As an administrator in your Gramtracker System, you are responsible for how the system is configured.
There is a great deal of customization available to you in GramTracker, however, this guide will focus only on the essentials to get you up and running.
For further details, please check other sections on this Knowledgebase, or contact Support.
Since this article will be only highlighting the most immediate functions needed, you may need to scroll up or down the page to see these options.
Occasionally, you will see an item on a page noted with an arrow icon:
This arrow indicates that you can click that item, and it will expand, offering you more options.
This section of the Getting Started Guide is broken into 5 sections:
A. General Settings
B. Inventory Settings
D. Customize Lists
E. Tax Rates
A. Admin > Settings > General Settings :
Most notable on this page are the sections for Label Printing Options.
Click on the Label Printing Options link to expand this section.
Here, you have the option of determining what happens in an order when the “Print Label” button is clicked. The default, “Print label for selected item”, is the most commonly used, as this allows you to print individual labels for each item on the order, one at a time. This allows for items to be labeled easily as they are prepared for the patient.
Also available in this section is the ability to add custom text to your labels. Depending on the size of label you are using, and the amount of text you need to add, this may print on a seperate label from the product itself.
Note: This is above and beyond labeling requirements for states like Arizona and Colorado. These details are covered later in this guide, under Batch Tracking.
Following the label section, are checkboxes that allow you to determine general workflow items.
Pictured above is the typical setup.
The first checkbox will cause the system to allow you to print receipts and labels when an Order is completed. If unchecked, when an Order is completed, you will be returned to the Patient Management page.
The second checkbox will allow budtender users to cancel orders after they’ve been completed. This is typically done for returns. To require managers to cancel orders, leave this box unchecked.
The third checkbox will allow Orders to be completed for “anonymous” people, and will not require patient tracking for medicated items. It is strongly recommended that this box be left unchecked.
The fourth checkbox will prevent Budtender or Front Desk personnel from changing key details about patients once they have been entered.
After making any changes to this page, click “Save Changes” to commit those changes to the database.
B. Admin > Settings > Inventory
This page largely determines how inventory in your system is treated. The most notable of items on this page is the Batch Tracking setting.
Batch tracking is a requirement for Arizona and Colorado compliance law however, it can be too restrictive for easy workflow in other states. Please note that this cannot be disabled once turned on, and as such, it is highly recommended that you speak to a Support representative before enabling this setting.
Also of note on this page is the “Weight Discrepancy” setting. This allows you to control the amount of “acceptable loss” that may occur in places such as converting loose flower to pre-rolled joints. This will be covered in further detail in the Inventory section of this guide.
C. Admin > Location
The Location setting in Admin settings allows you to control some overall details for your site, primarily the data that appears on your receipts and some of your reports.
Click “Edit” to add or change these details.
Note: For organizations who are delivering, the “Contact E-mail” field here will be the email address that receives a notification if an order is transferred to that location.
D. Admin > Customize Lists
The Customize Lists page will allow an administrator to configure various dropdown menus in the rest of the system, streamlining data entry.
The most notable of these is the “Catalog” list, which contains the various types of inventory you plan on tracking.
Clicking on “List Terms” will display this list, and allow you to make changes.
Common changes to this list involve adding categories for “Concentrates” or “Hash”, changing the name of the “MMJ” category to a preferred term such as “Cannabis” or “Flower”, or deleting unused categories such as Clothing or Services.
To add a term to this list, click the “Add Term” link.
The “Term Name” is the title of the Category item.
The Description field is for internal reference only, and is never patient facing, typically this is left blank.
For now, leave the “Require Patient Name” and “This product category contains MMJ” checkboxes unchecked.
Note: For further information as to the purpose and use of these checkboxes, please see our “Customize Lists” knowledgebase article.
The “Weight” field here refers to this category’s Display Weight. This determines where this category will appear in our list of categories. Leaving this at 0 will make sure that this term appears alphabetically sorted in the list. Lower numbers will “float” this category higher, and higher numbers will “sink” this category down in the list.
The “Inventory Buffer” section of this form determines whether or not an item is pulled from the online ordering menu or your site integrations if your stock level falls below the amount you define. For now, we will leave these blank.
Note: When a category is added, GramTracker cannot assume that that category is taxed. This new category will need to be added to the appropriate tax rates.
Note: Do not delete a category that contains products, as reassigning them can be problematic. Suggested workflow for deleting a category starts with assigning all products out of that category first.
E. Admin > Tax Rates
Tax rates are treated very differently by different organizations.
First, you will need to think about how your organization wishes to treat taxes.
Common tax methods include:
- For some states that are non-profit, such as Michigan, you may remove the tax rate entirely. This can be done by deleting the existing tax rate in the system.
- Some organizations build taxes into the prices/donation amounts of their products, rounding off the final price/donation to whole dollar amounts. For this, you will need the accurate tax rate in your system.
- Some organizations place the tax on top of the existing price/donation amount, similar to a typical retail or pharmacy establishment. For this, you will need the accurate tax rate in your system.
If you do not yet know how your organization will charge taxes, MJ Freeway recommends the third item from that list. It is the least confusing to accountants, Budtenders, and regulatory officials.
If you are not charging tax on your orders, please delete the tax rate now.
By default, GramTracker begins with a Tax Rate of 6%, which is likely not accurate for your location. We will need to edit this tax rate to make certain it is accurate.
You may also notice that the “Concentrates” category we added previously does not appear in the list of taxed categories. We will need to add this to the Tax Rate as well.
Most organizations pay multiple types of tax, such as City, State, and/or additional local taxes. Some of these taxes may apply to all items, some taxes may apply only to certain types of item. GramTracker allows you to customize your taxes for your region.
For this example, we will state that we have three tax rates. You may substitute your real tax rates. If you do not know your tax rates, the below link can help you find them.
We will assume a 2.5% city tax rate applied to all goods.
We will assume a 3.2% state tax rate applied to all goods.
We will assume a 2% tax rate on all goods containing Medical Marijuana.
First, we’ll edit the existing tax rate to serve as our city tax. Click the “Edit” button next to the sales tax.
For the example, I will change the Name of the Sales Tax to “City Tax”
Next, I’ll change the rate to the decimal expression of the tax rate.
Note: This needs to be the decimal expression. Typing in “2.5” here would result in a 250% tax rate.
Finally, I will add the “Concentrates” category, and remove the “Services” category from this tax rate.
This list performs differently than almost any other form in GramTracker, simply clicking on the “Concentrates” category will select only that category, de-selecting all others.
To add “Concentrates” to our list, you will need to hold the Ctrl or Option key on your keyboard while you click.
You will need to hold the same key while you click to de-select the “Services” category from this list as well.
Once completed, click “Submit” and you will be returned to the Tax Rates page.
Next, we’ll need to add our additional Tax Rates.
We can do so by clicking the “Add a tax rate” link below the existing tax, and filling out the form the same as we did before.
Note: To faster select all of the categories in the list, you can click on the category at the top, then scroll to the bottom of the list, and hold shift while clicking. This will select everything between the two values you’ve clicked.
Make sure to hold control/option and click to de-select the “Services” category.
We’ll add our final tax rate the same way, but this time, the only categories we’ll select are those that will contain Medication.
With our tax rates configured, we’ve addressed the major items for getting our system configured. For additional information, please consult the rest of this Knowledgebase, or contact Support.