4. Inventory

MJ Freeway has created GramTracker specifically for our industry, and has strived to allow for the many, many different ways in which our industry operates.

How you set up and track your inventory may vary greatly depending on how you plan on getting your products into the hands of your patients, as well as how you plan on tracking that inventory in the future.

As of this writing, GramTracker allows for three major “types” of products. Typically, our clients use two to three of these methods for tracking different types of items within their organization. While we have some notes about which product might be best for different situations, please feel free to experiment, and always remember that you can contact Support for any questions or concerns that you might have.

This section of the getting started guide is broken into four parts:
A. Pricing Setup
B. Products
C. Product Setup
D. Adding Inventory

A. Pricing Setup
Pricing setup begins in the Admin section of GramTracker, and is broken into two parts.

I. Pricing Weights - Admin > Pricing > Pricing Weights.
Pricing weights are the default weights the system will look at for your price points.
While these can be added to, or edited, it is important to note that whether or not the Autoprice feature in GramTracker relies on these weights being mathematically consistent.

In short, your ¼th ounce weight needs to be exactly twice the ⅛th weight.

II. Pricing Groups - Admin > Pricing > Pricing groups
Pricing groups allow you to create quick price ranges, and assign those to any Price by Weight products in your system.
Click “Add a Price Group”.

This will allow you to create default weights for your different pricing weights in your system.

It is important to know that these are Pre-Tax prices.
As of this writing; If you would like to use tax-included pricing, you will need to open a new tab in your browser, and use the tax included calculator in the products page.
Please see our article on tax-included pricing for additional details.

B. Products

All products share some similarities and begins on the Inventory > Products page.
On the Inventory > Products page, Click the “Add Product” link to add a product.

The name of the item is how the item will appear as on the Menu for any user adding the item to orders. If you enable Online ordering, this name also appears on the Online Ordering menu.

The item type is the category that this item falls into. If Online Ordering is enabled, the Menu is sorted by these categories.

The item ID is the SKU number for the product. This helps generate the scannable barcode for this product, and as such, if you leave this blank, the system will generate a number for you.

The description of the product is visible to the user creating an order, but also on the Online Ordering menu.

How your product is sold is based on a combination of what you select for its Pricing, and its Inventory Tracking.


After the Description field is a section that allows you to determine a the pricing for the item.

Simple Pricing means that when this item is added to an order, one unit of that item will appear on the order at that price.

Price-by-weight allows this product to be sold by different weights, and optionally to include “price breaks”, or discounts for buying heavier weights of product.

If you’ve previously set up a Pricing Group, you can select it from the dropdown, select that pricing group, and click “Update Pricing Group” to apply it to the product.

Alternatively, you may type a base price, and click “Update Pricing” to have GramTracker automatically price each level.

You can also type a value into each field, if you prefer.

Beneath the Pricing section are controls that allow you to determine how you will count your Inventory for this product.
The three settings are:
No Tracking: This allows you to sell an infinite amount of the product. This is typically used for items where you either don’t care how much you have, or items that you simply cannot run out of. As an example, if you offered Haircuts or Massages at your location, you couldn’t technically “run out” of them, nor could you count how many you had left, so “No Tracking” would be the solution.

Simple Inventory: This selection allows you to track the inventory for this product Unit by Unit. If the item is an edible, or an ointment, or any substance infused with Marijuana, you may click the checkbox.
If the item contains Marijuana, you may indicate to the system how much is usually in a single unit.
The product cost tells the system how much you usually pay a vendor to obtain this item per unit.
If the Pricing of the Product is set to “price by weight”, Simple inventory will allow you to track separate units for each weight that has a price entered.

Note: Price is what the patient pays or donates to obtain the product, and Cost is what you pay to make it available to them.

Bulk Inventory
Bulk inventory is unique compared to the previous types of inventory.
Bulk inventory is typically used for any type of inventory that you must weigh to determine how much you have. As such, the actual weight is stored in a different place than the product.

When selecting bulk as the inventory tracking type, you’ll need to select which separate, bulk inventory product you’d like to pull from.

If you have your product set to Simple Pricing, but Bulk Inventory, GramTracker will additionally ask how much stock to remove when a unit is sold. Typically this is done for Deli-style, “roll on the spot” joints.

C. Product Setup
As mentioned before, how an item is sold is based on a combination of its Pricing and its Inventory tracking. What follows is a simple list of the typical uses for each combination.

