Inventory Management FAQ

This guide provides answers to the most common inventory management tasks and troubleshooting scenarios within Dutchie POS.

1. How do I adjust inventory quantities in Dutchie POS?

To adjust inventory quantities:

  1. Navigate to Products > Inventory in the Dutchie POS Backoffice.
  2. Locate and select the package you need to adjust.
  3. Use the Adjust action to increase or decrease the quantity.

Important Considerations:

  • No Undo Function: Dutchie POS does not have a true "undo" feature for inventory adjustments. If an error is made, you must create a new adjustment with the correct quantity to offset the mistake.
  • Duplicate Package IDs: If a conversion creates duplicate entries with the same package ID, verify room assignments and remove any incorrect package ID attachments.
  • System Crashes: If the system crashes while adding quantity during the receiving process, try restarting the POS, refreshing the browser, or clearing cookies.
  • Cash Discrepancies: For discrepancies such as voided transactions where cash was returned but not recorded, use the Money Adjustment feature in the Backoffice to correct the balance.

2. How do I receive inventory into Dutchie POS?

To receive inventory:

  1. Go to Products > Inventory in the Dutchie POS Backoffice.
  2. Create or open a purchase order or receive order.
  3. Enter product details, quantities, and costs.
  4. For compliance-integrated locations, you can receive directly from METRC by syncing incoming transfers.

Tips and Troubleshooting:

  • METRC Errors: The "Cannot pass null model to Validate" error is a known issue when receiving from METRC. Contact support if standard troubleshooting (refreshing or re-entering data) fails.
  • Cost Corrections: If package costs change after saving (e.g., rounding issues), use the Receive History functionality to edit invoice details and correct the costs.
  • Saving Progress: Use the Edit order function to save your changes without completing the full receive process.
  • Tracking Freshness: Since there is no specific field for third-party vendor harvest dates, you may use the Expiration Date field as an alternative.

3. How do I control which inventory items appear on my online menu?

Product visibility is controlled by several key settings:

  • Online Availability: Ensure the product is set to Available Online in the Dutchie POS catalog settings.
  • Inventory Thresholds: Check threshold settings in the E-Commerce Admin under menu-sync settings; products below the minimum quantity will not appear online.
  • Category Mapping: Verify that items are correctly categorized so they appear in the appropriate menu sections.
  • Room Configuration: Ensure the inventory room containing the product is mapped to your e-commerce menu.
  • Menu Resync: Changes may take 5–20 minutes to appear. You can trigger a manual resync in the E-Commerce Admin for immediate updates.

Note on Deletion: Dutchie POS does not allow for the complete deletion of catalog products. Instead, use the Retire feature (Products > Catalog) to hide products from view without permanently removing the data.

4. How do I fix catalog-to-inventory mapping issues?

If products are not linking correctly between your catalog and live inventory, check the following:

  • POS Availability: Ensure the product is set to Available on Point of Sale in catalog settings and the package is located in a room marked as Sales Floor.
  • Register Errors: If a specific product triggers a blank error at the register, it is often a catalog entry issue. Take a screenshot for support to investigate.
  • Category Changes: Changing a product's category may require relabeling depending on your specific label template configuration.
  • Catalog Exports: You can obtain a CSV of your catalog (including internal IDs and pricing) by contacting support.

5. How do I manage transfer manifests in Dutchie POS?

Dutchie POS supports both wholesale and retail manifests:

  • Retail Manifests: These are automatically generated when delivery information is saved at the POS register.
  • Wholesale/Transfer Manifests: These must be created manually via the Backoffice.

To create a transfer manifest:

  1. Navigate to the Manifests section in the Backoffice.
  2. Select Create Manifest and choose the transfer type.
  3. The To Location dropdown pulls from existing customer profiles. To add an outside vendor, you must first create a customer profile in the Backoffice.

Common Issues:

  • Cost Display: You can control whether a manifest shows retail or wholesale costs under Settings > Location.
  • Duplicate Manifests: These often occur from double-clicking "Receive." If you receive a "failed to delete" error, it means items from that manifest have already been moved or sold.

6. How do I convert inventory units of measure?

Converting a unit of measure (e.g., grams to units) requires a two-step process:

Step 1: Update the Catalog

  1. Go to Products > Catalog and locate the product.
  2. Update the Type and Default Unit fields.

Step 2: Convert the Inventory

  1. Go to Products > Inventory and select the package.
  2. Use the Convert action to transform the package into a different SKU with the new unit of measure and a new package ID.

Important: Be cautious with bulk conversions (e.g., pounds to grams). If quantities appear incorrect after conversion, contact support immediately rather than attempting additional conversions to fix the balance.

7. How do I correct package identifiers (Barcodes, SKUs, and IDs)?

Customizing SKU Formats:

  1. Go to Products > Configure > Formats.
  2. Select SKU from the dropdown and add necessary tokens (a 4-digit sequence token is required).

Shared Barcodes:

For accessories without unique barcodes, go to Products > Catalog and set the Package ID to match the SKU barcode value. Ensure the "Use SKU as Package ID" field is visible in your field settings.

Technical Constraints:

  • Active Invoices: Barcodes cannot be edited while they are attached to an active invoice.
  • Scanner Modes: Scanners used in the Backoffice must be in Keyboard Mode (as opposed to HID Mode used at the Register).
  • Strain Info: To correct incorrect strain data, edit the batch information rather than the catalog entry.

8. How do I finalize inventory packages (Labels, Assemblies, and Splitting)?

Printing Labels:

  • Navigate to the Inventory module.
  • Select packages and use Bulk Actions > Print to generate labels.
  • Configure label size and layout in the label configuration area of the Backoffice.

Assemblies:

Once an assembly is marked as Complete, the action cannot be undone. If you encounter METRC integration errors during completion, verify your connectivity and processing job configurations.

Package Splitting:

Use caution, as the system does not currently validate if split quantities exceed the original source amount. If inventory disappears after a split, contact support for immediate investigation.

9. How do I update lab results for inventory packages?

You can manage lab results (THC, TAC, potency) at two different stages:

  • During Receiving: Enter potency data in the Lab Results section of the receive workflow.
  • After Receiving: Go to Products > Inventory, select the package, and click into the Lab Results section to edit the data.

Syncing to Menu:

Lab results typically sync to your online menu approximately once per hour. If data appears to be missing after an update, allow at least one hour for the automatic resync to occur.

10. How do I set up inventory rooms for sales in Dutchie POS?

Inventory rooms determine where products can be sold and how they are reported:

  • Sales Floor Rooms: Accessible at the POS register for customer transactions.
  • Storage Rooms: Accessible only in the Backoffice; products in these rooms will not appear for sale at the register.
  • Quarantine Rooms: Required for processing returns. You must create a room with this designation to handle return inventory.

Configuration Steps:

  1. Create a Room: Go to Settings > Rooms and assign the appropriate room type.
  2. Vault Register: Go to Settings > Devices to add a register designated as "Vault" for proper money exchange reporting.
  3. Troubleshooting: If products do not appear at the POS, verify they are assigned to a Sales Floor room and that Available on Point of Sale is enabled in the catalog.
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