Metrc is the software platform which serves as the state marijuana traceability system for several states. Green Bits and Metrc integrate and sync with one another, automating many processes that would otherwise need to be done manually.
This article is an overview of how Green Bits and Metrc integrate with each other.
I. Metrc → Green Bits
The following are the only actions that Metrc automatically reports to Green Bits, and therefore these are the only actions that Green Bits users should perform directly in Metrc:
- Receiving/accepting new inventory (may take up to 1 hour before new inventory is reflected in Green Bits)
- Setting/changing a package's unit of measure prior to receiving (for simplicity's sake, we recommend accepting all weight-based inventory in grams instead of ounces or pounds)
- Transferring inventory to another location (Green Bits will automatically update package status to "transferred out" within 24 hours of the transfer, though this doesn't happen immediately).
Green Bits automatically pulls in any newly active packages that appear under your license in Metrc. Most commonly, this happens when you receive/accept a manifest in Metrc, but also includes packages that you create yourself in Metrc. After receiving/accepting new inventory in Metrc, complete the receiving process in Green Bits.
To avoid causing discrepancies between Metrc and Green Bits, please do not do any of the following in Metrc, unless advised to do so by a member of the Green Bits support team. Any of these actions, if done in Metrc, will not be reflected in Green Bits.
- Adjust package quantities
- Split packages
- Merge packages
- Close packages
- Create or report sales (Green Bits does this automatically!)
If you or another employee of your store has already done any of the above, or you notice a discrepancy between Green Bits and Metrc, please contact our support team at 877.420.7628, firstname.lastname@example.org, or chat us via the Back Office. Please reference the affected package ID(s) and the affected store name/location.
In most cases, Green Bits support can resolve discrepancies between the two systems with a simple inventory sync, however please note that in order to avoid further discrepancies this can only be performed outside your normal business hours, when sales are not taking place.
II. Green Bits → Metrc
Green Bits pushes the following information into Metrc:
- Sales and associated package IDs
- All changes in quantity/inventory lists
- Price of product
- Closed packages
- Split/merged packages
Tasks Managed in Green Bits:
- Creating products and product types, making sure to establish a strong and consistent naming convention
- Add and manage paraphernalia and other non-marijuana inventory
- After receiving/accepting new manifests in Metrc, within Green Bits you will manage the inventory you received and assign packages to products
- Sales of all of your Products - Green Bits will report to Metrc:
- Package ID & whatever sales are associated with that package
- All changes in quantity**
- Price of product
- Closing packages
- Tracking adjustments and the reasons for adjustments
- And more!
**Please note - We require that you make all of your inventory and package adjustments directly in Green Bits. Any inventory adjustments performed in Metrc will not be pulled in and tracked properly in Green Bits. However, all adjustments made within Green Bits will keep both systems up to date.
Special notes on deli-style vs. pre-pack flower sales
Stores operating in Alaska, Colorado, and Oregon may sell marijuana flower "deli-style" (tracked and sold by weight, typically in grams), as pre-weighed and pre-packaged units of flower or pre-rolled joints, or a combination of the two.
Because your flower packages will be weight-based, deli-style sales are quite simple: assign the package to the appropriate weight-based product in Green Bits, and start selling.
Pre-packaged flower and pre-rolls, however, will require a conversion to units before you can sell them as units/"each", otherwise the budtender/cashier will have to enter the weight of each individual unit. See the flow chart below for a summary of different scenarios with deli-style and pre-packaged sales.
Adjusting and comparing package quantities
As a result of weight-to-unit conversions, you will have multiple SKUs and product names associated with a single package. For instance, if your store does both deli-style and pre-packaged flower sales, you could have all of the following separate SKUs/products, all associated with the same package ID:
- Bulk flower for deli-style sales
- Pre-packaged flower - 1 gram
- Pre-roll - 0.5 gram
- Pre-roll - 1 gram
- Pre-packaged flower - 3.5 grams ("eighth")
- Pre-packaged flower - 7 grams ("quarter")
- Pre-packaged flower - 14 grams ("half")
- Pre-packaged flower - 28 grams ("ounce")
Furthermore, over time each of these products will likely have multiple associated active packages, and Green Bits tracks the quantity on hand for each product and SKU individually, while Metrc will track sales and quantity based on package IDs only.
