Prevent negative inventory: scan every item and use the Prevent Sales setting
Wouldn't it be great to avoid negative inventory?
Greenbits has a feature that watches your packages as they sell at the Register. The moment a barcode (SKU) sells out, the Prevent Sales feature will remove it from the Register.
Managing inventory is a group effort; everyone must work together to ensure that the correct inventory is attached to your sale.
Greenbits provides two features to prevent selling the wrong product:
Automatically remove zero-quantity inventory from the Register
The Prevent Sales When Quantity Reaches 0 setting allows Greenbits to monitor your inventory levels and automatically marks them as Not for Sale when they hit zero or go negative. Additionally, if the budtender scans an item with zero-quantity or scans an item that causes inventory to go negative, they will require a manager override to sell the product.
This setting will not affect inventory status in your state traceability system. Metrc users will need to close/finish a package using this process.
Why can I still go negative with "Prevent Sales When Quantity Reaches 0" turned on?
Greenbits Register is designed as customer-first. If your budtender rings over the available product, Greenbits does not prevent that sale from going through but the sale will require a manager override. The thought is that by allowing sales like these to go through is a customer benefit.
For instance, if you have only one item available on a certain barcode (SKU), but the budtender rings up four items for this barcode (SKU), Greenbits will permit this transaction. When the budtender scans the items, the Register will:
- Warn the budtender that selling the items will result in negative inventory.
- Give the budtender the option to continue the sale: Yes or No.
- If Yes, a manager must enter their PIN to proceed with sale.
This product will now be listed in the Back Office as -3.
The best way to prevent negatives or selling from the wrong package is to have budtenders scan each item at the Register to make sure it's pulling from the correct package ID.
Barcode every item to reduce your Inventory Discrepancies
For any items that do not come pre-barcoded, it's important to barcode them by printing barcode labels in the Back Office.
Because any pre-rolls and pre-packs that print from the Back Office will be barcoded with package labels, this process will most likely apply to your concentrates, cartridges, vapes, etc.
Product came with a barcode? Use that!
You know those products that already come with a barcode? This could be your edibles, cartridges, some of your concentrates, topicals, and so on.
Did you know you do not need to re-barcode these products?
Typically, these barcodes are specific to the unique RFID tag. So the distributor will most likely barcode these items with a barcode that has a unique barcode (SKU).
All you need to do when you are intaking your products is:
- Open the manifest from your Incoming page.
- Click Edit next to the barcode field.
- Enter the full barcode as it appears on the physical product.
TIPS & TRICKS: Be sure to enter the full barcode number. Sometimes there are two numbers to the left and the right of the barcode.
Scan every item at the Register for accuracy
Many budtenders treat cannabis sales like they would treat grocery store sales, but the process is not the same.
Each of your products has a unique barcode (SKU) that ties directly back to the original package ID/lot number. If you have four of the same item in your cart, each of these items may be associated with a different package ID/lot number.
Greenbits has tried to prevent you from assuming that all package are the same by preventing multiples at the Register. For instance, we do not offer x10 option for a product because it tends to throw you out of compliance.
To prevent negatives or selling from the wrong package, budtenders should scan each item to make sure it's pulling from the correct package ID. For example, if you have Bubba Kush pre-rolls from two or three different package IDs, you want to make sure you scan each one so it pulls from the correct location.
To ensure that every item is scanned at the register, you can limit the ways that budtenders can get around scanning. For instance, the Register will allow you to add products to the shopping cart by name. You can turn this setting off in the Back Office.
Dispensaries that turn off the ability to manually add products at the Register report an increase to their inventory accuracy by 10%-15% through this action alone.
Turn off Manually Adding Products
To turn off Adding Products Manually:
- Under Settings > Roles, open your Budtender role.
- Expand the portion of Make Sales.
- Un-check the option for Manually add item. This will ensure that all items must be scanned at the Register.
Many budtenders still find a way around scanning each item, even if they cannot manually add products. For instance, much like a grocery store, a budtender can hold a single item in their hands and scan it multiple times. It's important to also train each budtender for each item to be scanned.
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