Essentially, inventory management is very important in simplifying operations to meet customer needs and enable the business to be competitive. This can be very daunting to choose between different inventory management systems since each has its respective advantages and disadvantages. The article will outline some of the main differences between the periodic vs perpetual inventory systems and will allow you to understand which system best fits your particular business.

Perpetual vs Periodic Inventory: Choosing the Right System

Inventory management is the backbone to any well-run business; it ensures that your products are in stock, your sales get recorded, and the general operation of the company runs without a hitch. Finding the right inventory management system is important for companies desiring to streamline their processes and have a head above the rest in the competitive race. Be it a small retailer or a big manufacturer, an effective and efficient inventory management system makes all the difference between success and demise.

Speaking about inventory systems, there are mainly two ways of approaching them: the periodic vs. perpetual inventory system. Both methods have their share of advantages and difficulties, which the owner should know to utilize the best one for his or her business. While the periodic inventory system requires the counting of stock after equal periods of time, the perpetual inventory system keeps a continuous track of the inventory with its updates in real-time. Both will be effective in managing your inventories, but it depends on the scale and nature of the business.

The section below will elaborate on the main differences between these two systems; this will guide you to choose which approach to inventory management best fits your business.

What Is a Periodic Inventory System

The periodic inventory system is a less complicated system wherein counting of inventory is done periodically, such as on a weekly, monthly, or yearly basis. In this system, a business conducts a physical count of the stock to ascertain the volume of goods on hand at regular intervals. In this periodic system, there is no continuous updating of the current status of the inventory but reliance upon periodic physical counts.

Advantages of the Periodic Inventory System

One of the biggest advantages with the periodic inventory system is that it is very simple. This works excellent for a small business or when there are only a few types of products the business is selling. It doesn’t need any advanced programs or requires continuous tracking of the items’ movements. Such a system would work very well with, for instance, a small boutique store selling handmade goods, as one can easily do a manual count at the end of every month without disrupting one’s business operations.

Issues with Periodic Inventory System

But the disadvantage might be the fact that it doesn’t have real inventory tracking. Any moment, the business doesn’t seem to have an exact representation of its quantity in stock. The result may be a stockout or overstocking. Here lies the difference between periodic vs perpetual inventory. Contrasting with the perpetual inventory system, the periodic one doesn’t update the continuous records concerning the inventory. The periodic system leaves information gaps that may affect decision-making.

When to Use the Periodic Inventory System

For example, if a business suddenly experiences high demand for its product, this may not provide timely information when the stock of that item has reached a low level and urgently needs to be replaced. This would obviously cause a loss in sales and a dwindling customer base. On the other hand, businesses dealing in non-perishable commodities and those products whose sales are highly predictable can find this system sufficient for their operations.

Accounting with the Periodic Inventory System

In accounting, the periodic inventory system computes the cost of goods sold (COGS) at the end of each period by deducting the ending inventory from the total beginning inventory and purchases made during the period. This method differs from how perpetual inventory is tracked, in which inventory records are updated following every transaction, so offering an accurate picture of inventory levels and expenses.

Cost Considerations

The periodic inventory system can be less expensive to operate than the perpetual inventory system, as it does not require any special software or technology to track the inventory constantly. However, companies must weigh the benefits of lower costs against the disadvantages of not having immediate access to information. This periodic system may not be a good fit for companies that rely on making quick decisions based on current data.

In the end, it is good for those businesses which have simple inventory requirements and low volume of sales. Moving forward, the section after this will explain in detail the perpetual inventory system and how it helps the businesses to keep their records of inventories updated, hence presenting a more dynamic approach towards the maintenance of inventories.

periodic inventory system vs perpetual inventory system

What Is Perpetual Inventory System

Defining a perpetual inventory system, we can say that it is such a dynamic method that inventory constantly monitors a record in real time. Each sale and every new stock automatically updates the inventory records. An asset tracking tool applies the approach of an inventory management software program that gives the business an appropriate current view of inventory at any moment.

Advantages of the Perpetual Inventory System

The major advantage of the perpetual inventory method is real-time insight. Business owners would know how many stocks they have at any given moment to avoid stockouts or overinventory. A large retail store dealing in many product lines would benefit greatly by knowing the accurate inventory information at any given moment; hence, swift action could be taken upon changes in demand.

Challenges of the Perpetual Inventory System

Although there are several advantages of the perpetual inventory system, it also has its drawbacks. The asset tracking tools and sophisticated software that are used in this system make it relatively costly to implement. Again, the system demands constant monitoring, which might not be easy for a small-scale business with limited resources.

