Glossary and Definitions

Audit Log
A written or digital record of all inventory counts, adjustments, or transfers conducted during audits. Used to reconcile discrepancies and ensure accountability.

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Batch ID
A unique identifier assigned to a specific production batch of cannabis products. Used for tracking and compliance in manufacturing and retail operations.

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Cash Drop‍

The process of removing excess cash from a register during a shift and placing it into a secure safe. Helps prevent drawer overages and reduces the risk of theft.

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Compliance Waste
Cannabis products that must be destroyed due to expiration, damage, contamination, or regulatory non-compliance. Waste must be logged and destroyed in accordance with state law.

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Discrepancy
A mismatch between physical inventory and the data recorded in the POS or compliance system. Requires investigation and correction.

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Exit Packaging
Child-resistant, opaque packaging used to transport purchased cannabis products from the store. Often required by state law for all transactions.

FIFO (First In, First Out)
An inventory method that ensures the oldest product is sold first. Used to reduce waste and keep inventory fresh.

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Manifest
A transport document that lists every item in a shipment, including license numbers, package IDs, weights, and units. Must accompany all regulated cannabis deliveries.

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Metrc
A seed-to-sale compliance tracking system used by many states to monitor cannabis products from production through sale. Retailers must log inventory movements and sales into Metrc.

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Order Ahead
A service that allows customers to place an order online or by phone for pickup or curbside delivery. Improves convenience and reduces wait times.

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Package ID
A unique code assigned to each individual cannabis product or package. Required for compliance and traceability.

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Performance Improvement Plan (PIP)
A formal document outlining steps an employee must take to address performance issues. Includes benchmarks, deadlines, and consequences for failing to improve.

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POS (Point of Sale)
A system used to process transactions, manage inventory, and track customer data. Cannabis retailers often integrate POS systems with compliance software.

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Receptionist
The staff member responsible for greeting customers, verifying identification, and managing the check-in process at the dispensary entrance.

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Safe Count
The process of counting all cash stored in the safe at the beginning and end of each business day. Helps maintain accurate financial records.

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SKU (Stock Keeping Unit)
A unique identifier for a specific product variant, used to track inventory levels and sales performance.

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Vault
A secure, lockable room or container used for storing cannabis inventory and cash during and after business hours.

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Waste Log
A required document or software entry that records the destruction of cannabis products. Must include details like product type, quantity, reason for destruction, and witnessing employees.

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Walkthrough
A daily inspection of the dispensary, often conducted before opening or after closing, to ensure security, cleanliness, and operational readiness.

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Workplace Incident Report
A form used to document any accidents, injuries, or safety-related events that occur on-site. Often used for internal records and regulatory compliance.

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BioTrack Core
The commercial business-facing version of BioTrack used for inventory management, transactions, POS functions, and internal reporting.

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BioTrack Trace
The state-regulated version historically used by government agencies to track cannabis at the compliance level.

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BT Government, Inc.
The regulatory entity created in 2025 to operate state cannabis tracking programs originally managed by BioTrack.

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RFID Tag
A radio-frequency identification tag used in METRC systems to track cannabis plants and packages automatically.

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State Traceability Sync
The automated process of transferring POS transaction data into a state-mandated compliance system such as METRC or BioTrack.

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Cannabis-Specific POS
A Point-of-Sale system designed specifically for cannabis operations that enforces regulatory rules, purchase limits, age verification, and state compliance reporting.

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POS Audit Log
A digital record of all POS activity including transactions, voids, refunds, inventory changes, and user activity.

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POS Role-Based Access Control
A system that restricts employees to only the POS permissions required for their job function.