Stock Register with GST in Excel

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Last updated: 27 June 2026

A GST-linked stock register combines your physical stock movements with the GST data from each invoice — HSN code, taxable value, CGST/SGST/IGST — so that your inventory records and your GST returns can be reconciled from a single Excel workbook. This guide shows you the exact columns, formulas and layout, aligned with the post-September 2025 GST rules including the current four-slab structure (Nil / 5% / 18% / 40%).

Key takeaways

The GST stock register must record HSN code and GST rate on every transaction row — without these, you cannot reconcile inventory with GSTR-1 outward supplies or verify ITC from GSTR-2B.
Current GST slabs (from 22 September 2025): 0%, 5%, 18%, 40% — the old 12% and 28% slabs are abolished. Update any existing templates.
4-digit HSN codes for businesses with turnover up to ₹5 crore; 6-digit codes for above ₹5 crore.
Record the supplier's GSTIN on every purchase row — needed for ITC eligibility check against GSTR-2B.
Mark blocked credits (Section 17(5) items) in a separate column so they are excluded from ITC claims.
E-invoicing is mandatory if your aggregate turnover in any year from 2017-18 onward exceeds ₹5 crore; invoices must carry an IRN.

Fact box. CGST Rule 56 requires every GST-registered person to maintain accounts of stock in hand, production, purchases and supply of goods, with sufficient detail to support the filing of all returns. While Rule 56 does not specify columns, GSTN's GSTR-1 and GSTR-2B require HSN-level data — so your stock register must capture HSN and GST rate at the line-item level to avoid manual re-entry at return time.

What columns does a GST stock register need?

A GST stock register adds GST-specific columns to a standard stock register. Here is the complete column set for the Transactions sheet:

Purchase (GRN) columns

Column	Purpose	Notes
Date	Transaction date
GRN No	Goods Receipt Note number
Supplier Name	Full legal name
Supplier GSTIN	15-digit GSTIN	For ITC eligibility
Invoice No	Supplier's invoice number
Invoice Date	Date on supplier invoice
Item Code	Your internal SKU
Item Name	Description
HSN Code	4 or 6 digits	See HSN digit rule below
Unit	Pcs, kg, litre, etc.
Qty	Quantity received
Unit Rate (₹)	Taxable value per unit	Exclude GST
Taxable Value (₹)	= Qty × Unit Rate
GST Rate (%)	0 / 5 / 18 / 40	Current slabs from 22 Sep 2025
CGST (₹)	Taxable Value × GST%/2	For intra-state
SGST (₹)	Taxable Value × GST%/2	For intra-state
IGST (₹)	Taxable Value × GST%	For inter-state (CGST+SGST = 0)
Total Invoice Value (₹)	Taxable + taxes
ITC Eligible	Yes / No	Section 17(5) check
ITC Amount (₹)	CGST+SGST or IGST if eligible
IRN	Invoice Reference Number	For e-invoiced purchases
GSTR-2B Match	Matched / Unmatched / Pending	Update after checking 2B

Sales / Issue columns

Column	Purpose	Notes
Date	Transaction date
Invoice No	Your outward invoice
Customer Name	Full legal name
Customer GSTIN	15-digit GSTIN	For B2B supplies
Item Code	Your internal SKU
Item Name	Description
HSN Code	4 or 6 digits
Qty Issued	Quantity sold/issued
Unit Rate (₹)	Taxable value per unit
Taxable Value (₹)	= Qty × Unit Rate
GST Rate (%)	0 / 5 / 18 / 40
CGST (₹)
SGST (₹)
IGST (₹)
Total Invoice Value (₹)
Supply Type	B2B / B2C / Export	For GSTR-1 classification

How do I set up the GST columns with formulas?

GST Amount formulas

Determine first whether the supply is intra-state or inter-state using a supply type column:

CGST (intra-state only):

=IF([@[Supply Type]]="Inter-State", 0, [@[Taxable Value]] * [@[GST Rate%]] / 200)

SGST (intra-state only):

=IF([@[Supply Type]]="Inter-State", 0, [@[Taxable Value]] * [@[GST Rate%]] / 200)

IGST (inter-state only):

=IF([@[Supply Type]]="Inter-State", [@[Taxable Value]] * [@[GST Rate%]] / 100, 0)

Total Invoice Value:

=[@[Taxable Value]] + [@CGST] + [@SGST] + [@IGST]

ITC Amount formula

=IF([@[ITC Eligible]]="Yes", [@CGST]+[@SGST]+[@IGST], 0)

HSN digit rule (Data Validation)

Set up a named cell Turnover_Flag with values "Up to 5Cr" or "Above 5Cr". Then add an input message to the HSN column reminding the user which length is required. For formula-level enforcement:

=IF(LEN([@[HSN Code]])=4, IF(Turnover_Flag="Up to 5Cr","OK","Need 6 digits"),
  IF(LEN([@[HSN Code]])=6,"OK","HSN must be 4 or 6 digits"))

How do I reconcile my stock register with GSTR-2B?

The GSTR-2B Match column is updated monthly after you download your GSTR-2B from the GST portal:

Download GSTR-2B as Excel from the GST portal (gstn.org.in).
On a separate sheet (GSTR2B), paste the GSTR-2B data with Supplier GSTIN and Invoice No as key columns.
On your Purchases sheet, add a MATCH formula:

=IF(COUNTIFS(GSTR2B[Supplier GSTIN], [@[Supplier GSTIN]], GSTR2B[Invoice No], [@[Invoice No]])>0, "Matched", "Unmatched")

Filter for "Unmatched" rows — these are purchases in your register that do not appear in GSTR-2B. Investigate: the supplier may not have filed, or the invoice details may not match exactly.

