05.01.03. Inventory Settings

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 05.01.03.A. Inventory Settings - General

**Note: This section will change when batch tracking is enabled. 

Cost = Amount you pay for inventory



Enable Batch Tracking:  Checkbox; Batch tracking allows you track every batch of every strain from the time of harvest to the point of sale. Every package brought into inventory will have a unique id and a unique designation in inventory. This will allow you to track the origin of every medicated product sold, even in the case where you receive the same product/strain from multiple vendors/producers.

Some states require batch tracking and some do not.  If your state does not appear on the list below and you are unsure as to whether or not you should enable batch tracking, continue through the videos without enabling batch and contact support with any questions.


05.01.03.B. Labels

 In a non-batch tracked system, we can decide here whether we want the price on our barcode labels as well as put text that is desired on your custom disclaimer. 



05.01.03.C. Inventory Limits

In the Inventory Limits section are the plant counts for each patient. These are the system default behaviors of how many plants can be in  veg, flower, and the number of plants in any stage. 


**Note to Colorado clients:  Since required to limit the amount of weight carried at the shop based on patient count, this is where those settings can be adjusted. 

On each patient profile, there are override capabilities that will over ride these default settings, for example if the patient has a doctors note for more plants. 

Include MIP (edibles) in MMJ maximum: Checkbox; There is a report in the system that shows you how much total weight you have on hand. If required to track the infused weight of edibles in that total weight, this is the box you would check. 

 Enforce barcode requirements in SKUs?

Automatic checking for weight typos (Batch Systems only)

There is now a setting under Admin>Settings>Inventory that allows you to define how large a discrepancy will be allowed when entering products on a Purchase Order before a warning is created.


The setting defaults to 0% - which means that things must match perfectly or a warning will be created when the Purchase Order is checked in.


In this example we have indicated that the billing quantity for our Medicated Bulk item is 14 grams, but upon weighing the package, we appear to only be receiving 12.6 grams.  That’s 1.4g less than billing – a 10% discrepancy which is where we’ve told the system we want to start being warned of issues.  In the case of Simple inventory items such as edibles, the system will also do a verification not only that quantities match, but also that the Net MMJ weights are within the same range as the Default set on the Product’s settings.


If we try to check in the product anyway, a warning will pop up on screen, and before we’re able to save, we will also see a message next to the Save button letting us know what is wrong.  If we still want to check the Purchase Order in, we click the acknowledgment checkbox and click Save. 


Rather than checking it in despite the discrepancy, we might go back and attempt to fix the line.  In this case we have gone back and weighed the product for ourselves.  We click the Repkg checkbox and note in the Rcvd Net MMJ field, when we weigh the product, that there was actually 14g of product in the package.  Now that the weights match, a green check appears next to the Pkg Totals, letting us know the line is good-to-go!


Support for multiple packages of the same product with the same batch information (Batch systems only)

When receiving product that is from the same batch, but spread out across multiple packages there is no longer a need to repeatedly enter the same batch information.  By clicking the Add Package button, we can tell the system that we have more packages of the same product that are also from the same batch.



Support for Price-by-Weight-Simple(PBWS) products – aka Prepack

Non-Batch Systems:


Selecting PBWS products on a purchase order requires that you enter a Qty as well as a Pricing Weight.  Each individual pricing weight requires its own line item.


Batch Systems:

Next to the Product Name, a Qty needs to be entered indicating the total number of packages being added to the system.  A UOM is also entered.  This allows you to enter PBWS products in one of two ways – as an example let’s say that we’re receiving 10 eighths: 10 EA of 3.5g    or  35 GR of 3.5g.   Please note, the Cost field bases its calculations on the UOM used.

            PBWS with Multiple Units allowed per package:


In the packages field, we enter a quantity based on the total number of units that share a Net MMJ weight.  In the above example, we have received 10 prepacked eighths.  Seven of them actually contained 3.51g and three of them contained 3.55g.


PBWS with only a single unit per package:


In the packages field, we enter the weight of every single package of inventory that we have indicated we are adding.  In the above example, we have received 3 prepacked eighths.  Each of them has its own package line where we enter the details of each package’s weight.


Other improvements:

-Though it  looks the same, we’ve been under the hood improving the way Purchase Orders work.  Doing things like adding additional lines for more products is now much faster, and there should be much less slowdown when dealing with Purchase Orders involving large numbers of products!

-There is now an ‘Add Supplier’ link when entering a Purchase Order so you no long have to leave the screen to add a vendor entry.

-There have been layout changes to try and create consistency between various inventory types on Batch systems.

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