Audit Weight-Based Inventory

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 weight-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.
  • Never worry about losing control of your inventory again.

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 comma to separate the sku from the quantity in your document.

NOTE: While in HID mode, you will need to double-tap the small button on the scanner to bring up the iPad keyboard.

Once you’re satisfied, log into your Google Docs on a desktop or laptop computer. Then, open the file on from Google Drive and download it as a .txt file.

Click on File> Download as> Plain Text. Make sure your file name does not contain spaces. You can find more details on how to save your file

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 Inventory 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, and make sure your file name does not have any spaces in it.

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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