Inventory sampling: time-saving stocktaking
Inventory sampling enables companies to take stock quickly and cost-effectively without losing accuracy.
With recognized statistical methods and compliance with all legal requirements, it is an equivalent alternative to a full inventory - ideal for trade and industry.
What is an inventory sampling?
Inventory sampling is a legally recognized inventory procedure in which not all items have to be counted. Instead, a statistically selected sample is recorded and extrapolated to the total inventory using recognized methods. Since 1977, this procedure has been permitted under Section 241 of the German Commercial Code (HGB), provided that the principles of proper accounting are observed.
This allows companies to carry out their inventory in a much more time-saving and efficient manner without losing any of the reliability of a full inventory.
Legal framework
In order for inventory sampling to be recognized as fully valid proof of inventory, legal and statistical requirements must be observed. These include compliance with the principles of proper accounting (Section 241 HGB), reliable inventory accounting and the use of recognized mathematical and statistical methods. It is crucial that the samples are selected randomly and that the results are documented in a comprehensible manner so that a knowledgeable third party can audit the process.
Not all goods are suitable for this method: Perishable goods or high-value individual items must still be counted in full. If the requirements are met, the method is legally permissible and is recognized by tax authorities and auditors.
Inventory sampling saves time and money and still delivers legally compliant, reliable results - an efficient alternative to full inventory.
Advantages of inventory sampling
Switching from a traditional full inventory to inventory sampling has numerous advantages. The inventory process can be significantly optimized, especially in industries with large inventories or many items. Here is an overview of the most important advantages of inventory sampling:
The inventory sampling process - step by step
Inventory sampling is carried out in clearly defined steps that take into account legal and practical requirements. The aim is a transparent process that ensures traceability, legal certainty and economic efficiency:
1. planning and preparation:
In this first phase, the stock levels and master data are checked, the population is clearly defined and the appropriate procedure, such as extrapolation or sequential testing, is determined.
2. sampling:
The items or storage bins are then randomly selected. The size of the sample is determined and the selection is fully documented in order to create a transparent basis for the inventory sampling.
3. physical count:
The selected items are counted on site, often with the support of scanners or inventory software. In this way, the results can be recorded quickly and accurately and reliably logged.
4. evaluation:
The counted stocks are now compared with the target data, deviations are recorded and the results are statistically evaluated. This checks whether the permissible error limits are being adhered to.
5th decision:
A decision is made on the basis of the evaluation as to whether the book inventories are valid. If the results are within the limits, they are considered correct, otherwise additional spot checks or a full inventory are required.
6. documentation:
At the end, all steps are carefully documented. The protocol serves as proof for tax authorities and auditors and thus ensures the legal recognition of the inventory procedure.
The structured process ensures that the inventory sampling can be carried out efficiently and audit-proof. Companies benefit from significant time and cost savings without having to compromise on accuracy or legal certainty.
The combination of careful preparation, transparent implementation and complete documentation achieves an inventory result that is fully recognized by tax authorities and auditors.
Inventory sampling with OMS Retail - efficient, legally compliant and customized
With OMS Retail's inventory sampling, you can significantly reduce your stocktaking costs without sacrificing accuracy or legal certainty. Instead of counting all items, a statistically selected sample is recorded and extrapolated to the total stock - a procedure that has been recognized by law for decades.
Our inventory specialists combine modern technology with proven methods and ensure transparent, audit-proof results. This saves you time and money, minimizes business interruptions and allows you to benefit from flexible schedules that fit seamlessly into your processes. With over 20 years of experience, OMS Retail is your reliable partner for efficient and secure stocktaking solutions.
Do not hesitate to contact us
Book your full-service inventory now and gain a reliable partner who will take the pressure off you in the long term. Give us a call or use our contact form for a personalized offer and you and your store network will benefit from our full service for a fast and efficient inventory in the future.
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E-Mail: info@oms-retail.com
Phone: +49 (0)511 / 515 283-0