For all of these reasons, when auditing or adjusting packages, or when there is an apparent discrepancy between Green Bits and Metrc, it's usually best to check the Packages view, which shows all products and SKUs associated with a single package and also the total package quantity, rather than looking at all associated SKUs/products individually in the Products view.
As an example, take this fictional package ID ABCDEF012345670000010042, containing Jack Herer flower. Metrc shows a package quantity of 15 ounces. But when we look up the associated Jack Herer bulk flower product in Green Bits, it shows a quantity of 122.2428 grams, or 4.31199 ounces.
This package was accepted in Metrc with the unit of measure set to ounces, which is automatically imported into Green Bits as well. While the package's unit of measure can no longer be changed, it can be assigned to any weight-based product in Green Bits, even if the product does not use the same weight unit. In this case, Green Bits shows the package quantity in ounces, but automatically converts the corresponding product's quantity to grams, which is why it's listed both ways (the Quantity listed in the upper section reflects the total of all associated packages; in this example we have only one package associated with this product).
But how do we explain the discrepancy, with Metrc showing 15 ounces, and Green Bits showing only a little more than 4.3 ounces?
If we look up package ID ABCDEF012345670000010042 in the Packages screen, here we see the same quantity as in Metrc - 15 ounces:
Why are we seeing two different quantities in two different places within Green Bits?
The first view only shows a single SKU/product. Since it was accepted, this package has been converted into a number of other SKUs and products for pre-packaged flower and pre-roll joints. Metrc, however, tracks inventory only by package ID. In other words, previously we were comparing apples to oranges.
To see a detailed breakdown of the allocation of this 15 ounces, and also to make any needed adjustments, click Actions > Adjust Quantity on this package:
Here we see the remaining quantity of the bulk SKU at the top, plus each other associated product/SKU, the number of units on hand for each SKU, and each SKU's weight per unit. Green Bits automatically converts between weight units and does the math to arrive at 15 ounces total quantity on hand for the entire package, which matches what is shown in Metrc. Now that we're comparing apples to apples, so to speak, it's clear that there is no actual discrepancy when it comes to the total package quantity.
Discrepancies resulting from conversion errors
The Packages section of Back Office can also help you keep track of conversions and spot errors made during the conversion process.
One such error is shown below. Using the same package as above, an inventory manager created a new conversion of Jack Herer bulk flower, with the intention of creating another 100 units of Jack Herer 1g pre-packaged flower, shown below as SKU 04522568. However, due to an entry error, the inventory manager inadvertently created just one unit with a weight of 100g:
Even though this product has a weight of 1 gram, this specific SKU created in the conversion process is now permanently set to 100 grams. If a budtender were to sell just one unit this SKU before this error was noticed and corrected, Green Bits would report to Metrc that there was a sale from this package in the amount of 100 grams.
Now, suppose the inventory manager noticed - by looking only at Jack Herer 1g in the Product view - that only 1 unit of SKU 04522568 was created when they intended to create 100 units:
If the inventory manager were to simply make a quantity adjustment and increase SKU 04522568 to 100 units, then proceeded to allow budtenders to sell this SKU, each unit sold from this SKU would be recorded in Metrc as 100 grams. If the entire SKU were sold to 0 without the error being corrected, you would end up with a package quantity in Metrc of approximately negative 10,000 grams! Resolving such a discrepancy would likely require voiding and re-ringing each and every one of those sales, and this package would likely get flagged by Metrc.
If you do notice conversion errors similar to the above, stop sales of the affected SKU immediately and then follow the steps for un-doing a conversion. If sales of an affected SKU have already occurred, contact Green Bits support at 877.420.7628, email@example.com, or chat us in the Back Office.