Fact box. From the October 2025 tax period, GSTN's Invoice Management System (IMS) requires recipients to Accept, Reject or Pend each inward invoice before GSTR-2B is generated. Only Accepted invoices (and deemed-accepted inaction items) flow into GSTR-2B and become eligible ITC. Mark your purchase register rows with IMS status (Accepted/Rejected/Pending) alongside the GSTR-2B match status for a complete ITC audit trail. IMS is reported to become mandatory for all taxpayers around April 2026, but this date has shifted across GSTN advisories — confirm the current position on the GST portal before relying on it.

How do I summarise ITC by GST rate for GSTR-3B?

GSTR-3B Table 4 requires ITC broken down by Integrated Tax (IGST), Central Tax (CGST) and State/UT Tax (SGST/UTGST). Add a summary section:

Total eligible ITC — CGST:

=SUMIF(Purchases[ITC Eligible], "Yes", Purchases[CGST])

Total eligible ITC — SGST:

=SUMIF(Purchases[ITC Eligible], "Yes", Purchases[SGST])

Total eligible ITC — IGST:

=SUMIF(Purchases[ITC Eligible], "Yes", Purchases[IGST])

Compare these totals against your GSTR-2B auto-populated values before filing GSTR-3B. A mismatch is widely reported to trigger an auto-block where ITC claimed exceeds GSTR-2B, with a tolerance of around ₹1 — but the exact tolerance is not settled across CBIC/GSTN advisories, so confirm the current threshold before relying on it.

How do I handle the four current GST slabs in my register?

From 22 September 2025, the GST slabs are:

Slab	Common stock items at this rate
0% (Nil)	Fresh produce, specified medicines (33 lifesaving drugs), basic foodgrains
5%	Hair oil, shampoo, toothpaste, butter, ghee, cheese, medical diagnostic kits, tractor tyres, farm machinery, baby products (many moved down from 12%)
18%	Most electronics, cement, ACs, TVs, washing machines, small cars, motorcycles ≤350cc (many moved down from 28%)
40%	Tobacco, pan masala, aerated/carbonated drinks, luxury cars and SUVs, motorcycles >350cc

If your items previously had a 12% rate, they have moved to 5% (most FMCG essentials) or 18% (most other goods). If your items previously had a 28% rate, they are now either at 18% (consumer durables) or 40% (sin/luxury goods). Use the CBIC rate finder (cbic-gst.gov.in) to confirm the current rate for each HSN code before updating your register.

Set up a Data Validation dropdown on the GST Rate column with only: 0,5,18,40 — this prevents entry of obsolete 12% or 28% rates.

Free GST stock register template

The free Excel template includes:

Purchases sheet with all GST columns and ITC formulas.
Sales sheet with GST breakup formulas.
GSTR-2B reconciliation helper sheet.
ITC summary section for GSTR-3B Table 4.
GST Rate Data Validation with 2026 slabs (0/5/18/40).
HSN digit validation formula.

Free to download, no sign-up.

Download the Stock Register with GST Excel Template »

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Frequently asked questions

Which GST slabs are active in 2026? From 22 September 2025: Nil (0%), 5%, 18% and 40%. The 12% and 28% slabs were abolished by the 56th GST Council and CBIC notifications effective 22 September 2025. Any existing template showing 12% or 28% as options is out of date.

Do I need 4-digit or 6-digit HSN codes in my stock register? 4 digits if your aggregate annual turnover is up to ₹5 crore; 6 digits if above ₹5 crore. This matches the GSTR-1 Table 12 requirement. From April 2025, Table 12 requires dropdown selection from HSN list — manual entry of HSN is no longer allowed on the portal.

What if a supplier does not appear in my GSTR-2B? Do not claim ITC for that invoice until it appears in GSTR-2B (or is accepted/deemed accepted in IMS). Under Section 16(2)(aa), ITC is restricted to amounts appearing in GSTR-2B. Mark the row "Pending" and follow up with the supplier to file their GSTR-1.

Can I claim ITC on goods purchased for use in my office (furniture, stationery)? Only if the goods are used in the course of business. Office furniture, computers and stationery generally qualify. Items blocked under Section 17(5) — such as food, beverages, personal-use goods, motor vehicles for personal use — do not qualify. Mark those rows "ITC Eligible: No" in your register.

Is e-invoicing required for my stock register entries? If your aggregate turnover in any year from 2017-18 exceeded ₹5 crore, yes — you must generate e-invoices for all B2B sales, exports and credit/debit notes. Record the IRN on the corresponding sales row in your register. For purchases, record the IRN from the supplier's invoice if they are e-invoice-mandated.

Sources

CBIC GST rate notifications effective 22 September 2025 — CBIC notifications 09/2025-CTR through 17/2025-CTR (cbic.gov.in).
CGST Rules 2017, Rule 56 — Accounts and Records.
GSTN GSTR-1 Table 12 HSN advisory (tutorial.gst.gov.in).
E-invoicing portal: einvoice.gst.gov.in.
CGST Act 2017, Section 16(2)(aa) — ITC eligibility linked to GSTR-2B.
CGST Act 2017, Section 17(5) — Blocked credits.

General information, not professional advice. Verify on the official portal for your case. Reviewed by a Chartered Accountant; last updated 27 June 2026.