Ensure Compliant Inventory at the Register

Maintaining compliance can be a struggle, especially when compliance rests on budtender performance at the register.  Automatic compliance built into the Register app can help your whole team rest easy, and can help you keep your license. Don't worry about a  misstep in compliance with overselling, selling to underage customers, or failing to track the sale directly back to the package/lot number.  

Our automatic compliance detection tools can:

  • Prevent selling to underage customers
  • Prevent over-selling the limit 
  • Prevent selling below cost of acquisition
  • Prevent selling from incorrect package/lot ID
  • Prevent negatives in your inventory

The hour or two spent daily to ensure that your operation is maintaining compliance can be reduced to zero if you follow our recommendations below.


Here's what we'll cover (click to jump down to the section of your choice):

  

Transaction Limits tied to your Product Types

In order to ensure you don't over-sell to any customer or patient at your register, you need to set up your Transaction Limit Types properly in your Back Office. Transaction Limit Type determines Marijuana customer sales limits at the register. Green Bits will look at all items in the customer shopping cart with the same transaction limit, and ensure that the limit is not surpassed during the sale, keeping your store compliant. 

Transaction Limit Types are set automatically by Green Bits based upon State Legislation.  These are tied directly to each of your Product Types.  

Product Types are widely used by a customer to help categorize your menu items. By default, Product Types can include Flower, Pre-Roll, Bulk Flower, Edibles (Liquid/Solid), Extracts, Concentrates, Topicals, or more.  If you use Green Bits Default Product Types, your transaction Limits are set automatically. 

To check what your current Transaction limits are set to, use the "?" on the Product Type edit screen: 

Many customers choose to add Product Types to help categorize your inventory. Adding product types such as "Shake & Trim", "Cartridges", "Vapes/Disposables", etc can help with sorting, running audits, and overall inventory analysis.  

However, if you create a new product type and do not set Transaction Limit Type, you are missing a critical step.  

Without Transaction Limits you will:

  • Not have safeguards for overselling, which can put you out of compliance
  • Not be able to run certain reports (such as the Oregon Quarterly Tax Report)
  • Fail to update patient carry limit (MD only)


To add a Transaction Limit to a new Product Type: 

  1. After you click "Add Product Type", next to "Is Marijuana" choose "Yes". 
  2. The Transaction Limit Type drop-down will appear.  Choose the type from this list that best represents your limit type. For instance, for a "Pre-Roll" you will want to choose  the Transaction Limit Type for "Flower" 

TIPS & TRICKS - Make sure to select which product fields should be editable for this product type & select which tax items apply to this product type before you save.

 

Add Weights to all Products so Transaction Limits Work

Transaction limit safeguards at the register only work with the weights assigned to each of your products.  Without a weight entered on each unit-based product, the register will see this item as a zero-weight item.  

Unit-based products are pre-packaged goods such as: edibles, pre-rolls, pre-packaged flowers, concentrates, etc.

Without weights entered for each of your products you will:

  • Not have safeguards for overselling, which can put you out of compliance

 

Creating Products from Incoming Manifests

When following the steps to Receive Inventory, you will be prompted to either  Search for products , or if the product does not yet exist in your inventory, you may also create a new product at this step. 


On the Incoming Manifest:

  1. Click Search for Products. 
  2. Choose + Add New Product 
  3. After you assign a Product Type, if you set the Unit of Measure to "Units", be sure to immediately add a value for Weight 

 

TIPS & TRICKS - If you have a product that has a weight in MG, be sure to divide that weight by 1000 & then enter it as a gram-based product. Or use a Milligrams to Grams converter tool.

 

Enter your product weight from the Product Details Page

If you forget to add a weight during the intake process, or if you are building a product from scratch before you accept a manifest, you can do it right from the Details tab.

TIPS & TRICKS - Be sure the weights always match between a product and a package ID. For instance, be sure you do not associate a 3.5g-unit package with a product that has the weight set to 1g.  This will throw off your reporting. 

 

How to check that all of your items have weight associated

Not sure if you have properly entered all of your weight?  Export a Product Report, and you'll be able to fill in any gaps.

To export a product report:

  1.  Open the Products page.
  2. On the upper right-hand corner, click Export > Products.  This export contacts product-level data, including Unit of Measure & Weight. 
  3. You should receive an email shortly with your exported product list. Please note - we purposefully zip this file to ensure this email does not go into your spam folder. 
  4. Open your Exported List in Excel, Numbers, or Google Sheets.  
  5. For easier browsing, we recommend to filter out Paraphernalia for Column H/"Product Type", and to filter out any Unit of Measure that are not blank for Column U / "Unit of Measure" ("Units" will appear blank in the export).  Read more about filters here.
  6. Look at Column K/"Weight" and Column L "Weight Unit".  Ensure that each of these have a value defined. 
  7. If missing a value, search for these products on your Products page, and fill in the weight on your Details tab. Be sure to Save!

 

Prevent Negatives with the "Prevent Sales" setting

Never go negative again!  Green Bits has built-in feature that watches your packages as they sell at the Register.  The moment a package/lot ID sells out, Green Bits will remove it from the register.

With "Prevent Sales When Quantity Reaches 0", Green Bits monitor your inventory levels on your lots and automatically mark them as Not for Sale when they hit zero or go negative. This means that it will remove Budtenders from being able to access or sell from this package/lot number at the register, and it will automatically remove this item from any integrated menus. 


Read all about how to turn on "Prevent Sales When Quantity Reaches 0"

Please note - This will not automatically close your package/lot with the state.  To close a package/lot, you must follow our instructions here.

 

How can I still go negative with "Prevent Sales When Quantity Reaches 0" turned on?

