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Audit Shield · Inventory

One operational inventory state. Never competing truths.

No website inventory, POS inventory and delivery inventory that drift apart. Every package carries one state, every unit one status, and every movement is an attributed, timestamped entry that is never rewritten. Metrc is the regulatory system of record; Smoke Alarm's ledger is reconciled against it, never assumed to match it.

Book a DemoHow reconciliation uses it
  1. ManifestVerified
  2. ReceiveReview
  3. InventoryVerified
  4. StorefrontPendingPlanned
  5. POSVerifiedPreview
  6. PaymentVerifiedPreview
  7. MetrcPendingPreview
  8. DispatchPendingPlanned
  9. DriverPendingPlanned
  10. CustomerPendingPlanned
  11. ReconcileVerified
  12. EvidenceVerified
Audit Shield records a status at every stage. The chips above follow one example transaction from the dock to the audit log.
Catskill Cart 1 g · Evergreen Dispensary (simulated)
1A4FF0100000022000004190
Simulated
Movements ledger for one simulated package
WhenEventQuantityRecorded by · reason
Mon 08:12Manifest received+60
R. Ortiz (receiver)
Manifest 0000112233, line 2; manager confirmation recorded for a 5.00% variance on another line.
Mon 08:14Accepted60 on hand
M. Chen (manager)
Receiving rules ALLOW; lab passed in the state system; packaging checked.
Tue 14:03Sold−1
Register 2 · shift 41
Sale S-20931; age verified by scanned ID; compliance gate passed.
Tue 14:41Sold−2
Register 1 · shift 40
Sale S-20957.
Wed 06:00Counted54 counted
J. Walker (inventory)
Cycle count, vapes. Ledger expected 57: variance −3 → finding SA-002.
Wed 09:20Adjusted−3
M. Chen (manager)
Investigation INV-118 approved: three units found damaged in the back stock and written off with photos (SHA-256 on file).

Illustrative ledgerA fictional package on a fictional dispensary. The event names are the 25 the ledger records; the people, sales and quantities are made up.

Inventory lifecycle

The states a package can be in.

The target lifecycle the platform is built toward, and where each state stands in the code today. Storefront and delivery states arrive with those modules; until then they are shown as roadmap, never as live.

  1. Available
  2. Reserved
  3. Sold
  4. Delivery assigned
  5. Driver custody
  6. Quarantined
  7. Return pending
  8. Returned
  9. Recalled
  10. Expired
  11. Destroyed

  • Available

    Available

    Accepted at the dock and sellable; a unit on hand.

    In the code today as: Accepted — sellable, unit on hand

  • Reserved

    Planned

    Held for an order placed on the storefront, so the shelf never promises stock twice.

    Arrives with Smoke Alarm Storefront; no state exists for it yet.

  • Sold

    Available

    A completed sale at the register; the package is depleted when its last unit goes.

    In the code today as: Sold out

  • Delivery assigned

    Planned

    A prepaid order picked, packed and put on a run.

    Arrives with Smoke Alarm Delivery; no state exists for it yet.

  • Driver custody

    Planned

    The driver has scanned the package out; a failed delivery returns it, reconciled.

    Arrives with Smoke Alarm Delivery; no state exists for it yet.

  • Quarantined

    Available

    In inventory, not sellable, with the warning that put it there; on hold while a person inspects it.

    In the code today as: Quarantined, On hold, unit quarantined

  • Return pending

    Available

    A vendor return has been requested and the package waits to leave.

    In the code today as: Return to vendor pending

  • Returned

    Available

    Back with the vendor, the claim recorded.

    In the code today as: Returned to vendor

  • Recalled

    Available

    A recall or a failed lab test blocks the package from sale.

    In the code today as: Recalled, Failed lab test

  • Expired

    Available

    Past the expiration date the label, the vendor document or the state system gave.

    In the code today as: Expired

  • Destroyed

    Available

    Destruction requested, then recorded, with its reason.

    In the code today as: Destruction pending, Destroyed

Also carried today, before a package becomes inventory: Awaiting receipt.

Available
Available features still require store setup and authorized data. This is not a connected-account status.
Planned
Not available yet.
Movements ledger

Append-only, attributed, timestamped.

