Adjusting inventory is an expected part of running a dispensary and signals to the government that you perform regular audits. Best practices are to audit regularly, at least weekly, in order to find any differences between on-hand inventory and quantities in KlickTrack.

 

After auditing, it’s important to adjust your KlickTrack inventory quantities to match what’s on hand and enter detailed notes explaining why you're making the adjustment. This article shows you how to make adjustments in KlickTrack and shares some tips and tricks when making adjustments.

 

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Adjustment Note Best Practices

 

• Be thorough and detailed. Your adjustment notes should clearly articulate what was determined as the root cause of the adjustment or what steps were made in your research.
• KlickTrack submits adjustments as “Inventory Audit” (note - this may change with the transition to CCRS).  We recommend entering a note that provides additional context instead of leaving a vague note such as "performing an audit" that shows your store did investigations based upon what was found (see details below on Common Examples).
• Anticipate questions that a state inspector may ask and ensure the answers are within your adjustment notes. Adjustment notes are reported exactly as you enter them, so be sure to enter notes that would be clear if read by the state.
• Detailed and complete adjustment notes show to the state that you’re focused on maintaining compliance through thorough records. Inversely, inspectors might see a lack of adjustments notes as a red flag that your adjustments are not occurring frequently, are vague, or are incomplete.
• It's a good idea to also include your name or initials in your note, just in case your teammate or the state needs to ask any follow-up questions.

 

 

Adjust the quantity of a barcode

 

 

 

 

 

From the Dashboard:

 

1. Navigate to the Inventory Management section.
2. Select Products.
3. Select the Search Bar.
4. Select Barcode.
5. Enter the item barcode.
6. Select the barcode.
7. Select Adjust Qty.
8. Enter the total remaining quantity.
9. Enter the note of why the adjustment was made.
10. Select Save.

Want to review a report of all quantity adjustments made at your shop? Navigate to the Inventory Adjustments Report under the Inventory Analytics section of your KlickTrack Dashboard.

 

Common Adjustment Examples

The basic formula we recommend using in all Adjustment notes is:

“How did you find the discrepancy” + “What did you do & where did you look to try and find it” + “Remediation steps (if applicable)” + “Employee Initials”

 

Below we included some common adjustment reasons and examples of Adjustment Notes using this formula.

 

One found / one missing

Example: When a budtender accidentally grabs the wrong product SKU than what was sold through the POS, your inventory levels on both SKUs will be off by 1 each. Sometimes you may only find the one that was over or under at first.

 

Explain this case in more detail:

• “This sku was sold but an incorrect sku was provided to the customer. Audited the products and found the other impacted sku. Adjusting to account for the balance. [EMPLOYEE INITIALS]”

 

And vice versa for the other product:

• “This sku was given to the customer but a different sku was sold through the POS. Audited the products and adjusted the correct sku. Adjusting to account for the balance. [EMPLOYEE INITIALS]”

 

Light Damage / Naturally Degraded

Example: Products put under display case lights for long periods of time or that generally sit in stock for months can become unsellable to consumers. Flower products can begin to brown and concentrates melt which makes it better to destroy or return the products instead of keeping them around.

 

Explain what happened to the product and what you’re doing:

• “The product is unsellable due to degradation, quarantined for destruction on [DATE] due to light damage. Destroyed on [DATE] by [EMPLOYEE NAME] and adjusting out of inventory. [EMPLOYEE INITIALS]”

 

Reason Unknown

Example: If you found 1 product missing from your inventory and you don't know the exact reason.

 

In inventory management, one-offs are semi-normal depending on how many you find. The typical reason is that there was an offset out there somewhere that was made that you can't find (offset as in an adjustment in or discrepant count on the receipt that added one unit which didn't exist to counter the one you're removing from inventory), there was a general miscount at the receipt, it's hiding under the racks somewhere or theft. The state wants to see that you tried to find it but understand, within a reasonable threshold, that there will be discrepancies at times.

 

Explain what you did to find it and that you couldn't.

• "Counted lot during audit & found quantity discrepancy. Searched inventory in vault & on sales floor, reviewed surveillance tapes but could not find product MGM"