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Asset Records and Write-Off Acts in Excel — Excel Template

Inventory control in Excel: item list, receipts and issues log, stock with minimum levels, a printable write-off act and asset card, a fixed asset register and stocktake.

Asset Records and Write-Off Acts in Excel — Excel Template
≈ $6.09
490 ₽
Blank template + filled-in example · Excel 2007+, LibreOffice, Google Sheets
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What it is for

Keep asset and stock records in Excel without bulky software: you maintain the item list and the transaction log, and the spreadsheet calculates stock for every item, shows what is below the minimum, fills in the write-off act and asset card, and compares the books with the actual count at stocktake. Suitable for a small warehouse, a facilities team, an office and a custodian.

What is inside

  • "Settings": organization, warehouses and storage locations, custodians, write-off reasons, categories, write-off committee members, the "running low" threshold.
  • "Item list": up to 300 items with code, unit, category, book price, minimum and opening stock; checks for duplicates and gaps.
  • "Transaction log": up to 1,500 rows — receipts, issues, write-offs, transfers between warehouses; stock after each transaction and a check (issue exceeds stock, no price, write-off without an act, no reason).
  • "Stock balances": receipts, issues, write-offs, current stock and value for each item, highlighting of items below minimum and negative stock, and how much to reorder.
  • "Write-off act": a printable form — choose the act number, the rows are pulled from the log, with totals, "Approved" and the committee signatures.
  • "Fixed assets": a register of up to 200 assets, straight-line depreciation, net book value at a chosen date, status and checks.
  • "Asset card": a printable form by inventory number with a depreciation schedule by year.
  • "Stocktake": a list with book and actual quantities, surpluses and shortages in units and in value.
  • "Summary": stock by warehouse and category, movement and write-offs by month, write-offs by reason, and control figures.

Who it is for

Facilities managers, warehouse managers, custodians, accountants responsible for materials, and administrative staff in schools, nurseries, hospitals, public institutions and small businesses.

Compatibility

Excel 2007 and later, LibreOffice. No macros. The printed forms are working forms based on the structure of typical documents, not official forms; the write-off procedure, useful lives and committee members are determined by your accounting policy and local rules — enter your own values in "Settings" and the tables. The file is in English.

📘 Stock and Asset Records in Excel: How to Prepare a Write-Off Act

Questions and answers

What forms of the act and card are in the file?
Working forms based on the structure of typical documents: an asset write-off act and a fixed asset card. They are not official forms; adapt them to your organization's accounting policy if needed.
How is the write-off act generated?
In the transaction log, enter the act number and the reason for the write-off rows. On the "Write-off act" sheet, choose the number — the table pulls in all rows of that act, calculates totals and shows the committee signatures from "Settings".
How is fixed asset depreciation calculated?
Straight-line: the original cost is divided by the useful life in months, and depreciation starts the month after the in-service date. You set the useful life yourself in the register.
How many items and transactions can I keep?
Up to 300 items in the item list, up to 1,500 transactions in the log and up to 200 fixed assets.
Is the template suitable for a school, hospital or administration office?
Yes: warehouses, custodians, write-off reasons and the committee are configurable, and there are printable forms and a stocktake. Follow your institution's own rules for record-keeping.