Free document template
Chemical Stock Register (ทะเบียนสารเคมี)
A chemical stock register records what a laboratory holds; a withdrawal log records who took what, when, and for which work. The free Excel file below carries both as separate sheets, with CAS, lot, expiry, location and minimum-stock columns. No signup and no email required.
Bilingual Thai and English, landscape A4. Two working sheets: a stock register (one row per container, with grade, CAS, lot, expiry, storage location and minimum stock) and a withdrawal log (one row per เบิก event), each with a worked example row. Free to use and adapt.
Turn this workbook into a quotation
Update Balance and Min stock, then upload this workbook. We’ll bring only lines at or below their reorder point into the quotation.
What a chemical stock register is
A chemical stock register (ทะเบียนสารเคมี) is the laboratory’s account of the chemicals it holds: one row per container, recording the identity (name, grade, CAS number), the lot and expiry, where it is stored, and how much remains. It answers, at any moment, the question an auditor or a new lab member asks first: what do we have, and where is it?
The register earns its keep in quality and safety systems. Laboratory standards such as ISO/IEC 17025 and Thailand’s ESPReL laboratory-safety assessment expect a current chemical inventory as a matter of course, and an inspection that starts with an out-of-date register rarely improves from there.
Register vs withdrawal log: keep them separate
The template holds two sheets because these are two different records:
| Stock register (ทะเบียน) | Withdrawal log (บันทึกเบิกจ่าย) | |
|---|---|---|
| One row per | Container received | Withdrawal event |
| Answers | What do we hold, and where? | Who took what, when, for which work? |
| Written | On the day a container arrives | Every time someone takes stock |
| Key columns | Grade, CAS, lot, expiry, location, minimum stock | Quantity taken, balance after, person, purpose |
| Fails when | New bottles skip registration | People take stock without signing it out |
Collapsing the two into one sheet is how lab spreadsheets rot: the running history overwrites the identity record until neither question can be answered. Keeping them separate is the single habit this template enforces.
What to record for every container
The register columns, and why each one is there:
Chemical name and grade
AR, ACS, HPLC or food grade. The same name at a different grade is a different substance for both results and price.
CAS number
The identifier that survives synonyms, translations and brand names. It is also the fastest way to reorder exactly the right substance.
Lot or batch and pack size
Results trace to lots, and a certificate of analysis belongs to one lot, not to a product name.
Received and expiry dates
Expiry drives use-first decisions and keeps expired stock from hiding at the back of a cabinet.
Storage location
Named cabinet or shelf, so finding a bottle does not depend on the one person who put it there.
Balance and minimum stock
The balance says what remains; the minimum-stock point says when to reorder before a method stops for want of a reagent.
Supplier and COA/SDS
Where it came from, and whether the certificate of analysis and safety data sheet are on file for this lot.
Three habits that keep the register true
- 1
Register on arrival
A bottle that enters the store unrecorded is invisible to every later count. Registration is part of receiving, not a catch-up task.
- 2
First expire, first out
Issue the container that expires soonest. The expiry column exists so this decision takes one glance.
- 3
Count on a schedule
Reconcile shelves against the register at a fixed interval. A register nobody reconciles drifts into fiction quietly.
From minimum stock to reorder
The minimum-stock column is where record-keeping meets purchasing. When a balance touches its minimum, the item moves onto a purchase requisition for approval, and the approved list goes out for quotation. Our free requisition template carries grade and CAS columns for exactly this handoff.
Free purchase requisition (ใบขอซื้อ) template·Browse reagents and consumables
Common questions
What should a chemical stock register record?
One row per container: chemical name and grade, CAS number, pack size, lot or batch, date received, expiry date, storage location, current balance, minimum stock level, supplier, and whether the COA and SDS are on file. The withdrawal log then records each เบิก event separately: date, quantity taken, balance after, the person and the purpose.
What is the difference between the register and the withdrawal log?
The register is the account of what the laboratory holds, written once per container when it arrives. The withdrawal log is the history of use, written every time stock is taken. They answer different questions and stay on separate sheets; merging them is how the record becomes unreadable.
Is the CAS number required?
It is the most useful single column. A CAS number identifies the substance regardless of synonyms, translations or brand names, which makes safety lookups and reordering unambiguous. If a container has no CAS number to hand, record the name and grade and add the number from the label or SDS later.
How often should stock be counted?
On a fixed schedule the laboratory sets, monthly or quarterly in most labs, plus a check whenever a balance disagrees with the shelf. The interval matters less than its existence: a register nobody reconciles drifts away from reality without anyone deciding it should.
Is the download really free? Do I need to register?
Yes, it is free, and no. There is no signup and no email form. Download the file, put your laboratory’s name on it, and adapt the columns to your procedures.
Equipment this register usually covers
Balance at minimum? Send the list for one quotation
Paste the low-stock lines with grades and CAS numbers, or send a photo of the register page by LINE. One quotation covers any brands, including items outside the catalog, and we reply within 1 business day.