6. Ringing and Completing Orders

Whether you call them Sales or Donations, Orders are the primary transaction that records the products you give to your patients, and the money collected from them.

These transactions allow you to keep the most accurate count of your inventory, as well as insuring that your patients have the proper labels on their medicine, keeping them, and you, in compliance with your local law.

A. Skipping check-In
B. Starting an Order for a checked-In patient
C. The Order screen.
D. Adding Simple/Simple items to an Order
E. Adding PBW/Bulk items to an Order
F. Adding PWB/Simple items to an Order
G. Coupons and Discounts
H. Completing an Order

A. Skipping check-In

The check in process described in the previous article is optional. While useful for most locations, not all times of day may be busy enough to necessitate a check-in.
Skipping the check-in step is easy. On the patient profile, simply click “Start Order” instead of “Check-In”.

B. Starting an Order for a checked-In patient

Once a patient is checked-in, their name will appear in the checked-in list in the order they were checked-in.

In this example, Bob was checked in before Shirly.

Typically, the check-in process happens at a Front Desk workstation, separate from a Budtender station where patients select items.
When a budtender is available to serve the next patient. To start an order for a checked in patient, a budtender typically looks at this list on their own workstation, then calls the name of the next patient (or the Front Desk employee sends them), and the budtender simply clicks the name of the patient to start an order.

Note: Clicking the patient’s name more than once will create more than one order for the patient. If you find yourself with multiple orders for the same patient, check to make sure you are not double-clicking the patient name.

C. The Order Screen

Once an order has been created for a patient, you will be taken to the Order, or Sales, screen. This page provides the space to organize and create your patient’s order.

Note: Orders stay in place until they are either completed or manually cancelled. Even if the browser window is closed, or you click away from the order. To access the order again, simply click on the patient’s name again in the “In Progress Orders” section of the Patient Management page.

The order screen is broken into three major sections.

Section 1 - Menu

The Menu section of the order screen provides a place to search for and manually add items to the order. The items shown on the menu will be Products for which you have Inventory.

If you do not see an item on the menu that you otherwise expect, check the Inventory > Products page to verify that :

  • The Product exists
  • The Product has Inventory

The Product Name search box will search for any item that contains the text you provide.
The Product Category dropdown will show you all items of the selected category.
Beneath that, the alphabet buttons will show you any item starting with the letters you click.
The Details button will take you out of the order to the detail page for the product.
The Labels button will print a product label for the product.
The Grid View button will switch the menu to show products as touchscreen friendly buttons.

Clicking on an item will add that item to the order. This will be covered in depth later in this article.

The Patient Data tab allows the budtender to see the details of the patient that they are serving, including notes and patient favorites.

Section 2 - Data

This section contains the data of the order itself.
At the top, you can find the Order Number, the patient name, and card expiration date.
Clicking the Patient Name will take you to the Patient Profile page, if you need to check additional details.

Next is the Data Field. This field allows you to type or scan item or package SKUs, and add items to the order, similar to, but faster than, the Menu buttons.
This field can also be used to add coupons to the order, to tell the system how much cash a patient has given you, and to reprint reciepts.
These concepts are expored in detail elsewhere in our knowledgebase, but beneath the order is a quick “Cheatsheet” of some common Data Field commands.

Note: Some of these only function in certain setups or order statuses.
You may only enter a credit card number if you are processing cards through GramTracker, and you may only Reprint a receipt for a completed order.

As products are added to the order, this section will display them, their subtotals, as well as any coupons or discounts applied to the order.

The Select Item Above/Below buttons allow you to select items on the order so that you may apply coupons, or use the Delete Item button to remove it from the order.

Beneath, you will also see a number of buttons.

The Cancel Order button will cancel the order, and remove it from the “In Progress Orders” queue. These cancelled orders are not processed, and can be viewed by an administrator on the Sales report.

The Clear button will clear any error message on the order. If clicked when no error message is present, this will drop you back to the Patient Management screen. You may re-open the order by clicking on it in the In-Progress Orders list.

The Refund Order button will attempt to refund and restock the item you have selected on a completed order. Please see section I. of this article for more detail.

The Find Order button can be used if no order is currently loaded. This can be accomplished by clicking the “Sales” button instead of starting an order for a patient.

Section 3 - Control Center

The Control Center serves various functions.

Clicking Cash, Credit Card, Debit, or Check will apply payment to the order.
If no amount is typed into the Data Field when one of these buttons are clicked, GramTracker will assume exact change for the order and will consider it complete then allowing you to print a receipt.

The Auto Price button must be manually enabled by an administrator. This button will “split” the existing Price By Weight items on the order, depending on your settings. For further details about the Auto Price button, please see this Knowledgebase article.

The Coupon button will allow you to add pre-created coupons to the order, and depending on your configuration or permissions will allow you to apply “on the fly” discounts.

The Print Label button, by default, will print a label for the item you currently have selected. An administrator user can control the behaviour of this button by navigating to Admin > Settings > General Settings, then clicking  Label Printing Options.

The Keypad can be used to enter numbers into the Data Field for touchscreens.

D. Adding Simple/Simple items to an Order

Adding a Simple/Simple item to an order is easy, simply click the item in the Menu, or type or scan the item’s SKU in the Data Field.

Note: In a batch tracked system, you will need to tell GramTracker which package you are selling from.

To quickly add multiple simple items to an order, type, or use the keypad to enter into the Data Field the number of items you’d like to add, followed by the asterisk (Shift 8), then click on the product, or scan its SKU.

E. Adding PBW/Bulk items to an Order

Adding Loose flower an order is slightly different, as you will need to tell GramTracker not only how much the Patient wants to get, but also the exact measurement the budtender is giving them.

