Bin Card: Meaning, Format & vs Stores Ledger

Bin card format

Header: item code, description, unit, bin or rack location, maximum, minimum and reorder level. Columns: date, document number (GRN, issue slip, return note), received quantity, issued quantity, balance quantity, and remarks or initials.

Because the balance is updated at the bin, anyone can compare the card with the physical stock in seconds — the basis for a quick cycle count.

Bin card vs stores ledger

The bin card is kept by the storekeeper at the bin and shows quantity only; it is posted at the time of each movement. The stores ledger is kept by the costing or accounts department and shows quantity, rate and value; it is posted from the same documents, sometimes later. The two should agree on quantity — differences point to posting errors or stock loss.

In an ERP, the item's stock ledger by location replaces both: every GRN and issue updates quantity and value at once, and a barcode or QR label at the bin opens the same record on a phone.

Related tools and guides

• Bin and rack location codes →
• Physical stock verification →
• Inventory meaning →
• Inventory management →

Frequently asked questions