A movement is never edited. A corrected count is a new line that points at the one it corrects; a write-off carries the approval that allowed it; a sale carries the transaction that caused it.

  • Who, when, why

    Every entry names the person or the register that recorded it, the moment, and the reason. Nothing is deducted from inventory automatically without a record saying why.

  • Approvals attached

    An adjustment with no approved correction behind it is itself a finding (SA-018). The investigation that approved a write-off is linked from the line.

  • Reconciled against Metrc

    Expected on hand from receipts, sales and movements is one of the four sources Audit Shield Reconcile compares. The ledger is checked, not trusted.

Lifecycle events

The 25 events the ledger records.

From the manifest to destruction, each event is a named type with its own meaning, so a report can be read without a glossary and a filter never guesses.

  1. 01
    Manifest created
    MANIFEST_CREATED
  2. 02
    Manifest received
    MANIFEST_RECEIVED
  3. 03
    Scanned
    PACKAGE_SCANNED
  4. 04
    Accepted
    PACKAGE_ACCEPTED
  5. 05
    Partially accepted
    PACKAGE_PARTIALLY_ACCEPTED
  6. 06
    Rejected
    PACKAGE_REJECTED
  7. 07
    Quarantined
    PACKAGE_QUARANTINED
  8. 08
    Put on hold
    PACKAGE_ON_HOLD
  9. 09
    Released
    PACKAGE_RELEASED
  10. 10
    Recalled
    PACKAGE_RECALLED
  11. 11
    Expired
    PACKAGE_EXPIRED
  12. 12
    Failed lab test
    LAB_FAILED
  13. 13
    Sold
    SOLD
  14. 14
    Sale voided
    SALE_VOIDED
  15. 15
    Returned by customer
    RETURNED
  16. 16
    Adjusted
    ADJUSTED
  17. 17
    Transferred
    TRANSFERRED
  18. 18
    Destruction requested
    DESTRUCTION_REQUESTED
  19. 19
    Destroyed
    PACKAGE_DESTROYED
  20. 20
    Vendor return requested
    VENDOR_RETURN_REQUESTED
  21. 21
    Returned to vendor
    VENDOR_RETURNED
  22. 22
    Sold out
    PACKAGE_DEPLETED
  23. 23
    Counted
    PHYSICAL_COUNT
  24. 24
    Reported to Metrc
    METRC_REPORTED
  25. 25
    Metrc report failed
    METRC_REPORT_FAILED
Physical counts

Full counts set the baseline. Cycle counts keep it honest.

This is how a store actually counts: one full count to set the baseline, then category-by-category cycle counts and recounts in between. Smoke Alarm reads them the same way.

Full count

Every package at the location. It becomes the anchor: the latest full count and everything after it speak for the shelf.

Cycle count

A category or an area. For each package the most recent count that covered it wins, so a small cycle count never erases the figure for the packages it did not touch.

Recount

One package, checked again during an investigation. A recount that matches clears the finding; one that does not sharpens it.

Counts are scanned with a phone camera, a USB or Bluetooth scanner, or entered by hand. A count is a ledger event with the counter’s name; it never changes a quantity by itself. A variance becomes a finding for a person to resolve.

Retail IDs

The identifier on the shelf is checked against the record.

A Metrc Retail ID QR code or a package tag scanned at the dock, the count or the register must resolve to the package the record names. One that does not is an identifier mismatch, one of the seven discrepancy categories, and never a silent match.

One package, one tag, one product

A tag listed twice, a tag already in inventory, or a tag the POS files under a different product than the ledger does, are each their own rule (SA-005, SA-019, SA-020) and their own finding.

Every licence, its own inventory

Available

Each licensed location keeps its own packages, counts and findings. Owners see the whole operation; staff see only the locations they are given.

Inventory ledgerAvailable

Every package and unit carries a state; every movement is an attributed, timestamped entry that is never rewritten.

The four-source comparison that checks all of this is on Audit Shield Reconcile.

Bring one register close.

We compare your ledger with your POS export and your latest count on the simulated store, and show you where the states disagree.

Book a DemoVendor protection, the next stage