, from book quantity to the checker's name.
- One sheet covers one stock group in one godown, with every item listed, zero-stock items included, so the list itself gives nothing away.
- In the filled sample, 5 items are counted, 3 differ and the net shortage is ₹3,840 at cost.
In This Article
- The columns, and who fills each
- The counter's copy and the checker's copy
- A filled sample
- How to fill the sheet
- The summary for the owner or CA
- Download the blind count sheet
- Or skip the paper
- Frequently Asked Questions
The columns, and who fills each
| Column | Who fills it | Why it is there |
|---|---|---|
| Date | Counter | Ties the count to a cut-off in Tally |
| Godown | Counter | Stock is checked one location at a time |
| Stock group | Counter | One group per sheet keeps the count small |
| Item | Printed before the count | Item names as they are in Tally |
| Unit | Printed before the count | Box, piece or kg, as Tally holds the item |
| Counted qty | Counter | What is on the shelf, zero included |
| Counted by | Counter | One person answers for the sheet |
| Book qty | Checker | Book stock in Tally at the cut-off |
| Difference | Checker | Counted minus book |
| Cost rate | Checker | The rate to value the gap |
| Value | Checker | Difference × cost rate |
| Reason | Checker | What explains the gap, after checking entries |
| Checked by | Checker | The second person who reviewed it |
The counter's copy and the checker's copy
The counter's copy is the blind sheet. It holds the first seven columns only, and the counter takes it to the shelf. The checker's copy holds all thirteen and stays with you or your accountant. Print the counter's copy from a list of item names and units, never from the stock summary, which carries the book figure. If the counter finds something on the shelf that is not on the list, they write it at the bottom of the sheet with the quantity.
A filled sample
The Spares group in the Main godown, counted on 10 November 2026. The figures are an illustration.
| Item | Unit | Counted | Book | Difference | Cost rate | Value | Reason |
|---|---|---|---|---|---|---|---|
| Brake shoe set | Set | 37 | 40 | -3 | ₹1,020 | -₹3,060 | Not found yet |
| Clutch plate | Pcs | 16 | 18 | -2 | ₹650 | -₹1,300 | Two sold, bill not made |
| Fan belt | Pcs | 32 | 30 | +2 | ₹260 | +₹520 | Purchase entered short |
| Air filter | Pcs | 24 | 24 | 0 | ₹310 | ₹0 | |
| Spark plug | Pcs | 146 | 146 | 0 | ₹125 | ₹0 |
Three of five items differ. The shortage is ₹4,360, the excess ₹520, and the net shortage ₹3,840. The clutch plates sold without a bill need a bill, and the fan belt purchase needs correcting in Tally, so only the brake shoes are left for a stock adjustment once the recount confirms them.
How to fill the sheet
- Before the count, fill the date, godown and stock group, and print every item and unit in the group.
- The counter writes the counted quantity for each item, zero where the shelf is empty, signs and hands the sheet back.
- The checker copies in the book quantity at the cut-off from Tally and works out each difference.
- Any item with a difference is recounted by a second person on a fresh counter's copy.
- The checker fills the cost rate, value and reason for every gap still left, and signs.
- Correct the entries the reasons point to, then adjust what remains, as in stock shortage and excess entry in Tally.
The summary for the owner or CA
Keep one line per sheet. It is what you show your CA at year end.
| Godown | Group | Items counted | Items differing | Shortage value | Excess value | Net | Counted by | Checked by |
|---|---|---|---|---|---|---|---|---|
| Main godown | Spares | 5 | 3 | ₹4,360 | ₹520 | -₹3,840 | Ravi | Sita |
If the gaps are many and the causes unclear, work through physical stock not matching Tally before you adjust anything. The steps around the sheet, from the cut-off to the recount, are in our physical stock verification checklist.
Download the blind count sheet
Download the blind count sheet (CSV, opens in Excel). It has the seven counter's columns and 25 empty rows. Fill the item names and units from Tally before you print it, and add the checker's columns in a second sheet.
Or skip the paper
The sheet works, and it still needs typing into Excel and checking line by line. A stock count app does the same job on the counter's phone. In Takkada's Physical Stock Count add-on, the counter sees item names and units with an empty box for each, and never sees the book stock. You see book stock, counted, difference and rate side by side and send any doubtful item back for a fresh count. The physical stock verification for Tally page shows how the count ends in the stock journal for Tally.
Frequently Asked Questions
Q: What is the format of physical stock verification?
A: Two copies of one sheet per stock group per godown. The counter's copy has date, godown, stock group, item, unit, counted quantity and counted by. The checker's copy adds book quantity, difference, cost rate, value, reason and checked by.
Q: What should a physical stock verification report contain?
A: For each sheet: the godown, the group, the number of items counted and differing, the shortage and excess value at cost, the net, and who counted and checked. In the sample, 5 items counted, 3 differing and a net shortage of ₹3,840.
Q: Should the counter see the book stock on the count sheet?
A: No. A counter who can see the book figure tends to copy it, and a real shortage gets written over. Print the counter's copy from item names and units only, and keep the book quantity on the checker's copy.
Q: Can I make a stock count sheet in Excel?
A: Yes. Use our blind count sheet, which opens in Excel, fill the item names and units from Tally, and print one sheet per stock group per godown. Keep the book quantity in a separate sheet that only the checker sees.
When you approve a count in Takkada's Physical Stock Count add-on, it makes the stock journal for Tally: shortages out of the godown and extra stock in, at the rates you approved, sent to Tally through Takkada's Tally connector. Batch-wise items are counted but left out of the journal; adjust those in Tally by batch. Physical Stock Count is an add-on, priced by your partner. Ask them for the add-on price, or message us on WhatsApp and we will switch it on for your company.