Simple Pricing / No Tracking
Typically used for services or additional fees added on top of orders.
Examples include:

  • Membership fees
  • Massages
  • Haircuts

Simple Pricing / Simple Inventory
Typically used for standard inventory items. Anything that is sold and counted whole unit by whole unit would be Simple/Simple.
Examples include:

  • T-Shirts or other clothing
  • Pre-Rolled Joints
  • Edibles

Simple Pricing / Bulk Inventory
Typically used for “rolled on the spot” or “deli-style” joints. This is used when you want to sell a whole unit of inventory, but to pull from something you measure by weight.
Examples Include:

  • Handrolled Joints

Price by Weight / Simple Inventory
Used for items that are purchased by weight, but counted on the shelf in whole units. This is the standard setup for organizations that have prepackaged flower, as well as bubble packages of hash.
Examples include:

  • Any pre-packaged bottles of medicine
  • Hash pre-packaged into medicine packages

Price by Weight / Bulk Inventory
Used for items that must be weighed for sale. This is the standard setup for organizations that weigh flower in front of patients.
Examples include:
Loose flower or shake, weighed in front of clients

  • Any loose flower or shake, weighed in front of patients before being added to an order.
  • Any bulk good, such as spices or foods

D. Adding Inventory

Once a product is created, you may add stock to your inventory in one of three ways.
Note: If you are in Colorado or Arizona, you may have additional requirements for compliance. Please see the section on Batch Tracking for further details after reading this article.

1) Inventory Adjustment.
An inventory adjustment is the fastest way to add or remove inventory from a single product. First, navigate to where the Inventory is tracked.

If your product has Simple inventory tracking, you can navigate to;
Inventory > Products, locate your product, and click on its Stock Level.

This will allow you to, using the action dropdown, add or remove an amount of inventory to or  from your system, while also tracking the cost to you, and the reason for the adjustment.

Clicking “Apply Adjustment” will add the specified amount to your inventory.

For Bulk Inventory items, the process is similar, however, you will navigate to;
Inventory > Bulk Inventory, and click Adjust Inventory.

This will allow you to, using the action dropdown, add or remove an amount of weight  to or from your system, while also tracking the cost to you, and the reason for the adjustment.

Clicking “Apply Adjustment” will add the specified amount to your inventory.

2) Purchase Order

A Purchase Order will allow you to add inventory to multiple products at once, and is typically used to record purchases from vendors, or, in Batch Tracking, to add package and batch information to the system.

To create a purchase order, navigate to:
Inventory > Purchase Orders > Enter P.O.
Note: This section covers the basics needed to enter a PO in a non-batch system. For further details about entering a Purchase Order, see the Purchase Order Knowledgebase article.

Title: This field is required. This can be whatever you’d like it to be. Typically it is an indication of what products or what vendor you are purchasing.
Supplier/Supplier License Number: This field is required. The supplier is the vendor who is giving you the products you add. The license number can technically be anything, but is usually the business license number of the vendor.
Status: The status shows where, in process, your purchase order is. If the status is changed to “checked in”, and the purchase order is saved, it is then that the products on the purchase order are added to inventory, and the purchase order can no longer be edited. For this reason, it is important to make sure that the purchase order is correct before marking it as checked in.
Product Name:  Here you can select the product that you wish to add, as well as the Quantity, and the cost.
Add Item: This button will allow you to add additional products to the Purchase Order.

Once these fields are filled in, and the status is changed to “Checked In”, clicking the Save button at the bottom of the form, and the selected items will be added to your inventory.

3) Inventory Reconciliation.
Primarily used for start or end of day inventory reconciliations, or other store reconciliations.
Navigate to:
Inventory > Reconcile
Click the Start A Reconciliation button.

The Filter Items section of the reconciliation form will allow you to decide what types of inventory you would like to view. If you are using this task to load your initial inventory, you will need to change the “Show Items with no inventory”  filter to “yes” to be able to see items that do not have any current stock.
Optionally, you may also filter to specific types of inventory, and complete several, smaller reconciliations.

Clicking Apply Filter will reload the form with a list of items for which you’ve filtered.
From there, you’ll only need to type your amounts into the “New QTY” field, and select an adjustment reason.

Clicking “Save For Later” will allow you to come back later to continue editing your reconciliation.
Clicking “Save and View All Changes” will take you to a page that allows you to review your changes.
After verifying your details on the second page, clicking “Save And Make These Adjustments” will apply your changes to the database, and add your inventory.


Verifying your changes
With any of these methods, you can verify that your inventory is in stock, simply by navigating to:

Inventory > Products

Prev: 3. Admin
Next: 5. Patients

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