Inventory records 5 MIN READ
Metrc, POS and physical counts: what each record tells you
Understand the difference between a Metrc snapshot, POS export, inventory ledger and physical observation, and why their source identities matter.
The quick answer
Metrc, a POS, an internal ledger and a physical count answer related but different questions. A stored Metrc snapshot describes what was read from the state system at a known time. A POS export describes that system's inventory records. A ledger records attributed movements. A physical count records a person's observation. Compare them without silently substituting one for another.
A Metrc snapshot is a source record with a time
A stored Metrc quantity is useful because its origin is known. It is the quantity returned by the authorized connection when that read occurred. It should be accompanied by source status and time, so a person can judge whether it describes the moment being investigated.
A successful read does not turn the snapshot into a physical count. It also does not mean a later movement is already reflected in the stored data. SmokeAlarm starts stores on manual Metrc sync, with daily reads enabled separately for locations where that option is configured.
A POS export describes the selling system's record
An inventory export provides a second view that can be compared package by package. Its usefulness depends on identity mapping, the fields included and the time it was produced. Preserve package tags, product identifiers and the original quantity rather than dropping the source context during import.
An export import and an API connector are different connection methods. With an export, someone produces and imports a file. An API relies on provider access and a connector that supports the required data. Ask which method is actually in use before treating a screen as current.
The ledger explains recorded movement
SmokeAlarm's inventory ledger retains attributed, timestamped movements. It helps a reviewer follow what the application recorded as inventory was received, moved or handled. That history is valuable when testing an explanation for a difference.
The ledger remains its own source. A local movement entry does not establish that an external system accepted the same change. When investigating a mismatch, examine the relevant events and external confirmation instead of assuming every connected system shares the same final state.
A physical count is an observation, not a replacement for every record
A physical count records what a person observed for a package at a location and time. It can support an investigation, but it does not automatically become the regulatory truth or permission to overwrite another system. The supported cause, approval requirements and correction readiness still matter.
Keep missing counts unknown and preserve the counting unit. Do not sum Metrc and POS quantities as if they represented different stock, or copy either number into a physical count. Independent observation and verification protect the distinction between what the systems say and what people actually found.
- Source identity: where did the value originate?
- Source time: when was the record observed or exported?
- Package and location: what exactly is being compared?
- Unit: are the quantities comparable?
- Evidence state: observed, imported, missing or awaiting verification?
ILLUSTRATIVE EXAMPLE
Two identical numbers can still describe different moments.
Imagine a POS export and a Metrc snapshot each show 10 units, but the export was taken before the day's receiving activity and the snapshot afterward.
- Keep both source timestamps visible, even though the quantities agree.
- Check the package identity, units and movements between the two source times.
- If a physical count is needed, record the observed quantity independently instead of using either stored value.
- Document which records support the conclusion and which questions remain unresolved.
This is an illustrative timing example. Matching quantities alone do not verify an entire workflow or establish compliance.
SMOKEALARM / CURRENT AVAILABILITY
How this fits the platform
SmokeAlarm's reconciliation and inventory ledger are available with setup. Metrc reads require authorized access. Dutchie and Flowhub read-only API connectors are built but have not been exercised against a live store account; export imports are the current reliable route.
Common questions
Should missing physical counts display as zero?
No. Zero is a recorded quantity. A missing count means the observation has not been supplied and must remain distinct from a confirmed zero.
Can quantities from multiple systems be added together?
Not when those systems describe the same inventory. They are separate records to compare, not separate piles of stock. Keep units and package identities consistent.
Does refreshing a source settle the cause of a discrepancy?
A fresh source can improve the comparison, but the cause may still require package history, a count or other evidence. Refreshing data does not replace investigation or approval.
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