Form N Stock Register
On this page
Form N is a stock register kept item by item and day by day. For every item it lists the days on which the stock moved, with the opening quantity, what came in, what went out and the closing quantity, and, for a day with a purchase, the supplier and bill. The print is titled with the category, for example Fertilizers Stock Register, and the report works for any category.
Open the report
Press Alt+5 for Stock Reports, then N for Department Reports, then 4 for Form N. It opens for the financial year from its first day to today, for all categories. Choose the category you keep the register for.
Each item is a heading line with its totals for the period; one line for each day under it. The total line counts 8 items.
What it lists
One heading line for each item that had stock at the start of the period or any movement in it, in item-name order. Under it, one line for each day on which the item moved, in date order.
A day’s line combines everything that happened to the item that day:
- Received: purchase bills and sales returns, with goods received before their bill (Goods In / Out, 1 P).
- Issued: sale bills and purchase returns, with goods sent out on Goods In / Out.
The date is the posting date of the bill. Quantities are in units (packs), as on the bill. Damages and breakage (1 V) are not in this register, neither in the opening quantity nor in the lines.
Columns
On screen the heading shows the item and its totals; the print gives the register’s own titles.
| Column | Print title | What it shows |
|---|---|---|
| Date | Date | The day of the line. On the heading line, the item’s name. |
| Opening | Op.Qty | The stock at the start of that day. On the heading line, the stock at the start of the period. |
| Received | Pur.Qty | Units received that day: purchases and sales returns together. |
| Total | Tot.Pur | Opening plus Received. |
| Issued | Sal.Qty | Units issued that day: sales and purchase returns together. |
| Closing | Cl.Qty | Total less Issued. |
| Supplier | Supplier Name | The supplier of the day’s purchase. |
| Bill / date | Inv.No/Date | The purchase bill number and its date. |
Columns hides Supplier or Bill / date. The print leaves them out too.
Choices
| Choice | What it does |
|---|---|
| Category | Lists only the items of that category. * All lists every category. |
| From, To | The period, both days included. Both must fall in the financial year. It opens from the first day of the year to today. |
| Find | Shows only the items whose name matches what you type. |
Every choice is kept in the page address, so Copy link gives a link that opens the same register.
The choices above the list.
How the figures are worked out
Opening. The stock at the start of the period is the item’s opening stock plus the units received (purchases, sales returns and goods received) before the From date, less the units issued (sales, purchase returns and goods sent out) before it. When it is above zero, the item’s first line is dated on the From date and starts from it. If the item also moved on that day, the opening and the movement are one line.
Each day.
- Opening = the closing of the line above;
- Total = Opening + Received;
- Closing = Total − Issued.
Received is the day’s purchases plus sales returns; Issued is the day’s sales plus purchase returns. The heading line adds them up for the period: Opening is the first line’s, Received and Issued are the totals, and Closing is the last line’s.
Supplier and bill. A day’s line shows a supplier and bill only when units were received that day as a purchase (a purchase bill, or goods received before their bill); a sales return does not show one. If two or more purchase bills came in on one day, the line shows one supplier name and one bill number only (in each case the last in alphabetical order, chosen separately). The date after the bill number is the day of the line.
Totals. The line at the bottom counts the items listed and adds up the heading lines: Opening is the sum of the items’ opening quantities, Received and Issued their movements and Closing the sum of their closing quantities.
The line of 18-10-2026 (marked) combines a sale of 1 unit, a sales return of 2 and a purchase return of 5: 2 received, and 1 + 5 = 6 issued.
Print, mark and export
Press F10 to print. The print is the register’s own form on A4, with the title Fertilizers Stock Register (the category’s name, or Stock Register when the category is All), “F O R M - N” and “[ See Clause 35 (1) (A) ]”. When the licence numbers are set in Company Details, the right side of the heading gives C.R. NO. with the wholesale and the retail fertilizer licence numbers. Then come the category and the period.
After each item’s lines the print has a Total line with the item’s Pur.Qty and Sal.Qty for the period, and the last line Total · N items adds those up.
The print for one item. The Total line gives the item’s Pur.Qty and Sal.Qty for the period: 202 and 89.
- F2 marks an item, on its heading or on any of its lines. F8 marks them all. F10 then prints only the marked items, and the print says Marked items only.
- Enter on an item’s heading opens its stock ledger for the same period. It does nothing on a day’s line.
- F12 saves the register as an Excel workbook with the same heading, columns and lines as the print.
- Alt+Enter gives the whole window to the list.
Updated 4 November 2026.