Clicking on, or scanning or typing the SKU for, a Price by Weight / Bulk item will pop up the Selections window. This window allows for several types of control.

The “How many Grams can I buy with:” field will calculate how much of that product can be purchased with a particular amount. To use this field, type in a value in dollars, and click in the white space outside the box.

The Selection buttons are quick methods of selecting what a patient wants to purchase.
If a patient requests an eighth, simply click the 1/8th weight button.

When a weight is selected, using these buttons, two fields are then populated with that weight.

The “Quantity to Charge to Patient:” field is how much the patient will pay/donate for. If the patient is purchasing an odd amount that you do not have a pricing level for, you can simply type the amount into this box.
The  “Quantity to Deduct from Inventory” field is how much the patient will actually be getting.
If an integrated scale is attached to the device, hitting the proper button will populate the “Deduct from Inventory” field. Alternatively, the budtender may simply type the amount on the scale into the field.

When there is a difference between the amounts, the budtender then also must supply a reason for that difference. While customizable by an administrator in Customize Lists the default is simply “Loose Bud” which is a standard “weighing heavy”.

When the transaction is completed, the Patient will pay for or donate the amount for only the 3.5 grams, while the 3.58 grams will be deducted from inventory keeping inventory levels up-to-date.

The Pricing Level dropdown allows for the budtender to “split” pricing. Essentially, this will charge for the product at a different weight level. If, in our example, this 3.5 grams is half of a Quarter ounce, being split between two products, the budtender can select the 7g pricing level.


7g pricing:

In our example, this $45.00 is half of the $90.00 price for the 7g price level.

Clicking Clear Data will remove any information you’ve added to this screen, allowing you to start over.

Clicking Add To Order will add the product to the order.

F. Adding PWB/Simple items to an Order

Price by Weight/Simple items are typically prepackaged Medical Flower in any weight, or Bubble Packaged wax in either half or full grams.

Adding these items to the order is similar to adding Simple Simple items.
Scanning or typing the SKU for the Weight Level of the products will simply add a unit of that weight level to the order. These weight SKU’s are printable from the Inventory page of the product. Navigate to Inventory > Products, then click the stock level of the product.

However, if you are not using a scanner, or SKUs, you can still add these items to the order by clicking the Product on the menu. Doing so will pop up the Weight Selections window. In this window, you may type how many of a unit you wish to add to the order.

Clicking Clear Data will remove any information you’ve added to this screen, allowing you to start over.

Clicking Add To Order will add the product to the order.

Adding more than one of a unit to the order through this window will cause the window to automatically recalculate the price for the weight sold.

Note: Adding an amount of weight for which you do not have a pricing level can cause issues. If you are adding a weight for which you do not have a pricing level, do so by adding the item to the order multiple times, not once through the same Weight Selections window.
In the below example, if this were added to the order, the order would remove 3 ⅛ oz units from inventory, but the patient would only be charged for ¼ oz.

G. Coupons and Discounts

Adding a coupon or discount to an order is easy.
First, use the Select Item Above/Below buttons to select the item you’d like to which you’d like apply the coupon.

Then, click the Orange Coupon button on the Control Center on the right hand side of the order.
This causes the Coupons window to appear.

The “What do you want to do?” dropdown will allow you select between applying an existing pre-created coupon, or, if you have the permissions to do so, to discount either the line item or the order.

If you are applying an  existing coupon, clicking the “Coupon to Apply” dropdown will allow you to select from your pre-created coupons.

Note: Only coupons for which the order qualifies will appear in this list. If a coupon is missing from this dropdown, make sure that the order meets the requirements for the coupon.

After selecting the coupon, clicking “Apply” will add the coupon to the order, reducing the subtotal of the order.

If you do not have a pre-created coupon, and you have the permissions to do so, you may also Discount an order.

Click the Coupon button, and select either “Discount Selected Order Line” or “Discount the Order Subtotal” from the “What do you want to do?” dropdown.

Next, select if you would like to discount by Price or Percent,
Type the value you would like to discount in the Amount field,
and make any notes you wish to see.

Clicking Apply will add this discount to the order, and will be deducted from the subtotal.

To remove a coupon, click the Coupon button.
From the “What would you like to do” dropdown, select “Remove a previously applied coupon or discount”.

Click the checkbox next to the coupon or discount you would like to remove, then click Apply.
The coupon will be removed and the totals recalculated.

H. Completing an Order

As previously mentioned, orders will remain in-progress until they are completed or cancelled.

To cancel an order, simply click the Cancel button at the bottom of the order screen. These cancelled orders are not processed, and can be viewed by an administrator on the Sales report.

Completing the order requires payment.
If the patient is providing you with exact change for an order, you may simply click the type of payment method they are using. This will complete the order, and allow you to print receipts or labels.

If the patient is not giving you exact change, the amount of payment they give you may be entered into the Data Field using either your keyboard or your on-screen keypad. When adding this information, you will need to include change, and do not use a decimal.

In our example, if a patient were to give us $200.00, we would enter it as below:

Clicking the payment button (typically cash) will add that amount to the order, and show the Receipt pop-up, detailing how much change the patient should receive.

Clicking the Print Receipt button will cause Firefox to show the print dialog, you may then select your receipt printer, and click OK to print.

With a typical hardware configuration, this will also open the cash drawer so that change can be given.

Next, we can click the Print Selected Labels button will print labels for all items selected via checkbox on the left. Depending on your workflow, this step may already be complete.

Finally, the budtender can click Close and Select New Patient to return to the Patient Management screen, and move to the next waiting Patient.

Prev: 5. Patients
Next: Return to Walkthrough

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