Audit Weight-Based Inventory

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Regular audits are a great tool to help you stay on top of your inventory and ensure your physical quantities in your store match your digital quantities in Green Bits and the state traceability system.

Don’t try to audit the entire store without successfully doing a really small audit. 

A small audit will give you an idea of what to expect and will help you focus your efforts on a routine that will work best for your store. 

You may also want to audit unit-based inventory

A few things to keep in mind

  • Weight based products and unit based products have to be audited separately.
  • Choose how you will audit. You can audit by Vendor or Product Type but not both. 
  • Save your audits as drafts before submitting your adjustments to the state traceability system. 
  • When you click the Save Adjustments Button, your adjustments will be reported to the state traceability system. 
  • Always run a test audit with a small group of items to ensure that you understand the process. 
  • The Audit Tool uses .txt or .csv files.

Troubleshooting your Audit 

  • Upload the file to Google Sheets or Google Docs to validate the CSV.
  • There may be extra spaces in your file that were inserted by the word processing program that you use. Uploading to Google Docs or Sheets will help you get rid of those extra spaces. 
  • Inspect the spreadsheet it to make sure it has 2 columns.
  • The first row of the file should be product information. There shouldn't be any headers left in the file like "Sku" or "Product Name".
  • Make sure there are no blank spaces between rows of data.  
  • Check the spreadsheet to see if there are aligned to the right, this could be an indication the sku at one time had a leading 0 in front of the number.
    productauditao1_-_Google_Sheets_2018-06-13_09-13-44.png
  • Export the spreadsheet or document from Google Docs (txt) or Google Sheets (csv).
  • Upload the csv or txt file to the Audit Tool. 
  • Depending on the size of your audit, there may be placeholders that look like this image while the audit loads.
  • Using Google Docs or Google Sheets ensures all the rows of your file will be read. If you uploaded a file and there are 0s for skus in the audit that should have a quantity, then there's a problem with the formatting of the file. 

1. Schedule your audit in the Back Office.

Choose whether you would like to audit for a  Product Type or Vendor.

2. On your Ipad - Download Google Docs (FREE!).

3.Put the scanner in HID Mode and pair it with your iPad.

 Depending on your inventory practices for weight based products, you may not have skus that you can scan.  If you don’t have skus you need to scan or don’t scanner, skip this step.

See exactly how to put your scanner in HID mode.  

After you're in HID mode, you’re ready to scan skus into your document.  

Scan a few items to make sure that the scanner is picking up. If it’s not, try putting the scanner in HID mode again.

4. There are 2 auditing styles for weight based items.

Scan items into your document.

The Green Bits audit tool works best when weight and unit based products are audited separately. 

Depending on your inventory practices, your weight based items may have a barcoded sku. 

If so, scan the item into the word doc.  On the same row as the sku, add a space and comma to separate the sku from the quantity in your document.  

 

Once you’re satisfied, save your file as a txt or csv. 

Use a csv to make a bulk update

If your weight based items don’t have a sku, there’s an easy workaround. This method is best accomplished from your laptop or desktop. 

On the Products page. Download your inventory. 

Open the product export csv that you just downloaded.  

Delete all the rows except for sku, Quantity on Hand, and Name.  

Remove any products that are not weight based. 

Hand count and fill the numbers into the csv.

After you’ve made all of the updates to your weight based products, Delete the Product name column and the headers.  Save the file as txt or csv.

5. Upload the csv to Green Bits.

Select the date and time you plan to scan your items. 

Click Upload after you attach the csv or txt file.

6.Edit before you submit your adjustments

Click the x on any line item you don’t want to adjust, or manually edit any numbers before clicking Save Adjustments.

The counted column is what you counted, the actual column is what's in your inventory.

The Adjustment number is the difference between the 2.

If you see “Cannot adjust” in the Adjustment column, it means the item doesn’t fit into the category you selected to audit. This can be because the audit is not the correct product type of vendor. 

If you click Save Adjustments  and there are mistakes on your audit, you'll need to create a new audit to correct the issue. The audit can't be edited after it has been saved.

 Leave a detailed note in the adjustments section. 

 NOTE: These inventory adjustments will be made in both Green Bits and in the state traceability system after you click Save Adjustments. 

**Tips & Tricks**

  • Have a different person count than did it the first time / double eyes for double verification.
  • Audit a different product type every day of the week, repeat weekly.
  • Measure results.
  • Audit unit-based products.

After you’re done with auditing, put your scanner in iOS mode and pair again.

Have more questions? Submit a request

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