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Software Limitations
Purpose
To ensure uninterrupted business operations, preserved data integrity, and continuous regulatory compliance during failures or limitations of cannabis software systems including POS, seed-to-sale, compliance platforms, ERP systems, and third-party integrations. This SOP prevents operational shutdowns, data loss, compliance breaches, and audit exposure caused by over-reliance on automated systems.
Role
General Manager
Inventory Manager
Compliance Manager
IT Support
Shift Lead
Timing
Steps
- Any employee who identifies a system failure must notify the Shift Lead and General Manager immediately.
- IT Support must be contacted without delay.
- All cannabis inventory must be secured in vaults or locked storage.
- All cash drawers must be closed and locked in the safe.
- No inventory movement or destruction may occur without written manual documentation.
- Switch immediately to printed manual transaction logs for all sales.
- Switch to manual inventory movement logs for all transfers, adjustments, intake, and waste.
- Record customer identification and purchase details manually if legally required.
- All manual logs must include:
- Date and time
- Product name
- Package ID
- Quantity
- Staff initials
- Manager verification
- All handwriting must be legible and permanent.
- No refunds, voids, transfers, or destructive actions may occur without management approval while in manual mode.
- High-risk activities (bulk adjustments, large transfers, multi-package destruction) are suspended unless required for safety.
- Once systems are restored, all manual transactions must be entered into the POS immediately.
- Inventory Manager must perform a full reconciliation between:
- Manual logs
- POS records
- State traceability system
- Any discrepancy affecting compliance must be escalated to the Compliance Manager.
- If required, regulators must be notified according to state reporting rules.
- A formal internal incident report must be completed for:
- Outages
- Data loss events
- Cyber incidents
- Sync failures exceeding 24 hours
- Management must review and implement corrective actions.
CloudBox Smart Containers Eliminate Manual Inventory Counting
I've not got much to say here - videos are great, and you should use them as much as possible to educate users on your product!
Reduces the amount of staff and labor hours involved in an inventory cycle count by 50-60%.
Finds discrepencies between the Point of Sale and your inventory.
CloudBox notifies you when a SKU is approaching its expiration date.
Get ahead of regulatory audits by always knowing what is happening with your inventory.
Watch CloudBox in action:
Equipment
Tip
Manual failover controls should be executable within five minutes of system failure detection. If it takes longer, your operation is over-automated and under-prepared.
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