Physical and permanent inventory - what's the difference?
In retail, stocktaking is required by law and is crucial for correct stock levels. But which method is more sensible - the physical inventory or the perpetual inventory?
Find out the differences between the two methods, why the key date inventory offers clear advantages for many retailers and how OMS Retail implements your inventory professionally, efficiently and without interrupting operations.
Inventory at a glance
The key date inventory is the traditional and most frequently used form of stocktaking in retail. All goods are recorded in full on a fixed balance sheet date - usually at the end of the financial year - and compared with the book inventory. Deviations between target and actual stock levels can thus be immediately identified and corrected.
This method provides a precise snapshot of the inventory, fulfills the legal requirements (§§ 240, 241 HGB) and forms a reliable basis for the annual financial statements. It is characterized by high accuracy and a clear structure, but requires careful planning to avoid operational interruptions during the count.
The permanent inventory at a glance
The permanent inventory is permitted in accordance with Section 241 (2) HGB if the type and quantity of stock can be clearly seen from the accounts and complete stock accounting is ensured. It replaces the inventory as at the balance sheet date with ongoing inventory management, but requires an annual physical count of each item. In addition, § 240 HGB applies, which prescribes a complete and proper inventory.
All inventory changes must be documented in a complete and timely manner in accordance with the GoB in order to ensure auditability. A reliable inventory management system and audit-proof documents form the basis for legally compliant annual financial statements and compliance with legal requirements.
Compared to permanent stocktaking, key date stocktaking offers a high level of accuracy, clearly structured processes and reliable results - especially when prepared and carried out professionally.
Comparison of physical and perpetual inventory
Both inventory types lead to a verified year-end inventory, but differ in terms of process, effort and requirements. Whilst the physical inventory on the reporting date has clear structures and is highly reliable, the permanent inventory requires continuous data maintenance. The most important differences at a glance:
What are the advantages of the key date inventory?
Despite new inventory methods retailers still often rely on physical stocktaking on the reporting date - and for good reason. Particularly in retail, where accurate stock levels and a smooth year-end closing process are important, stocktaking on the reporting date offers numerous positive aspects:
High stock accuracy:
As all goods are fully counted on a key date, you receive exact, up-to-date figures on your stock and inventory levels. Nothing remains uncounted - shrinkage, stock shortages or overstocks are fully detected. This precise inventory recording creates confidence in the figures and forms the perfect basis for correct annual financial statements.
Immediate correction of inventory differences:
Inventory differences (e.g. due to theft, breakage or incorrect postings) inevitably occur. The key date inventory reveals such discrepancies between target and actual stock immediately and enables them to be corrected immediately in the accounting. Your system is therefore "cleaned up" at least once a year, which is very important for financial accounting and merchandise management.
Legally compliant, recognized method:
The closing date inventory meets all the requirements of German accounting obligations (§§ 240, 241 HGB) and is recognized by tax authorities and auditors as a reliable method. The complete documentation of all inventories creates maximum transparency for auditors and minimizes legal and tax risks. In short: you are on the safe side with a correctly carried out closing date inventory.
Simplicity and predictability:
In comparison to the permanent inventory, the key date inventory is easier to organize. It can basically be scheduled on any date that suits you (often at the end of the period) and does not require a complicated system - careful planning is all that is needed. Many retailers find it practical to carry out a big stocktake day once a year rather than dealing with counts on an ongoing basis.
Detection of weak points:
A large inventory date also has a side effect: a complete inventory often reveals weak points in the warehouse and product range. For example, you can identify slow-moving items, gaps in the product range or organizational deficiencies in the warehouse more quickly if everything is viewed at once. This gives you the opportunity to make targeted improvements after the inventory.
The key date inventory can also bring organizational challenges - such as increased personnel requirements in a short period of time or temporary restrictions in ongoing operations. However, these burdens can be significantly reduced by using an experienced inventory service provider.
With the full-service inventory from OMS Retail, you benefit from precise results, smooth planning and minimal effort for your team.
Your inventory in the best hands - with OMS Retail
An inventory is not only required by law, but is also a central component of proper corporate management. If carried out carefully, it creates transparency, uncovers deviations and provides reliable key figures for controlling and management.
In retail, correct stocktaking is crucial in order to precisely control the flow of goods and make economic decisions based on reliable data. In particular, the key date inventory offers a clear, legally compliant and easy-to-plan solution.
OMS Retail has been supporting retailers and chain stores for over 20 years in carrying out inventories - with experienced teams, modern scanning technology and standardized processes throughout Europe. Our full-service solutions guarantee efficient, audit-proof and legally compliant stocktaking - regardless of company size and sector.
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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