Keeping inventory up to date and organized is essential to smooth operation of your business. To help with this, Green Bits has inventory status settings at both the product level and inventory item level to help de-clutter your products list and ensure sales and inventory are accurate.
Note: as of May 1, 2018, these inventory statuses have replaced the "Inactive" and "Active" statuses at the product level, and the "Sellable" and "Unsellable" statuses at the inventory item level.
Inventory Items vs. Products
Before we begin, it's important to understand the distinction between an "Inventory Item" and a "Product":
Inventory Item: the specific SKU, package ID or lot number used to identify and track an item in your state traceability system. This can also be simply the SKU used to scan an item at the point of sale, including non-marijuana items.
Inventory Items go by different names in different markets. For our purposes, the following common terms all fall under the umbrella of Inventory Items in Green Bits:
- package ID
- lot number
- global ID
- external ID
- package number
- tag number
- package tag
- RFID tag
- item number
Product: think of a Product as a housing for Inventory Items, and a way of organizing similar Inventory Items together. Simply put, a Product is what you list on your menu, and what your customers ask for by name. For instance:
- Jack Herer Bulk Flower
- Sour Diesel 1g Pre-roll
- Wild Cherry Gummies 10mg (10 count package)
An Inventory Item is associated with a single Product*, but a Product may be associated with many Inventory Items. For instance, in the below example Cherry Pie 1g Prepack is our Product, and we have two different Inventory Items associated with it: SKU 53341001, received April 5; and SKU 66880365, received April 19. These two Inventory Items must be tracked separately for traceability purposes, even though they are the same Product.
*Note: Inventory Items may also be associated with each other. For instance, you may have two separate SKUs in Green Bits, such as a Cherry Pie 1g Prepack and a Cherry Pie 3.5g Prepack created from the same package of bulk flower, both of which would be associated with the same Metrc package ID, which is itself also an Inventory Item.
Both Products and Inventory Items can be marked as For Sale, Not For Sale, or Archived.
At the Product level:
- Marks all associated Inventory Items as Archived
- Product is hidden from Menu Feeds
- Product is hidden from search results by default (change the Status filter to view Archived Products)
- Marking a Product as For Sale does not automatically mark its associated Inventory Items as For Sale
- Product is shown in search results by default (change the Status filter to hide For Sale Products)
Not For Sale
- Automatically marks all associated Inventory Items as Not For Sale as well
- Product is hidden from Menu Feeds
- Product is hidden from search results by default (change the Status filter to view Not For Sale Products)
Status is shown on the Products list on the far right, and Not For Sale and Archived Products are shown in grey with italic type.
At the Inventory Item level:
- Hidden from register and Menu Feeds
- Searchable in back office only when Status filter is set to Archived or All
- Displayed, searchable, and scannable on the register and in back office
- Inventory is reflected on Menu Feeds (provided the Product is not excluded from Menu Feeds by other filters)
Not For Sale
- Inventory Item is hidden from the register, and is not searchable or scannable
- Inventory Item is still shown on Product details in back office
- Inventory is not reflected on Menu Feeds
What's the difference between Archived and Not For Sale?
Archived is a great way to keep your product catalog clean, accurate, and up to date, such as when you have products that have been discontinued, or products that you do not plan to stock in the future.
Archiving products also serves as a workaround for the fact that for record keeping and traceability purposes products cannot be deleted once they have inventory associated with them. Rather than deleting products, Archiving them will help de-clutter your product offerings, while still maintaining past records.
Not For Sale can be used to indicate Products or Inventory Items in that are in quarantine or have been temporarily pulled from the sales floor for any reason, but will be offered again in the future.
Automatically marking Inventory Items as Not For Sale
If you've turned on the "Prevent Sales When Quantity Reaches 0" setting, Inventory Items will automatically be marked Not For Sale when sold to 0.
Regardless of your settings, Green Bits will automatically mark as Not For Sale any Inventory Item that has been at 0 quantity and has not had any activity in the past 120 days. The status of such items can still be changed manually.
For Sale and Archived statuses are always controlled manually. For instance, if an Inventory Item is marked Not For Sale when it's sold to 0, adjusting the quantity of this item to a positive number will not automatically mark it For Sale again.