When to Use the Perpetual Inventory System

The perpetual inventory system works for those businesses that have a lot of sales or a wide range of products. For instance, it can be used in online retail shops, big retailers, and other manufacturing companies. In such businesses, this type of system helps them to accurately track their inventory continuously, since this type of industry requires fast and effective decisions related to the quantity of inventory that should be ordered.

Accounting with the Perpetual Inventory System

Different from the periodic approach, the perpetual inventory system continuously updates the record of inventory and the account for the COGS. This would keep the management a little more informed about when the inventory levels are low or for other operational or accounting reasons. The perpetual inventory method ensures that the firms have proper knowledge continuously about their inventory value and cost of goods sold for better financial planning and reporting.

Cost Considerations

The perpetual inventory system does tend to be more costly to operate due to the need for proprietary software and asset tracking tools. For those companies, however, which require quick, accurate information, the return on investment pays good dividends in efficiency and good decision-making. Ongoing tracking of inventory allows a company to respond to shifting demands immediately, therefore maximizing customer satisfaction and operational success.

Finally, the perpetual inventory system is one of the strong tools for an entity with complicated inventory and high volumes of transactions. Next, we compare periodic vs. perpetual inventory side by side, highlighting the important features of each and guiding you through making the right decision for your business.

What Is the Difference Between a Periodic Inventory System and a Perpetual Inventory System?

When deciding between inventory systems, it’s important to understand how each method can impact your business operations. Below, we’ve outlined the key differences to help you make an informed choice.

Frequency of Inventory Updates:
The primary difference between the perpetual inventory and periodic inventory systems lies in how frequently inventory is updated. The perpetual inventory system updates inventory in real-time, while the periodic inventory system relies on periodic counts, typically monthly or yearly.
Accuracy of Inventory Tracking:
The perpetual inventory system provides a more accurate view of inventory levels, allowing for continuous tracking. In contrast, the periodic inventory system may lead to inaccuracies due to gaps between physical counts.
Implementation Costs:
One disadvantage of the periodic inventory system is that it lacks real-time data, which can hinder decision-making. However, it is less costly to implement compared to the perpetual inventory system, which requires software and an asset tracking app.
Suitability for Business Types:
The periodic inventory system is best suited for small businesses with simple inventory needs, while the perpetual inventory system is ideal for larger businesses with high sales volume or a wide range of products.
Advantages of Perpetual Inventory System:
The advantages of perpetual inventory system include real-time inventory tracking, better prevention of stockouts, and improved decision-making capabilities. This system supports efficient management, especially for businesses that need to respond quickly to market demands.
Impact on Accounting:
With the perpetual inventory system, inventory records and COGS are continuously updated, providing a more accurate financial picture. In contrast, the periodic inventory system calculates COGS at the end of each period, which can result in delays in financial reporting.

In the next section, we’ll explore which inventory management system might be best suited for your specific business needs.

Which System is Right for Your Business?

When a Perpetual Inventory System Is Used

Companies who require real-time inventory level analysis usually make use of the perpetual inventory system. Large corporations, e-commerce companies, or stores with lots of transactions and several product lines would all find this system perfect. Constant updates help companies to make quick decisions about restocking, inventory control, and lowering of stockout risk. Should your company demand exact and instantaneous inventory data, the perpetual inventory system could be the best fit.

When a Periodic Inventory System Is Used

Small companies with simpler inventory needs would find the periodic inventory system more suited. The periodic approach can be a reasonably affordable solution for businesses without the means to commit to advanced software or asset tracking tools. By doing inventory counts at designated intervals, companies ranging from small retail stores to boutique shops or those with predictable and low transaction volumes can readily keep inventory for small businesses. For simple inventory management, it can be useful even if it lacks the real-time advantages of a perpetual system.

Choosing the Right System for Your Business

Consider your company’s size, transaction volume, and resource availability while choosing between the periodic vs perpetual inventory systems. Thanks to its real-time tracking features, bigger businesses with complicated inventory needs and high sales volumes will profit more from the perpetual inventory system. Conversely, small companies needing a simple, low-cost solution could find the periodic inventory system a better fit.

In the end, your company operations and expansion objectives should coincide with the correct inventory management system. See an inventory management specialist if you’re not sure which system would be best for your company to get the direction required to decide wisely.

Charlotte Ellarby

Charlotte Ellarby is Associate Director and Co-Founder of itemit at RedBite Solutions, based in Cambridge, UK. With over a decade of hands-on experience helping organisations solve complex asset tracking challenges, Charlotte specialises in deploying scalable, intuitive solutions across industries. Everything from construction and healthcare to education and non-profits. From RFID and QR codes to GPS and IoT, Charlotte knows how to harness the latest technologies to reduce asset loss, boost compliance and unlock efficiency for organisations worldwide. Charlotte's passion and expertise lies in making asset tracking accessible, efficient and impactful for businesses of all sizes.