Convert inventory to units

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The Convert tool in Green Bits allows you to create fixed-weight units from bulk product (e.g., creating 1-gram pre-roll units or pre-packaged eighths from bulk flower), and also to combine units into larger units (e.g., creating a 6-pack unit from a quantity of individual seeds, a 3-pack of pre-rolls from individual pre-roll units, etc.).

Converting to units means budtenders won't need to enter the weight of an item at the register, saving time and minimizing the potential for mistakes.

Table of Contents:

Before you begin

Before converting, we recommend that you fill in any necessary compliance information at the package level, such as THC/CBD testing results, supplier information, etc. These details will automatically transfer to any new SKUs you create in a conversion, saving you time later. Otherwise, you would need to enter this information manually on each SKU.

When should I convert?

Understanding when and how to convert inventory starts by understanding the instances that you should be converting.  Conversions are a tool to allow Green Bits customers to do things like:

  • mark a weight-based item from your incoming manifest to a unit-based item to sell on the register
  • break down large BULK flower inventory to smaller unit-based pre-packs (1g, 3.5g, 7g units)
  • combine multiple unit-based items together to form larger units (6 joints can convert into 1 multi-pack)

 

Leaf Data Systems: When should I use the conversion tool?

According to the "3rd Party Integrators Meeting" hosted by the LCB on March 7, 2018, the LCB has confirmed that as long as your physical inventory is pre-packaged, you can track your inventory however you want. As long as physical inventory is pre-packaged in your store, reporting can be in grams/ounces or units. 

If you don't Convert your Inventory then our register will see this as a Weight-Based product. If it's seen as a weight-based product on the Register, the Register App will ask you "How many grams are in this unit?"  Your Budtenders will need to manually enter the weight of all of these units at your register. 

To speed up the sale process, you can convert these products to unit-based!  

For a work-around of how to not reprint your barcodes during your conversion and other questions, visit our Leaf FAQ - Conversions & Accepting Weight Based Products

Here's a diagram to help you decide if you should be converting your product during your intake process:

METRC: What if I have a unit-based item that appears on my Manifest as a weight-based item?

This is one of our most frequently asked questions.  The scenario: you have edibles or concentrates that appear on your Incoming Manifest as a weight-based item, when in fact you sell these as a unit.  In order to sell these as a unit & designate a weight to that unit, we highly recommend converting than inventory.

If you don't convert this inventory, each time your Budtenders sell this item on the register they will be asked to enter a weight manually.  This can cause issues such as failing to enter the correct weight, or holding up the line at the register.

Here's a diagram to help you decide if you should be converting your product during your intake process:

Converting Weight-Based Product to Units

1. Create the new unit-based item you will be converting to

In this example, we want to create 1g pre-rolls of Blue Dream from bulk flower. Set the unit of measure as “units” (since you sell each pre-roll individually). Be sure to add a weight to the unit in order to take advantage of Transaction Limits. Save the new product once you’ve filled in the details.

2. Select the bulk product

Select the weight-based product from which you want to create unit-based products in the Products screen of the Back Office. This product will be measured in grams, ounces, or pounds under “Quantity.”

3. Select the package ID or SKU to convert from

Select "Inventory" tab on the Product to see SKU/Package ID section of the selected weight-based product that you will be converting from. Select Actions > Convert.

4. Fill in the details of your conversion

This will take you to the Convert page, where the bulk product will be packaged and converted into a new product. Select Search for products and Select the unit-based product you created in step 1.

In the Make field, enter the total number of units you want to create. In the Of field, enter the weight of each unit. Green Bits will automatically calculate the total weight that this conversion will use from the available bulk inventory, and populate this value in the Use field.

Select Print Package Label to print labels for your new unit-based products. This will automatically print the same quantity of labels as you've entered in the Make field.

Select Convert to complete the conversion and return to the Products screen.

