Investigate your Negative Inventory with Audit Logs

So you have found a negative package/lot in Green Bits. So where can you look to find out how and where this package/lot was oversold?

This article will walk you through how to investigate your negative inventory using audit logs and Microsoft Excel or Google Sheets. 

For more information on how to prevent negatives, read: 


Part 1 - Find your Negative Inventory

 

If you want to read more about how to find your Negative inventory, be sure to read Find your Negative Inventory.  
 

Part 2 - Export your Audit Log

For any barcode SKU associated with a negative package, you’ll want to schedule an in-store audit.  You’ll need to count every SKU on hand to know how to make the adjustment in your back office. After you adjustment your inventory will then be pushed to the state traceability system.

Audit Weight-Based Inventory

Audit Unit-Based Inventory


But how do you know why these went negative? 

If it's not obvious, you can use our auditing tool to investigate further and determine the Reason for these adjustments. 

To export an audit log:

  1. Open the Product Page and search for the SKU or Package ID that you would like to audit. 
  2. Click the product name to open the product page. 
  3. In the upper right hand corner, click the hamburger menu, and click Audit Log. 
  4. An audit log  will be emailed to the user who is logged in. 


The Audit Log includes all activities logged on this product, from accepting the inventory, selling the inventory, returns, all adjustments, etc.  This will allow you to see who may have oversold or may have misadjusted the product, and may provide answers for your team. In our next video we’ll pull it up and do a deeper dive.


A few things to note about Audit Logs:

  • Audit Logs can only be pulled on a Product Level.  There is no way to audit a specific package ID at this time. 
  • Audit Logs will include every SKU associated with this product.
  • Audit Logs will appear in your inbox as a zip file.  Green Bits zips this file, otherwise the file size will be too large for you inbox and in many cases will get sent straight to your Spam folder. 
  • You will need Microsoft Excel or open for free with Google Sheets.


Part 3 - Audit Log Analysis

 

If you requested an Audit Log, it was emailed directly to the user who was logged in.  

Be sure to open your email, download the zip file, and open the downloaded csv in either Microsoft Excel or Google Sheets.

The Audit Log is a chronological order of the history of this product.


Let’s look around the Audit Log: 

  • Time of the activity is on the left;
  • Barcode SKU, 
  • Package ID;  
  • Action like New Inventory, Sale, Voids, Returns, Split Inventory etc. 
  • Quantities associated with that action;
  • Destination Package ID for any split inventory;
  • And then some further information like the Username of who performed this function, Receipt IDs for any sales, Notes, etc.

 

 

Filter your Package ID

If you're investigating one package in particular, you can “Filter” to only show this Package ID option. 

To filter in Excel: 

  1. Click Data.
  2. Click the Filter button. A drop down error will appear next to each column.
  3. On Column C, Package ID click the drop down error.
  4. Uncheck all of the packages you're not investigating, and only keep the box checked next to the package ID (s) you're investigating.

To filter in Google Sheets: 

  1. Click the Filter Icon.  A stripped error will appear next to each column. 
  2. Follow steps 3 - 4 above.


Why filter by package ID?  

You can see everything that occurred on this individual package IDs over time.  Using the SUM function or even by dragging your cursor over the quantities, you can get an idea of 

  • When the package went negative
  • The time the package went negative
  • Who performed the action (sale or adjustment) that went into the negative & continued to sell in the negative 

For instance, you know that once the SUM of this package hits 0,  every user associated with a sale after that point sold into the negative.  

To see an example of this, watch the video here


 

Finding patterns in the Audit Log

The largest benefit you can get from the Audit Log is to look at behavior patterns.   When certain actions are performed, it can point you in the right direction of what to audit.

Some behavior patterns to look for when auditing: 

  • Accepting a Package when you still have quantity in a previous Package.  
    • If there are sales of the new package prior to selling out, then you'll want to Audit each of these SKUs.  Your team may have sold the wrong package. 
  • Back to back Conversions on one package ID. 
    • One of these may be erroneous and not reflect what you have on your shelves. You'll want to audit this SKU.
  • An adjustment that puts the package into negative. 
    • Sometimes this can be 2 adjustments in a row. One of them was an error.  
    • Sometimes this can be an adjustment made on the wrong package.  Read Investigate Erroneous Adjustments
  • Splitting the package but then sales performed on the same day. 
    • If you split a package in Green Bits but did not mark that package Unsellable, your team may have continued to sell from this package.  The most likely culprit is if your team Adds Product by Name at the register.
  • Many Products with similar names


If you allow Budtenders to Add Products to the register “By Name” then selling the wrong Package ID or wrong SKU is a common occurrence.   

Errors like a Budtender choosing the wrong SKU at the register are fully preventable. Be sure to check out our articles on how to Ensure Compliant Inventory at the Register for tips on how to avoid this, such as 

  • Barcoding every item; 
  • Scanning every item at the Register;
  • and turning off the “Add by Name” functionality.  

Let’s say you did find a discrepancy where it was clear you sold from one package when it should have been another. The next steps would be to perform an in-store audit of these SKUs, and make a contra-adjustment.  Contra adjustments, ie - increasing the quantity of one package the same amount & same time as you decrease the quantity of another package,  are important to help your store stay in compliance.

Auditing Packages with Multiple SKUs

On an Audit Log export, you can see every activity of this particular product. 

If you want to see everything that happened on a multi-SKU product, you’ll need to follow these same steps. 

  1. Go to the Packages page. 
  2. Follow the steps to See all SKUs associated with your Package
  3. Open the Products page in another Tab. 
  4.  For each SKU, follow the steps to Export your Audit Log


PRO-TIP: Some customers will filter out the activity of a specific package ID across all of their products, and then combine these into one spreadsheet.  This is especially helpful for customers who perform many conversions.  

Investigate Erroneous Adjustments

If you see an adjustment was made erroneously, you can go to your Adjustments Report for that day & see who made the adjustments and what other adjustments were performed that day.  The person who made the adjustments may have more insights. 

To run an Inventory Adjustment Report: 

  1. Click on Reports tab. 
  2. Click on Other Reports.
  3. Scroll down until you see Inventory Adjustment Report. 
  4. Run an Adjustment Report on the same day as the previous adjustment.  


Investigate similar named Products

If your team Adds Products by Name at the register, then they could have accidentally chosen a product with a similar name.  

Barcoding every item, scanning every barcode, and regularly auditing product with similar names and vendors can help keep your inventory clean. 

  1. Open theProducts page. 
  2. Search for Products with a name similar to this product. 
  3. Perform an in-store count each of these products on hand to see if there may be some accidentally sold under a different product name. 
  4. Make contra-adjustments as needed.


Preventing Negatives

With the audit log you can uncover useful  insights into the history of each product in your store, and do cross-comparisons with your inventory on hand.

The best way to prevent negatives is with constant and continue audits

A good goal is to perform these at least once a week, and to always keep a pulse on any negative inventory in your store to help you stay compliant. 


Fast tips for getting the most out of Green Bits:


Schedule audits with Green Bits Audit Tool: 

Audit Weight-Based Inventory

Audit Unit-Based Inventory

 


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

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