Inventory Management Guide

Access Product Management

Navigate to Admin → Product Management → Add Product

Enter Basic Product Information

• SKU: Unique identifier (auto-generated or custom)
• Name: Product display name
• Category: Flower, Edibles, Concentrates, etc.
• Subcategory: Indica, Sativa, Hybrid, etc.
• Brand: Manufacturer or brand name

Configure Pricing Structure

For Weight-Based Products (Flower):

• Base Price: Per gram pricing
• Pricing Type: Select "weight"
• Stock Unit: "g" (grams)
• Sellable Weights: Configure presets (1g, 3.5g, 7g, 14g, 28g)

For Fixed-Price Products:

• Base Price: Unit price
• Pricing Type: Select "fixed"
• Stock Unit: "unit"

Set Initial Stock Levels

• Stock Quantity: Current amount in inventory
• Low Stock Threshold: Alert level for reordering
• Maximum Stock: Optional upper limit
• Cost Per Unit: Purchase cost for margin calculations

Cannabis Product Information

• THC Content: THC percentage
• CBD Content: CBD percentage
• Strain Type: Indica, Sativa, or Hybrid
• Terpene Profile: Dominant terpenes
• Lab Results: Testing certificate numbers
• Harvest Date: For compliance tracking
• Batch/Lot Number: Traceability information

Create Product Categories

Navigate to Admin → Category Management

• Name: Category name (Flower, Edibles, etc.)
• Color: Visual identifier for quick recognition
• Icon: Optional icon for category
• Sort Order: Display position in POS

Organize Products by Category

• Assign products to appropriate categories
• Use subcategories for detailed organization
• Apply color-coding for visual scanning
• Set category-specific pricing rules

Initiate New Count

Navigate to Admin → Product Management → Inventory Count

• Select products to count (individual or category)
• Choose count type (full inventory, spot check, cycle count)
• Generate count sheets if needed
• Lock inventory for counting period

Count Process

• System displays expected quantity
• Enter actual counted amount
• Note any discrepancies or issues
• Submit count data
• Review calculated variance

Variance Handling

Variance Level	Action Required	Approval Process
Small (<5%)	Auto-approved	Stock adjusted immediately
Medium (5-15%)	Manager approval	Explanation required
Large (>15%)	Investigation required	Detailed review process

Common Variance Causes

Operational Issues:

• Data entry errors in transactions
• Unreported breakage or damage
• Sampling or testing not recorded
• Transfer between locations not tracked

Security Concerns:

• Theft by employees or customers
• Unauthorized consumption
• Diversion to unauthorized parties
• Break-ins or robbery

System Issues:

• Incorrect initial stock entry
• Software calculation errors
• Network synchronization problems
• Data corruption or loss

Create Purchase Order

• List expected items and quantities
• Include costs and vendor information
• Set delivery dates and terms
• Generate PO number for tracking

Process Receipt

• Verify received items against PO
• Enter actual quantities received
• Note any discrepancies or damage
• Update stock levels automatically
• Generate receiving report

Quality Verification

• Inspect product quality and condition
• Verify lab test results and compliance
• Check packaging integrity
• Confirm accurate weights/quantities
• Update product details if needed

Manual Stock Adjustments

Navigate to Product Management → Select Product → Adjust Stock

Valid Adjustment Reasons:

• Damage/Loss: Products damaged or expired
• Sample/Testing: Products used for quality testing
• Transfer: Movement between locations
• Correction: Fix data entry errors
• Theft: Documented security incidents
• Compliance: State-required destruction

Automatic Adjustments

• Sales Deductions: Automatic reduction on completed sales
• Inventory Counts: Adjustments from count variances
• Returns/Exchanges: Stock restoration from returns
• System Corrections: Automated error corrections

Alert System Configuration

• Per-Product Thresholds: Custom minimums for each item
• Category Defaults: Standard thresholds by product type
• Seasonal Adjustments: Modified levels for demand fluctuations
• Notification Settings: Email, SMS, or dashboard alerts

Reorder Process

1. Review current stock levels and alerts
2. Analyze sales velocity and trends
3. Calculate optimal order quantity
4. Check vendor availability and pricing
5. Submit purchase order
6. Update expected delivery dates

Access Label System

Navigate to Admin → Product Labels

Select Products for Labeling

• Individual Selection: Choose specific products
• Bulk by Category: All products in a category
• New Products Only: Recently added items
• Price Changes: Products with updated pricing

Configure Label Format

• Size Format: Standard sizes (2"x1", 3"x2", etc.)
• Information Included: Select data fields
• Barcode Type: UPC, Code 128, QR code
• Quantity Needed: Number of labels per product

Report Generation Process

Navigate to Admin → Reports → Inventory

1. Select Report Type: Choose from available templates
2. Set Parameters: Date range, categories, products
3. Apply Filters: Specific criteria or thresholds
4. Choose Export Format: Screen view, CSV, PDF, email
5. Schedule: One-time or recurring reports

Daily Routine

• Review Low Stock Alerts: Check dashboard for reorder needs
• Process Receipts: Update inventory for new deliveries
• Check Expired Products: Remove outdated inventory
• Monitor Fast Movers: Track high-velocity products
• Verify High-Value Items: Spot check premium products