Flowhub Inventory Management makes it quick and easy to keep your dispensary's stock accurate and audit-ready. In this article, we'll guide you through submitting, approving, and rejecting inventory discrepancies so your team can maintain compliant records across Flowhub and your regulator.
Submit a Discrepancy
Navigate to Inventory from the Main Menu in the top-left corner.
Select the inventory item you need to adjust.
Select Discrepancy. A pop-out window will appear.
Select a Room from the drop-down menu.
Enter either the New Quantity or the Change in Quantity.
Flowhub automatically calculates the other field based on the value you enter.
Select a Reason from the drop-down menu.
These reasons match the adjustment reasons provided by your regulator.
Add any optional notes.
Notes provide your team with a record of what happened and why the inventory quantity changed.
Review the additional options:
Auto-approve discrepancies: Skips the approval step and adjusts the quantity in Flowhub immediately. This option is available to users with the Approve Discrepancy permission.
Submit Package Adjustments to Metrc or Biotrack: Pushes the adjustment directly to Metrc or Biotrack using the notes and reason you selected. This option requires a Metrc API key attached to your profile or Biotrack credentials and the Approve Discrepancy permission.
Select Submit.
💡 Tip: If you do not have the Approve Discrepancy permission, the discrepancy will remain pending until a user with that permission reviews it.
Approve a Discrepancy
Inventory items with submitted discrepancies are marked with a red triangle. You can filter the inventory list to show only items with pending discrepancies by toggling the discrepancy filter.
Select an inventory item with a submitted discrepancy.
Select Discrepancy on the right side of the window.
Select an inventory room from the drop-down menu.
(Optional) Select the Set last audited qty and timestamp on save checkbox.
When selected, the current quantity is recorded as the last audited quantity and a timestamp is saved to the item's activity log.
This applies whether you approve or reject the discrepancy.
This checkbox is available to users with the Approve Discrepancy permission.
Select one of the following:
Approve in Flowhub and Metrc/Biotrack: Adjusts the quantity in both Flowhub and your regulator simultaneously.
Approve in Flowhub: Adjusts the quantity in Flowhub only. Use this for internal adjustments that do not need to be reported to your regulator.
Reject: No changes are made to the quantity in Flowhub or your regulator. The discrepancy is dismissed.
Cancel: Closes the modal without making any changes, leaving the discrepancy in place for further review.
💡 Tip: Selecting the Set last audited qty and timestamp on save checkbox is a convenient way to keep your audit records up to date while resolving discrepancies, since it saves you from submitting a separate audit.
Configure the Auto-Approve Discrepancies Permission
The ability to auto-approve discrepancies and submit package adjustments to Metrc requires the Approve Discrepancy permission on the user's role. To enable or disable this permission:
Navigate to Employees from the Main Menu in the top-left corner.
Select Roles across the purple bar at the top.
Select the role you want to update.
Select Edit in the right panel.
Scroll down to the Inventory section.
Select or deselect the Approve Discrepancy checkbox.
Select Save.
Frequently Asked Questions
What happens if I submit a discrepancy without the Approve Discrepancy permission?
The discrepancy is saved as pending. A user with the Approve Discrepancy permission will need to review and approve or reject it before any quantity changes take effect.
Can I approve a discrepancy in Flowhub without sending it to my regulator?
Yes. Select Approve in Flowhub to adjust the quantity in Flowhub only. This is useful for internal corrections that do not require a regulatory adjustment.
What does the "Set last audited qty and timestamp on save" checkbox do?
When selected, Flowhub records the current quantity as the last audited quantity and logs an Audit activity with a timestamp to the item's activity log. This works with both Approve and Reject actions, saving you from submitting a separate audit.
Great work! 🥳
You've successfully managed your inventory discrepancies in Flowhub. Your stock records and audit history are now up to date, keeping your dispensary compliant and organized.