Converting Inventory Step-by-Step
- Step One: Starting a Conversion
- Step Two: Selecting the Item we are transferring from
- Step Three: Selecting the Item(s) we are transferring to
- Step Four: Reconciling Variances
- Step Five: Save our work
Summary: There are often cases where products in the store are changed by staff and become other products. The Convert Inventory feature takes what is normally a two-step process: Remove from first item; Add to second item; and provides a screen where both can happen at the same time as well as keeping a record of these conversions for future reference and/or state regulatory compliance.
The Convert option can be found under the Inventory menu.
It takes you to the Pending Conversions list. If you start a Conversion and don’t have time to finish it, you can save it and finish it later by finding it in this list.
To start a Conversion, we click on the Enter Conversion link.
After this, there will be some minor differences depending on whether or not you are using Batch Tracking so we will split the next two steps into two parts. The first will deal with the core functionality that all users will see and the second will deal with Batch-specific differences.
In this field, we select the inventory item that we are starting with – once we do, the fields we need to fill out may change slightly based on the type of inventory we select.
For Bulk inventory, we simply need to list how much we are converting by using the Qty and UOM fields.
For Simple tracked inventory, we need to list a Quantity and if no default is set on the product, we also need to list the Net Weight/Unit(how much MMJ is in each one)
For the new Price-By-Weight-Simple(Prepack), we need to tell the system what Pricing Weight we are starting with, what Quantity of that weight, and the Net Weight/Unit if it is different from the pricing weight.
The fields for each of the inventory types(Bulk, Simple, PBWS) are all the same, but on Batch Tracked systems we also need to indicate which Package of the product we are using. Also, since Batch Tracked systems have the option of doing PBWS with a single unit per Package, products with that setting will have their quantity limited to 1.
Once we’ve selected the product we’re transferring from, we need to tell the system what we are converting it into. To do so, we click the green Add Item button and select a Target Item from the dropdown list.
Important Note: Once you’ve clicked the Add Item button, you are no longer able to change the Transfer From item.
We see fields similar to those in Step Two presented to us once we’ve selected our Target Inventory.
However, you will notice that the green Add Item button is still available. This is because we can Convert a single starting item into multiple other types of inventory. For instance, converting 28grams of a Bulk inventory into 4 eighths, a quarter, and a handful of prerolls.
As you enter the details of the MMJ weight of the Target items, the Target Net Weight field will provide a running count of how much weight they are accounting for.
Very similar to above, the only major difference is that your target items have a Pkg ID field that allows you to specify a package number – though just like elsewhere in the system if you leave it blank one will be generated automatically for you. Also, if you are converting to a Price-by-Weight-Simple Single-Unit, the Qty field will be locked to 1, and you will need to use the Add Item button to add additional units of inventory.
Once we’ve selected the item we are Transferring From, and the item(s) we are Transferring To – the system will alert us to any variances.
In this example, we’ve started with 56 grams of batch-tracked Bulk. We’re turning it into some other products in the system – some prepacked weights and the leftover into prerolls. When we finish entering all of our Target Items the system does the math and warns us that there is a 0.5 gram variance. Since there is a difference, we should double check and make sure our quantities are correct. In this example they are, so we are able to select a reason for the difference and leave a note with an explanation – in this case some loose bud spilled while we were making those prerolls.
Once we’ve finished entering all the details of our Conversion, we have two options at the bottom of the screen:
Save and Exit allows us to save all our data, but not actually change anything in our inventory yet. This is useful if you’re entering a long list of prepack products and need to step away from the screen for a few minutes.
Save and Convert will make sure that all required fields such as Qty and Pkg(for Batch systems) have valid data, and then make the appropriate adjustments to the inventory items we’ve selected.