Periodic Inventory System: Definition and How It Works

periodic inventory

The ending inventory is determined at the end of the period by a physical count of every item and its cost is computed using inventory calculation methods such as FIFI, LIFO and weighted averages. When calculating periodic inventory, you’ll also use a metric called cost of goods available. So, if you have 10 shirts available to sell and they cost $5 to produce, your cost of goods available is $50. We are physically counting inventory only at the end of the period and reconciling that with the inventory recorded in the books. Since the cost of goods sold and inventory values are only determined at the end of the period, financial reports may not accurately reflect the business’s current financial status.

The goal of an inventory system is to tell you how much stock you have and to help calculate your cost of goods sold. Cost of goods sold refers to the direct cost of the sold products, such as raw materials and labor. It’s an accounting metric that gets reported on financial statements (like the income statement). The total inventory value is the cost (or total price) of goods that are able to be sold – minus the total number of goods sold between physical inventories. The physical inventory count is then completed, and compared to the value calculated. It can be cumbersome and time-consuming, as it requires you to manually count and record your inventory.

As an accounting method, periodic inventory takes inventory at the beginning of a period, adds new inventory purchases during the period, and deducts ending inventory to derive the cost of goods sold (COGS). It is both easier to implement and cost-effective by companies that use it, which are usually small businesses. Perpetual inventory and periodic inventory are both accounting methods used by businesses to track the number of products they have available. The periodic inventory system refers to conducting a physical inventory count of goods/products on a scheduled basis.

Regular physical counts can uncover issues like theft, loss, or damage, which might not be immediately evident in more automated systems. This physical verification ensures that the actual stock matches recorded figures, highlighting any discrepancies for investigation. The system can be particularly beneficial for financial clarity at the end of the fiscal year.

Periodic inventory system example

In a periodic system, all transactions conducted are listed in a purchase account for the company, which monitors inventory based on deduction of the cost of goods sold (COGS). It doesn’t, however, account for broken, damaged, or lost goods and also doesn’t typically reflect returned items. It is why physical inventories are necessary, to accurately reflect how many tangible goods are in a store or storage area. XThe periodic system can be used in small and retail businesses where the inventory quantity is generally high, but the value is on the lower side.

Since the periodic system is manual, it’s prone to human error and the inventory data can be misplaced or lost. You can use inventory valuation methods to figure out the monetary value of your inventory based on the number of goods you have. This gives you a predefined schedule for physically counting your inventory and calculating accounting metrics like the cost of goods sold (COGS).

If there is excess quantity then that may either be wasted or due to time lag, lose its value or benefit. It also leads to blocked cash which may be contra account used for other beneficial purpose. The process begins with the recorded inventory level at the start of the period, known as the beginning inventory. The periodic inventory system doesn’t provide real-time data about the cost of goods sold or ending inventory balances. This makes it harder to ascertain the inventory on hand at any point in time. The total in purchases account is added to the beginning balance of the inventory to compute the cost of goods available for sale.

How a periodic inventory system works

periodic inventory

This cafeteria plans grow in popularity accounting method requires a physical count of inventory at specific times, such as at the end of the quarter or fiscal year. This means that a company using this system tracks the inventory on hand at the beginning and end of that specific accounting period. The inventory isn’t tracked on a regular basis or when sales are executed. The periodic inventory system also allows companies to determine the cost of goods sold. The term periodic inventory system refers to a method of inventory valuation for financial reporting purposes in which a physical count of the inventory is performed at specific intervals.

What Is Periodic Inventory?

Transactions, in a periodic inventory system, are also not recorded as part of the system, but rather separately until a physical count is conducted at the end of the accounting period. While both the periodic and perpetual inventory systems require a physical count of inventory, periodic inventorying requires more physical counts to be conducted. Knowing the exact costs earlier in an accounting cycle can help a company stay on budget and control costs. At the end of the period, a perpetual inventory system will have the Merchandise Inventory account up-to-date; the only thing left to do is to compare a physical count of inventory to what is on the books. A physical inventory count requires companies to do a manual “stock-check” of inventory to make sure what they have recorded on the books matches what they physically have in stock.

The key differences between the periodic and perpetual inventory systems are mainly in how they track and manage inventory data. In the periodic inventory system, businesses determine the cost of goods sold (COGS) and update inventory levels at the end of each period. Both systems have their advantages and disadvantages, and the choice between them depends on the nature and size of the business, as well as its specific inventory management requirements. Many modern businesses prefer perpetual inventory systems for their accuracy and real-time insights. After a periodic inventory count, the purchase account records are changed to reflect the accurate monetary accounting of goods based on the number of goods that are physically present. Perpetual inventory is computerized, using point-of-sale and enterprise asset management systems, while periodic inventory involves a physical count at various periods of time.

Characteristics of the Perpetual and Periodic Inventory Systems

  1. For small businesses and entrepreneurs, it’s important to know when to choose simplicity over the latest tech.
  2. Careful evaluation of business needs and resources is essential to make an informed decision on the most appropriate inventory management system.
  3. So, if you have 10 shirts available to sell and they cost $5 to produce, your cost of goods available is $50.
  4. But this can change as companies grow, which means they may end up using the perpetual inventory system when their labor pool expands.
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Inventory shrinkage happens when there is a discrepancy between the actual stock and the inventory list. That’s because it takes the inventory at the beginning of the reporting period and at the end unlike the perpetual system, which takes regular inventory counts. So if there is any theft, damage, or unknown causes of loss, it isn’t automatically evident. But a company using a periodic inventory system will not know the amount for its accounting records until the physical count is completed. When a sales return occurs, perpetual inventory systems require recognition of the inventory’s condition.

The nature and type of business you have will factor into the kind of inventory you use. It may make sense to use the periodic system if you have a small business with an easy-to-manage inventory. If you have a larger company with more complex inventory levels, you may want to consider implementing a perpetual system.

The method allows a business to track its beginning inventory and ending inventory within an accounting period. However, more advanced inventory management systems can add costs and complexity to your operations. For small businesses and entrepreneurs, it’s important to know when to choose simplicity over the latest tech. Under the perpetual system, managers are able to make the appropriate timing of purchases with a clear knowledge of the number of goods on hand at various locations.

periodic inventory

By spending less time on inventory tracking, businesses can focus on other growth areas such as sales, marketing, and customer service. There are a few metrics you will track and use in a periodic inventory method — beginning inventory, purchases, and ending inventory. Because the physical accounting for all goods and products in stock is so time-consuming, most companies conduct them intermittently, which often means once a year, or maybe up to three or four times per year. For ecommerce businesses, where inventory accuracy is crucial for online order fulfillment, the periodic system’s lack of real-time tracking can result in poor customer experiences due to order delays or cancellations. Since the periodic system involves fewer records and simpler calculation than the perpetual system, it is easier to implement. The simplicity also allows for the use of manual record keeping for small inventories.