Before proceeding with a unit-based inventory audit, we recommend reviewing Inventory audits: overview and best practices
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 after you've completed scanning your items.
2. Prepare your audit document and your scanner
Keep in mind that with the scanner paired in HID mode, your iPad will not automatically display the on-screen keyboard. To toggle the keyboard on and off, double-tap the power button on the scanner.
Alternatively, you may use other word processing programs, other types of tablets, or a computer - any device on which you can create and edit a word processing document.
If you choose to use a computer instead of an iPad, you may use any compatible scanner.
We strongly recommend using a text document instead of a spreadsheet for unit-based audits. Spreadsheet programs tend to apply auto-formatting that could render your audit document unreadable.
If you do use a spreadsheet, be sure to format the cells in your document as Plain Text, and try scanning several example barcodes to verify that the SKU populating in the document matches the SKU in Back Office exactly.
3. Scan all items in your audit one by one
As you scan each unit, the SKU will populate into your text document. The scanner will also automatically insert a line break at the end of the SKU, so that each line represents a single unit.
The idea is that if you have 20 units of a given SKU, for example, you should have the same SKU repeated in the document 20 times, as in the example below.
Later in the process, when you upload this document Green Bits will count how many times each SKU is repeated, and compare that count against the quantity reflected in Back Office.
When you're finished scanning, note the exact time of day (you'll need this in step 5).
Tap the check mark (if using Google Docs on an iPad) or otherwise save the document to your hard drive as a .txt file. Other formats such as .docx will not be readable in the Green Bits audit tool.
4. Save or download the file to your computer
Before we can upload the audit document in Back Office, we first need to get it onto your computer's hard drive. If you've done all the steps up to this point on your computer, save as a .txt file.
If you've used Google Docs, open a web browser on your computer, go to docs.google.com, and log in. Open your audit document, then select File > Download as > Plain Text (.txt)
5. 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 scanning your items. 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 .txt document you saved or downloaded in step 4, 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.
6. 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 7 of the 8 missing units from SKU 48004545 shown above), 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 8 units from SKU 48004545 in Green Bits and also in your state's traceability system. If for any reason the state system is off by +1 and shows 9 of this item, the remaining quantity will be 1 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!