Note: Green Bits will automatically generate a random barcode SKU and assign it to your unit-based product. If you prefer to specify your own SKU, simply type your desired SKU into the Barcode field before proceeding. You cannot re-use an existing SKU for a new conversion.

Tip: view and edit the distribution of a package's inventory across multiple SKUs

You can easily see a breakdown of your gross weight between multiple products and SKU after converting to units. To do so, go to the Packages screen under Inventory, search for the package you want to review, and Select Actions > Adjust Quantity. You can also edit the quantities from this page if you need to adjust some of those pre-rolls back from units to weight-based, or if you want to move quantities from bulk into an existing unit-based SKU from a previous conversion.

**If you've just completed a conversion, it may take several minutes before it's reflected here. If you don't see it right away, check back later and/or refresh your browser window.**

Combining Unit-Based Products

Note: to convert unit-based items back to bulk/weight-based items, follow the steps for Reversing/undoing a conversion below. If the item originated from the state traceability system as units, it cannot be converted to bulk/weight-based in Green Bits.

In addition to converting weight to units, you can also convert/consolidate units into larger units, such as combining individual seeds to a package containing multiple seeds that can be sold as a single unit, or selling multiples of any other unit based product in a single package. In this example, we'll create 6-packs of the individual Blue Dream pre-rolls we created above.

1. Create the new product you'll be converting to

Just as above, create a new product for your 6-pack of Blue Dream pre-rolls and fill in the details. Set the unit of measure as "units", and be sure to enter the total weight of 6 pre-rolls (in this case, 6 grams).

2. Select the individual-unit product

Select product that you want to combine in the Products screen of the Back Office.

3. Select the package ID or SKU to convert from

From the Inventory tab, select Actions > Convert.

4. Fill in the details of your conversion

This will take you to the Convert page, where the individual-unit product will be packaged and converted into a new combined-unit product. Select Search for products and Select the single-unit product you created in step 1.

Next, type the total number of individual units you'll be combining in the Use field. In this example we'll use 60 units to create ten 6-packs.

The Make field will now pre-populate all possible allocations of these 60 units. Select the appropriate one, and just as in the earlier example, optionally specify your own Barcode or use the pre-populated randomly generated one and/or print labels for your new combined units. Select Convert to complete the conversion.

The new combined-unit product you created will maintain its association with the original bulk flower package ID, and selling 1 unit of this new SKU will be reflected as a sale of 6 grams in the state traceability system. You'll also see this reflected on the Packages screen just as in the earlier example, along with all other SKUs associated with the package ID.

**If you've just completed a conversion, it may take several minutes before it's reflected here. If you don't see it right away, check back later and/or refresh your browser window.**

Note: the Total quantity on hand will reflect the unit of measure on the original manifest. In this example the package was received in ounces, but the associated SKUs are measured in grams. Not to worry - Green Bits automatically converts weights for you!

 

Reversing/un-doing a conversion

In most cases, the recommended procedure for correcting errors in the conversion process is to undo and then redo the conversion.

For example, let's say you're converting 50 grams of bulk flower to 50 one-gram pre-rolls, but due to a miscommunication the conversion was done on the incorrect package ID. As a result, we've now converted 50 grams from the wrong package and created a new, unneeded SKU with 50 units at 1 gram each. To resolve this:

1. Go to Inventory > Packages and search for the package ID.

2. Select Actions > Adjust Quantity. A pop-up window will display all products and SKUs associated with this package ID.  

3. Adjust the quantity of the converted SKU from 50 units to 0 units.

4. Adjust the quantity of the bulk product up by 50 grams. 

5. Select Entry Error from the Reason menu, and include a note explaining the error.

6. Go to Inventory > Products and search for the product name or SKU from step 3. Select to pull up the details of this product.

7. Scroll to the bottom of the product detail view, find the SKU from step 3, and Select Actions > Mark Not for Sale. This SKU will not be used/sold again.

If an incorrectly converted SKU has already been sold, please stop sales of this SKU immediately and mark it as Not For Sale, then contact Green Bits support for further assistance.

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