Reseller SKU and storage system: free spreadsheet
FatFat Studio · Updated 6 November 2026 · Reseller Tracker v0.2.2
Give each item its own ID, called a SKU, and write its bin or shelf in a separate column. If you move a shirt from BIN-A1 to BIN-B2, change the location. Keep the shirt’s SKU so you can still match it to your records.
Free SKU and storage map worksheet
Record the item, its bin or shelf, whether you found it, and what to do next. The .xlsx file has 100 prepared rows, including three clearly marked fictional examples. Location checks and next actions have dropdown options.
Download the free storage map (.xlsx)
No email or checkout. Manual location records only. Sales, profit, refunds and automatic marketplace updates are outside this worksheet.
Use the worksheet
- Download and open the file. In desktop Google Sheets, choose File → Import → Upload, select the .xlsx file and create a new spreadsheet. Keep the original download as a backup.
- Read the three gray example rows. Clear their contents in A8:G10 before entering your own stock. Keep the header row.
- Write a unique SKU on each item or its storage bag. Enter the same SKU and a separate bin or shelf in the worksheet.
- Check the physical location. Choose Located, Not found or Not checked. Use Removed when the item is no longer in this storage map. These are manual location labels, not sale or payment statuses.
- Choose a next action and enter the date you actually checked the item. When an item moves, update its location and keep its SKU. Keep any history you need separately before overwriting or removing an entry.
Use the worksheet within your own business. You may edit it for that use; do not resell or redistribute the file as a template. Need a record of sales, refunds and item history? Check the full tracker’s workflow and limits.
Need a basic sales calculation as well? Build a simple sales spreadsheet, or use the free single-sale calculator. The storage map itself records locations, not sales.
Give the item and its storage bin separate labels.
| Field | Fictional example | Purpose |
|---|---|---|
| SKU | RT-0001 | Identifies one physical item through purchase, sale and any return. |
| Item description | Blue cotton shirt, size M | Helps you confirm you picked the intended item. |
| Location | BIN-A1 | Tells you where the item is stored now. |
| Location check date | The date you checked the item | Shows when you last checked its physical location; it is not a purchase or listing date. |
Choose a short naming pattern you can keep using, such as RT-0001 for an item and BIN-A1 for a bin. You enter these labels yourself; the workbook does not assign them. Leave customer names and contact details out of your SKUs.
Try three items first.
- In a practice copy, use three items you can physically check. Give each a different SKU and description, and label its storage bag or the item safely.
- Assign each item a location. Two different SKUs can share a bin; each still needs its own item record.
- Move one item from BIN-A1 to BIN-B2. Update the location in the practice copy and check that the SKU remains unchanged.
- Pick one item from its recorded location and check its SKU and description. If you cannot find it, choose Not found rather than treating it as sold. This free worksheet checks locations; it does not record sales or payments.
How to organize resale inventory before it sells
A spreadsheet location is useful only if you can match it to the physical item. Use this short routine when preparing an item for storage:
- Finish the item details. Check condition, measurements and the photos you need before sealing the item in a bag.
- Label the item. Put its stable SKU on a removable label or storage bag. Keep it readable without opening every package.
- Label the bin. Use a separate location such as BIN-A1. Record that location beside the SKU; do not make the bin number the item's permanent identity.
- Match before packing. Check the sold item's SKU and description against the physical item. Update your manual record after the sale or storage move.
For example, RT-0001 can move from BIN-A1 to BIN-B2 without becoming a new item. If it is returned, inspect it and follow the refund and saleable-return steps before offering it again. This is a suggested manual routine, not an automatic tracking feature.
Sold an item but can't find it?
Start with the last recorded location and match the SKU and description, not just the bin label. Then check any place you use for photos, packing or returned items.
- Record what you know. Choose Not found and enter the date you checked. An empty bin does not establish that an item was sold, returned or discarded.
- Keep the original item record. Do not give a replacement item the missing item's SKU. Keep any customer communication in the marketplace's order thread, outside this storage worksheet.
- Update the location when found. Put the item in its intended location, update the bin or shelf, and choose Located. Keep the same SKU.
The worksheet is a manual record. It cannot locate an item for you or update a marketplace listing. If you cannot fulfil an order, check that marketplace's current cancellation process and contact the buyer through the order.
Can I reuse a bin number after an item sells?
Reuse the storage space while keeping each item’s own record. A bin can hold different items over time; it does not become the identity of the next item.
