Perform regular audits to make sure the physical quantities of the inventory in your store match the quantities in Green Bits.
Develop a regular auditing schedule
Regular, consistent audits save you time and effort and can prevent small discrepancies from becoming much larger and more complicated compliance headaches down the road.
Develop and stick to a consistent schedule of auditing one or two Product Types each day, preferably just before or shortly after opening, or toward the end of the business day when it's less busy.
It can also help to strategically audit Product Types with less inventory on busier days of the week, and Product Types with more inventory on slower days (if you have them!).
How an audit in Green Bits works
When you perform an audit, you record your physical inventory quantities in a text file or spreadsheet and then upload the file in Back Office. Green Bits compares the inventory in your uploaded file against the quantities in Green Bits.
You will perform an audit with your Socket Mobile barcode scanner, scanning each individual unit into Google Docs.
If you find any discrepancies during your audit, you can make adjustments before you confirm your audit so your digital quantities match your physical quantities.
If you need to investigate a discrepancy further, you can save the audit and come back to it later or exclude specific items from the audit and proceed with the rest of your items.
Things to keep in mind about audits
- Weight-based items and unit-based items should be audited separately.
- Stop sales of the items you are auditing until you finish counting. Once you complete your count, you can resume sales even if you don't have time confirm and submit the audit right away. The audit tool has a feature to automatically account for any sales that happened between completing the count and finalizing the audit.
- The audit tool only works with .txt files (for unit-based inventory using your barcode scanner) or .csv files (for weight-based inventory and hand counts).
- Make sure all Products under a Product Type have the same unit of measure. For instance, categorize weight-based flower and pre-pack flower under separate Product Types, and use the convert tool to move weight-based inventory into units where appropriate. This streamlines auditing because inventory must be audited by Product Type and/or vendor, and there are separate processes for auditing weight-based inventory versus unit-based inventory.
The process will be different depending on what type of inventory you'll be auditing: