Greenbits is designed to automatically keep your inventory accurate and in sync with Metrc. However, mistakes happen, and sometimes human error or a technical issue might lead to a discrepancy between the two systems.

Use this guide to identify and investigate discrepancies between Greenbits and Metrc.

Identify discrepancies

There are two main strategies for identifying discrepancies:

Compare sales totals

Go to the Sales Summary Report in Back Office. Select a date or date range, and note the Net Sales under the Marijuana column.

Oregon: if you have tax-exempt hemp products that are tracked in Metrc, run this report for the same date range and add the total of your hemp Product Type(s) to your Net Sales.

net_sales_highlight.jpg

Next:

  1. Log in to Metrc and go to Admin.
  2. Select Reports.
  3. Select Reporting Console.
  4. Select Monthly Sales Report.
  5. Enter the same date or date range you entered in Greenbits.

This total should match the net marijuana sales from Greenbits. If not, continue to the next section to investigate further. 

Compare package quantities

  1. In Greenbits, go to Inventory > Packages. By default, this shows all Active packages listed in ascending order by package ID.
  2. In a separate window, log in to Metrc. Select the Packages tab, and then the Active tab. Sort the list by Tag, so your packages are listed in the same order as in Greenbits.metrc_packages_active.jpg
  3. Compare the lists side-by-side, paying close attention to the Quantity columns. If you see any discrepancies, note the package IDs and continue to investigate discrepancies below.

Always compare Package quantities, not Product quantities

Remember that due to conversions a single package might be linked to more than one Product/Barcode (SKU) in Greenbits. For this reason, always use the Packages page when comparing quantities between Greenbits and Metrc.

For example, this package of Blue Dream Buds shows a quantity of 454 g in Metrc:

metrc_blue_dream_454g.jpg

In Greenbits, the corresponding Product shows a quantity of 424 g from this package. If you compare a Metrc package to a Greenbits Product, you might conclude that there's a discrepancy of 30 g.

blue_dream_gb_424g.jpg

But the Packages page shows there are two other Products associated with this package. The total quantity of all three Products in Greenbits is 454 g, the same as in Metrc.

packages_page_13798_454g.jpg

To view an exact breakdown of how the 454 g total is distributed across these three Products, select Actions > Adjust Quantity.

adjust_package_13798.jpg

 

Investigate discrepancies

If you get an error message in Back Office that says you can't adjust or close a package, it means there is a discrepancy between Greenbits and Metrc that you need to investigate and resolve first.

Follow this process to investigate discrepancies any time you get one of these error messages, or if you happen to notice a discrepancy on your own.

  1. In Metrc, export the Package History in .xlsx format.
    • From Packages > Active, select Screen_Shot_2019-10-22_at_4.15.51_PM.png on the left to expand the details of a package.
    • Select the History tab.
    • Export the package history by selecting Screen_Shot_2019-10-22_at_4.17.16_PM.png on the right.
    • Select Excel (.xlsx).
  2. In Greenbits, look up the package ID on the Packages page and note each Product associated with the package.products_associated_with_13798.jpg
  3. Download an Audit Log for each Product.
  4. Combine the Audit Logs into one sheet.
  5. Compare your combined Audit Log from Greenbits with the Package History Export from Metrc and look for any differences between them. 

What to look for in a Package History Export

Each row represents a specific action. The main things to look for are actions that changed the quantity of the package, such as:

  • "Sold..."
  • "Sales Return..."
  • "Package adjusted..."
  • "Used [quantity] for Package [ID number]". This means the package was split or merged.

Also, pay close attention to the Sources and External App columns.

PHE.jpg

"API" in the Sources column and "Greenbits" in the External App column indicates something that Greenbits reported to Metrc.

  • For each action attributed to Greenbits, look for a corresponding action in the Audit Log.
  • Make sure the Audit Log and Package History Export reflect the same quantities of sales and adjustments, and there are no duplicates in the Package History Export.

"User" in the Sources column indicates something that you or another user did directly in Metrc.

  • After a package is accepted (see above, row 4), there should be no further actions with "User" in the Sources column. Everything after this point should be done in Greenbits.
  • If you see sales, adjustments, splits, merges, or any other "User"-attributed actions that changed the quantity, then you've found the cause of your discrepancy!

Next steps

Once you've identified a discrepancy, contact us and provide as much detail as possible, such as:

  • The store location (if you have multiple stores).
  • Affected package ID(s).
  • Quantity of affected package(s) as reflected in Metrc.
  • Quantity of affected package(s) in your physical inventory.
  • The Package History Export file(s) from Metrc.
  • Any insights or potential causes you've identified after completing the above steps.

Our support team will advise you on the best way to resolve the discrepancy and how to avoid similar problems in the future.