- RT-0017 leaves after a sale. Keep RT-0017 and its sale history. Check BIN-A1 before treating the space as available.
- You put a different item in BIN-A1. Give it a new SKU, RT-0018, and record BIN-A1 against that item.
- RT-0017 comes back. Find its original record and inspect the return. If it goes into BIN-B2, record BIN-B2 for RT-0017. RT-0018 keeps its own SKU and location.
These are fictional item labels used to show the sequence.
Filter sold items out of your active-stock view if your working sheet supports that view. Keep the history; deleting a sold row to make the list look tidy can make a later return harder to trace. Before sorting a workbook, follow its instructions so the item details and formulas stay together.
The free storage map records locations only. Keep sale and return history in your separate sales record or in the supported tracker workflow. It does not release a bin, change stock status or delist an item for you.
Reseller SKU questions
Can two items share a storage bin?
Yes. Give each physical item its own SKU and record the same bin location for both. The location tells you where to look; the SKU and description tell you which item to pick.
Do I need a barcode scanner to start?
You can start with readable labels and manual records. Reseller Tracker v0.2.2 does not include barcode scanning or automatic marketplace synchronization.
Should a returned item get a new SKU?
Keep the existing identity for the same physical item so its earlier sale and return remain connected. A refund alone does not confirm that the item has arrived back or is fit to sell.
Stock age vs days listed: which date should you use?
An item can sit in your stockroom long before a buyer has a chance to see it. Keep the purchase date and first listing date separate.
Suppose you bought a jacket on September 1 and first listed it on October 21. At an October 31 review, you have held it for 60 days, but it has only been listed for 10 days. Those figures describe different problems; they are not both “days on market.” These are fictional example dates, counted as elapsed calendar days.
If the first listing date is blank, check whether the item is unlisted or the record is incomplete. Do not treat a missing date as zero days listed. A future listing date is a planned listing, not evidence that buyers can already purchase it.
Choose one next step per item
- Not listed: locate it, check its condition, then set a date to photograph and list it.
- Listed but unsold: check the actual listing, recent comparable sales, photos, condition details and asking price before changing anything.
- Location uncertain: find and inspect it before promising availability or making a new listing.
Use your own review intervals. A long holding period does not establish market value, mean an item must be discounted, or predict when it will sell. Seasonal stock and unusual collectibles may need different review dates.
The free storage map records item identity and location; it does not calculate stock age or profit. For Reseller Tracker, check the workbook setup guide, the supplied date definitions and the report date. The tracker uses manual entries and does not check marketplace listings for you.
A short stockroom check for the end of the week
Start with a small group of items you can check in person. A row in a spreadsheet is a record of where you last put an item, so check the shelf before treating that row as proof of availability.
- Pick a few SKUs from the sheet. Find each item and match its description as well as its label. Correct the location if it has moved.
- Pick a few items from the shelf. Find their rows in the sheet. Give an unrecorded item its own identity rather than borrowing another item's SKU.
- Review unresolved checks. Keep Not found items on your follow-up list. Check photography, packing and return areas before recording a new location.
- Choose the next action. For an item you have located, decide whether it needs photos, a condition check or listing work. The worksheet records your decision; it does not update a selling platform.
For example, RT-0007 may be recorded in BIN-A1 but be sitting in the photography area. Once you have matched the physical item, update its location and check date. Keep RT-0007 as its SKU. This is a fictional example of a manual routine.
Check the paid tracker’s record limits.
Reseller Tracker v0.2.2 includes 300 cumulative item records and 1,000 cumulative events in one workbook. Historical records use capacity too; these are not annual allowances or a count of unsold items. Use one currency consistently, because changing its label does not convert earlier amounts.
Check these details before using your records.
- Do not reuse the same SKU for different physical items.
- Do not create a new purchased item solely because an old item moved to another bin.
- Keep multiple units and bundles out of a workflow designed for one physical item per SKU and order.
- Review your input areas before sorting or inserting columns. Preserve formulas and keep an unchanged download backup.
If a sold item comes back, follow its refund and saleable-return history before offering it again.
Need sales and return records as well?
For owned stock, manual entry, one item per SKU and order, in desktop Google Sheets. Includes space for 300 cumulative item records and 1,000 events. One currency per workbook.
Preview the tracker — US$15 once →Applicable taxes and total shown at checkout. Check the product page for the download, support, license and practical limits.
If you later choose the paid tracker, use the manual transfer checklist to move SKU, description and location into their matching input columns. You will still need purchase dates and costs from your own records.