Operations 5 MIN READ
Dispensary inventory reconciliation: a practical guide
A clear workflow for comparing inventory records, checking source times, gathering independent counts and documenting an explainable result.
The quick answer
Dispensary inventory reconciliation compares the quantities reported by your state tracking system, point of sale, internal inventory ledger and physical counts. The goal is to identify a difference, gather enough evidence to explain it, and keep a record of any approved correction. A missing count is unknown, not zero.
Start with the same package, unit and point in time
Before interpreting a variance, check that the records describe the same thing. A package identifier, location, unit of measure and source time make a comparison meaningful. A store-wide total can hide a package mismatch, and a number without a timestamp can hide an old export.
Compare like units. A quantity recorded in eaches cannot be treated as grams without an established conversion process. Likewise, two systems describing the same package are separate accounts of that inventory; their quantities should not be added together. Keep the original source labels attached while reviewing the difference.
Separate a difference from missing evidence
A difference between Metrc and a POS export tells you that the stored records disagree. It does not, by itself, establish a shortage or its cause. A sale, receipt, transfer, timing difference or incorrect mapping may be relevant, but each explanation needs evidence.
Check whether the physical count exists and is current enough for the question. If no count has been recorded, retain that state as unknown. Filling the gap with zero or copying a system quantity into the count field would turn an absence of evidence into a misleading observation.
- Confirm package identity and licensed location.
- Read the source timestamps and import or sync status.
- Check the unit of measure before comparing quantities.
- Keep uncounted packages visibly uncounted.
Give the investigation an owner and a record
A useful reconciliation process connects the finding to the person responsible for the next step. Preserve the source records, review the package's movement history, and gather the physical evidence needed to test the possible explanations. Record a supported cause only when the evidence supports it.
Independent verification matters when a correction depends on a count. SmokeAlarm keeps physical counting distinct from imported quantities and uses a second person's verification in the correction workflow. The record should make clear which observation came from which person, without presenting one source as another.
Resolve the case without losing its history
A reconciliation result and permission to change a record are separate things. Keep the proposed correction, the evidence behind it and the required approval together. In SmokeAlarm, Metrc reads are the default; the narrow package-quantity correction path requires a store to be authorized and the case to satisfy its approval and readiness requirements.
After an authorized correction, read-back evidence confirms what the source actually reports. An approval or an attempted transmission is not the same as confirmation. Retain the result with the original finding and decision history so a later reviewer can reconstruct how the issue was handled.
ILLUSTRATIVE EXAMPLE
The records show 12 and 10. The shelf has not been counted.
In this illustrative scenario, a stored Metrc snapshot shows 12 units and a POS export shows 10. No current physical count is available.
- Check that both records refer to the same package, location and unit, then compare their timestamps.
- Review the package history and obtain the physical count and independent verification required by the workflow.
- Document the supported explanation. Prepare a correction only if the evidence and permissions justify it.
- If an authorized correction runs, retain its read-back result. If evidence is still missing, keep the case open.
These are sample quantities. They do not demonstrate a confirmed shortage, a customer result or an instruction to change Metrc.
SMOKEALARM / CURRENT AVAILABILITY
How this fits the platform
Audit Shield Reconcile, the inventory ledger and audit history are available with store setup. Metrc reads use the licensee's own authorized key. POS export import is the path to rely on today; API availability varies by provider.
Common questions
Can reconciliation run alongside an existing POS?
Yes. Audit Shield Reconcile can compare an existing POS export with the other records available to the store. The export format and mapping must be checked during setup; importing inventory does not write to the POS.
Does a variance automatically mean product is missing?
No. A variance is a difference between the records being compared. Its cause remains unconfirmed until the relevant source history, timing, units and physical evidence have been reviewed.
Does SmokeAlarm sync Metrc continuously?
No. Stores start with manual reads. A scheduled daily read is enabled per store when configured; it should not be assumed to be active for every location.
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