Steps
1. Understand how inventory moves in Meadow Inventory enters the system through purchase orders from distributors and leaves through sales to customers. When something falls outside that normal flow -- a broken product, a miscounted package, a discovered discrepancy -- you need to make a manual adjustment. Meadow has two tools for this: reconciliations and cycle counts.
Always make inventory adjustments in Meadow, never directly in Metrc. Adjustments made in Metrc do not sync back to Meadow, which causes errors in sales reporting and puts you out of compliance.
2. Use reconciliations for known discrepancies A reconciliation is the right tool when you already know what happened. For example, two glass jars broke and are no longer sellable -- use a reconciliation to remove those two units from inventory. Reconciliations can add or subtract inventory.
To create a reconciliation, navigate to the product or package in Inventory, click the three-dot menu, and select New Reconciliation. Enter the quantity change (not the final total), add a note explaining the adjustment, select the correct package, and click Create Reconciliation.
3. Use cycle counts to confirm quantities and find discrepancies A cycle count is a physical count of your products to verify that what is on the shelf matches what Meadow expects you to have. The BCC requires a physical inventory count at least once every 30 days. Many stores count weekly and break it down by category -- flower on Monday, edibles on Tuesday, concentrates on Wednesday, and so on.
4. Understand cycle count statuses A cycle count moves through three statuses:
Open -- the count is active. You are physically counting and logging product quantities.
Submitted -- physical counting is complete and submitted for manager review. You can reopen or edit a submitted count if corrections are needed.
Closed -- the manager has finalized the count. Inventory updates to the physically counted quantities. No further edits can be made.
5. Review a submitted cycle count before closing Before closing, sort discrepancies from largest to smallest and investigate any significant differences. Check for missing products -- items Meadow expected to see that were not counted. If the count was thorough, you can clear missing products from inventory by adding an action. Review any conflicts -- changes that occurred during the count such as sales, transfers, or received purchase orders.
6. Close the cycle count promptly Close the count the same day the physical count is completed. The longer a count sits in Open or Submitted status, the more conflicts accumulate, which reduces accuracy. Conduct cycle counts while your store is closed whenever possible to minimize conflicts.
7. Use inventory transactions to trace changes If there is ever a question about how you arrived at a specific inventory number, go to Inventory Transactions for that product. This is a full historical record of every inventory change -- purchases received, sales, reconciliations, cycle count adjustments, and transfers.
Tips
Never adjust inventory directly in Metrc. Always use Meadow. Changes made in Metrc do not sync back and will cause compliance errors.
Cycle counts are location-specific. A count in the vault does not affect quantities on the sales floor. Run separate counts per location.
When reviewing a submitted count, do not delete an action if a product was entered incorrectly. Add a new action to correct the quantity. This keeps your count history intact.
Select a Metrc adjustment reason for every reconciliation or cycle count change on a cannabis product. This is required for Metrc reporting.
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