Before proceeding with a weight-based inventory audit, we recommend reviewing Inventory audits: overview and best practices
The process outlined below can alternatively be used for hand-counting unit-based inventory instead of using the scanning method. In this case, alter the below instructions so that you are entering your hand-counted number of units into the spreadsheet instead of total weight.
1. Schedule your audit
Go to Inventory > Inventory Audits > + Add Inventory Audit.
Select a Vendor and/or Product Type for your audit. Remember, you must specify one or the other. Where appropriate, specify a Vendor and a Product Type.
Enter your Expected Completion Date. This is the date and time you plan to conduct the audit. This can be changed later.
Save the audit and come back to it when you're ready to start counting.
2. Export your current weights from Green Bits
Go to Inventory > Products, and apply a filter for the Product Type and/or Vendor that you're auditing, then select Export > Inventory.
Within a few minutes, you'll receive an email containing a .csv attachment containing all SKUs that match your Product Type and/or Vendor filter. Open this file and delete all columns except SKU and Quantity on Hand. You may find it helpful to keep and refer to the Product Name column during this step to make SKUs easier to identify.
To delete a column, right-click the column header and select Delete.
Within the spreadsheet, change the amounts in the Quantity on Hand field to match your physical weights on hand. If the Quantity on Hand already matches what you've weight for a given SKU, leave it as-is.
Once you've updated or verified all the weights in the sheet, delete the Product Name column (if applicable), and also the column headers in row 1
You should now be left with a simple list showing SKUs/lots/package IDs in column A, and each SKU's current quantity on hand in column B, as below. The rest of the sheet should be totally empty and free of any spaces or errant characters.
Green Bits will automatically ignore all non-numerical characters in the sheet, so there's no need to delete "g", "oz", or the apostrophe in front of the SKU.
Save the spreadsheet, making sure it is .csv format. Other file formats such as .xlsx cannot be read by the Green Bits audit tool.
3. Upload to Green Bits
Log in to Back Office and go to Inventory > Inventory Audits. Select the appropriate audit that you scheduled earlier.
In the Completed At field, enter the date and time when you finished counting/weighing your inventory. Be as accurate as possible, so that Green Bits knows that your audit document represents accurate inventory as of this date and time, allowing you to resume sales of these items immediately after you finish counting, rather than waiting until the entire audit process is complete. Green Bits will automatically account for any sales that occur in the meantime.
Next, click Select a file from your computer... and choose the .csv document you saved in step 2, then click Upload.
Large files may take several minutes to upload, however the upload will continue in the background so you can leave this page and come back to it later.
4. Review and confirm
Once your upload is completed, you'll see each SKU listed along with its product name, the Counted quantity reflected in your document, the Actual quantity reflected in Green Bits, and the difference between the two under Adjustment:
If for any reason you need to make any changes (say you later found the 6 missing grams of SKU 10318333 in another container), you can change the Adjustment amount manually, or click the X on the right to completely remove a certain SKU from the audit.
Keep in mind that Green Bits submits adjustments by amount, rather than to amount, meaning that if we submit this audit as-is, we will be subtracting 6 grams from SKU 10318333 Green Bits and also in your state's traceability system. If for any reason the state system is off by +1 gram and shows 988 grams of this item, the quantity will be 982 grams after submitting this audit.
If you need more time to verify the audit, click Save Draft. It's often a good idea to have a second person look it over as well. Remember, as long as you entered an accurate Completed At time in the previous step, you can resume sales immediately, even if you're not ready to submit your final adjustments.
Once you've verified all adjustments, enter an Adjustment Type and Reason, which can be a simple note such as "weekly audit" or "standard reconciliation". This information will also be reported to the state along with your quantity adjustments. The Reason field must contain less than 300 characters.
Select Save Adjustments & Report Changes to State. This action is final and cannot be undone!