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.
Avoid auditing the entire store without successfully completing a really small audit.
A small audit will give you an idea of what to expect and will help focus your efforts on a routine that will work best for your store.
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 was designed to read .txt or .csv files.
- To ensure that your csvs and texts can be read by the Audit tool, upload your files to Google Sheets or Google Docs after you scanning. This will get rid of any spaces or special formatting that your Word Processor or Spreadsheet program might have inserted.
- Make sure each row has just one sku. Occasionally when you scan into a spreadsheet, you are scanning faster than the scanner can output into the spreadsheet. This can result in partial or overwritten skus.
- If auditing all inventory, create multiple separate audits by product type or vendor.
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.
- 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.
NOTE: There is no way to upload all Product Types under one .txt file when preforming a Product Type based Audit. You must upload an audit by specific Product Types. ie: Flower, Edible, Concentrate, etc.
2. On your Ipad - Download Google Docs (FREE!).
3.Put the scanner in HID Mode and pair it with your iPad.
After putting your scanner 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.
The Green Bits audit tool works best when weight and unit based products are separate.
In this article we’ll focus on manual scanning, which is usually best for pre-packaged inventory.
If there are multiple skus on the shelf for each product; let the scanners do the work for you. Scan unit based items 1 by 1.
You can also scan the item one time and then perform a hand count. Enter a comma between the Sku and the quantity
Ex. 234567,10. In this example the Sku ends in 3335 and the quantity counted is 10.
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.
5. Upload the file to Green Bits.
Select a completed at time and upload your completed .txt file to the Auditing Tool.
Click Upload after you attach the 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.
Put a 0 in the Adjustment column if you want to keep the item on the audit, but the count for it is accurate. There won't be any change to products you adjust with 0.
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 weight-based products.
After you’re done with auditing, put your scanner in iOS mode and pair again.