 Green Bits Register App is designed as customer-first.  If your Budtender rings over the available product available during a single transaction, Green Bits does not prevent that sale from going through.  For instance, if you have only 1 item left on a certain package, but a single transaction rings up 4 qty for this package id / lot number, Green Bits will allow this transaction to go through. This package will now be listed in the back office as -3.  

Allow sales like these to go through is done as a Customer Benefit - the line won't be held up while the Budtender tries to figure out why they are getting a Sales Warning.   The best way to prevent negatives or selling from the wrong package is to have Budtenders  scan each item at the register to make sure it's pulling from the correct package ID. 

Read more below.

 

Barcode every item to reduce your Inventory Discrepancies

In order to be able to scan every item, there must be a barcode on that product.  For any items that do not come pre-barcoded, it's important to barcode every item. 

Read all about how to Print Barcode Labels in the back office.

 

Please note - any pre-rolls and pre-packs that print from the back office will be barcoded with package labels. So this mostly related to your concentrates, cartridges, vapes, etc. 

 

Scan every item at the Register for accuracy

Marijuana sales are not like a sale at a grocery store, but many Budtenders treat products the same.  

Each of your products has a unique SKU that ties directly back to the original package id / lot number.  If you have 4 of the same item in your cart, each of these items may be associated with a different package id / lot number.  

Green Bits has tried to prevent you from assuming all package are the same by preventing multiples at the Register. For instance, we do not offer x10 option for a product because it tends to throw you out of compliance. 

To prevent negatives or selling from the wrong package, Budtenders should scan each item to make sure it's pulling from the correct package ID. So if you have Bubba Kush pre-rolls from 2 or 3 different package IDs, you want to make sure you scan each one so it pulls from the correct location.

To ensure every item is scanned at the register, you'll want to limit the ways that Budtenders can get around scanning. For instance, the Register App will allow you to Add products to the shopping cart by name.  You can turn this off directly in the back office.

To turn off Adding Products Manually: 

  1. Under Settings > User Rolesopen your Budtender role. 
  2. Expand the portion of Make Sales. 
  3. Un-check the option for "Manually add item".  This will ensure that all items must be scanned at the register.

 

TIPS & TRICKS - Many Budtenders still find a way around scanning each item, even if they can only scan. For instance, much like a grocery store, a Budtender can hold a single item in their hands & scan it multiple times.   It's important to also train each Budtender for each item to be scanned. 

 

Stay Compliant with Sales Warnings

Green Bits has a built-in Below Cost Warning at the Register.   This warning will show if your selling price is less than the acquisition cost. 

Hypothetically let's say you paid $11.38 per gram from the vendor, but when you select inclusive tax price of $15 it brings your base price is $10.24. If you have Below Cost Warning turned on, it will prevent you from accidentally selling this item.  

Or let's say you paid $11.38 per gram from the vendor, and the selling price has a base price of $20.00.  If your team applies multiple discounts to this item, such as 50% off, it could bring the cost down to $10.   If you have Below Cost Warning turned on, your team will know to remove or reduce the discount.

You can turn on or off Below Cost Warning in the back office on the register settings page.

 

Always enter a cost

In order to ensure that you can utilize Below Cost Warnings, you must always enter a cost for your goods.  Read more about entering costs and best practices for cash management here.

 

Prevent Budtenders from Skipping the Sales Warning

By default, if a Below Cost Warning appears on the register, your Budtenders and Supervisors will be given the option to "Skip" these warnings and continue the sales.  You have the option to prevent certain users from skipping right in the back office.

To turn off Skip Sales Warning: 

  1. Under Settings > User Rolesopen your Budtender role. 
  2. Expand the portion of Make Sales. 
  3. Un-check the option for "Skip Sales Warning".  This will ensure that you must have a manager override pin (ie - Admin, Shift Lead, or Supervisor role) to skip this warning at the register. 

 

Protect your store with Automated ID Verification

We've all read the news stories of undercover operations of compliance agencies sending in underage customers.  In many states, if you're caught twice you could lose your license.  While many dispensaries choose to hire security professionals with extensive background in checking IDs, Green Bits also provides a failsafe - Verify Customer Age at Purchase Time and the enforcing of Scanning IDs at the register. 


Verify Customer Age at Purchase Time

If you have turned on this option, your budtenders will not be able to move forward with a transaction without verifying a customer's age. You'll need to either scan the license or tap the age verification button and manually enter the birthdate, otherwise, you won't be able to complete the transaction.

Turn on the age verification requirement in store options.

 

Turn on Option where Budtenders must Scan IDs

Take age verification to the next level by only allowing Budtenders to scan IDs.  With the same scanners you use for scanning products, you can scan the back of the customer ID to verify their age. This helps to prevent someone from mistakenly entering the wrong birthdate, failing to check the ID, or from reading an ID that has been tampered for more security at your register.

Your Budtenders can do this without any additional settings needed. However, you can turn off their option to manually verify age so they must scan each ID before a transaction.  


To turn off manually verifying age:

  1. Under Settings > User Rolesopen your Budtender role. 
  2. Expand the portion of Make Sales. 
  3. Un-check the option for "Manually verify age".  This will ensure that each Budtender will need to scan the customer ID at the register prior to checking out. 

 

Enter all of your Package information for Compliant Labels

Printing compliant labels at the register starts with all compliant information being entered in the back office.  Your labels are populated with Package Details that your Inventory Team must enter for it to be properly displayed. 

Read about where to enter this data under What to Do if Your Labels are Missing Information.

TIPS & TRICKS - Pre-print package labels from the back office for any flower products that are unit based!  If your team creates pre-rolls from bulk flower, or pre-packs such as 1g, 3.5g, or 7g prior to putting these on the sales floor, you can print a compliant package label right from the back office. Read more here: Printing Compliant Package Labels

 

Don't see something that you would find useful?  Let us know in the comments below! 

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