Inventory management with Dutchie POS Backoffice: key terms and definitions

Things to know

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Inventory management in Dutchie POS Backoffice key terms and definitions

• Add To Order - Add items to a manifest in bulk instead of selecting them one at a time in the manifest tool. 
  
   
• Assign Status - Inventory statuses give your staff an asynchronous way to communicate about the current state of your inventory in the Dutchie Backoffice. To assign or change the status of your inventory, go to Products > Configure > Inventory statuses.
  
   
• Assign To Batch - Typically used for new items in processing or cultivation facilities that require a new batch number or if you’ve forgotten to add this to an item during receiving. This allows you to edit or add a batch number to an existing package in your inventory.
• Audit - Count your physical inventory for compliance purposes and loss prevention.
  
   
• Lot name/batch ID:  A unique numerical identifier associated with a specific batch of cannabis. This is a way to distinguish separate batches of the same product. It is also used by regulatory bodies to monitor quality control and testing – especially, but not limited to, food-based cannabis products.
  
   
• Change Vendor - Typically used when the incorrect vendor was selected during the receipt of items. Use this to change the vendor associated with an item or to retroactively change reporting for these items.
  
   
• Combine - Perform this action to combine two or more packages into one item. Typically used when items require additional testing after they’ve been combined or items of the same batch number or lot number need to be combined. 
  
  Note: Products cannot be un-combined after they have been combined.
  
   
• Convert - The process of turning raw cannabis material, such as dried flowers or leaves, into a more refined or concentrated form for medicinal or recreational use. This should only be used if the product is turning into an entirely different form of cannabis.
  
   
• Create Package - This is used when it is necessary to create smaller quantities of cannabis packages (essentially splitting your inventory)  to be split between locations. This is a common practice for cannabis wholesale licensees using Dutchie POS. 
  
  Note: This is different from Sublot, which is used for splitting bulk cannabis for testing purposes.
  
   
• Destroy - Similar to an Inventory adjustment, this allows you to completely remove a package from your current and active inventory. This will not remove the record from your historical packages and can be brought back by conducting an inventory adjustment. 
  
  Note: This action should only be conducted on items that have expired or otherwise need to be destroyed in your inventory and brought to a quantity of zero. You cannot choose a quantity when you use the Destroy function.
  
   
• History - See the full history of your active inventory. This history includes actions like conversions, sales, combining, adjustments, and more. 
  
   
• Integrated - Your POS is required to be connected to a state traceability system like Metrc, BioTrack, CCRS, etc.
  
   
• Lab Sample - For licensees that are required to submit testing through their state traceability system like Metrc or BiotrackTHC. Allows the user to submit the same API calls to those systems without having to conduct these actions outside of Dutchie POS.
  
   
• Manifest - The act of sending active inventory to other locations, affiliated or nonaffiliated.
  
   
• Move - Move your active inventory into virtual storage areas (rooms) that represent the physical split of your inventory at your licensed facility.
  
   
• Non-integrated - Your POS is not required to be connected to a state traceability system like Metrc, Biortrack, CCRS, etc.
  
   
• Package | External Package ID - Found on your inventory packages if you are a licensee who is required to submit sales to Metrc.
  
   
• Package | Package ID - A scannable barcode number associated with your inventory items. This can be edited, but it is best practice to keep the same package ID throughout the package's life cycle.
  
   
• Receive - Performed in the Receive Inventory module. Involves accepting active packages into your inventory without regard to whether they contain cannabis.
  
   
• Rooms - Virtual storage areas that represent the physical split of your inventory at your licensed facility. See Manage inventory records in Rooms and Subrooms.
  
   
• SKU: Stock keeping unit is used as a unique identifier for product catalog entries.
  
   
• Sublot - (BioTrack Only) Used when it is necessary to create smaller quantities of bulk cannabis (essentially splitting your inventory) for testing purposes. This is a common practice for cannabis wholesale licensees using Dutchie POS. Learn more.
  
  Note: This is different from Create a Package, which involves splitting inventory between locations
• Transactions - This action allows you to see a chronological list of all transactions with this inventory package. This data includes wholesale and retailer transactions and even provides data like unit price and cost for these items as well as data surrounding the individual who sold the item and the customer who purchased it. 
  
   
• Transfer To Cultivation - For cultivators that are receiving plants, immature plants, or clones from another cultivator as a transfer. This allows you to add these plants to your cultivation tool rather than track them as inventory packages. 

Additional reading

• Learn how to manage inventory in Dutchie POS