Perpetual inventory explained simply

Digital inventory management is the be-all and end-all of permanent stocktaking. Make sure that you use a reliable merchandise management or ERP system that can record all item movements in real time. Barcode scanners, mobile recording devices and appropriate inventory software facilitate the seamless recording of every movement of goods.

Define clear processes for all stock changes: from goods receipt to sales to internal transfers. Every employee must know when and how to record stock changes. Train your team comprehensively in the use of the inventory management system and stocktaking software. A culture of accuracy is important: every movement of goods must be recorded immediately and correctly, as any omission can lead to inventory discrepancies that are difficult to clarify later.

Develop a counting plan to distribute the necessary physical inventory checks throughout the year. For example, you could count certain product groups on a monthly or quarterly basis (rolling inventory). Plan these partial inventories strategically during periods of low sales so that there is sufficient time for counting. For example, winter items can be counted in summer and summer goods in winter when they are less likely to be moved. Keep a record of when which area was last inventoried to ensure that all items are counted within the year.

Implement mechanisms to detect inventory differences at an early stage. Compare the target stock according to the system with the actual stock at regular intervals (e.g. by counting samples). Conspicuous deviations - such as unusually high stock shortages of certain items - should be investigated immediately. Ideally, such comparisons should be carried out continuously in parallel with day-to-day business so that problems are immediately apparent.

Keep all inventory records thoroughly and properly. Every count - no matter how small - should be recorded (with date, person responsible, quantities counted, etc.). Keep stocktaking lists, counting slips and accounting documents in accordance with legal requirements (usually ten years). In the case of permanent stocktaking, many individual records are created throughout the year - ensure that these are collected centrally and are easy to find. In the event of an audit, you must be able to prove when and how the inventories were recorded.

Even if the permanent inventory is kept internally, a physical inventory is required at least once a year - for example as part of a key date or inventory sampling. OMS Retail supports companies precisely at this point: as an experienced full-service provider, we take on the complete implementation of physical inventories, including technical preparation, counting and audit-proof documentation. With over 20 years of inventory experience in retail, tried-and-tested processes and trained teams, we guarantee reliable results and take the pressure off your internal resources. This ensures that your inventory management is legally compliant, regardless of the inventory procedure you choose.