State Traceability

To ensure that all inventory activity recorded in the POS matches exactly with the state traceability system (METRC or BioTrack). This protocol reduces audit risk, prevents state violations, and ensures real-time compliance accuracy.To ensure all cannabis inventory activity recorded in the POS matches the state-mandated traceability system (e.g., METRC or BioTrack). Maintaining accurate and timely traceability records reduces compliance risk, prevents discrepancies, and supports audit readiness. CloudBox's automated smart containers can with validating inventory quantities before submitting updates to state systems.

‍

Inventory Manager
General Manager
Recieving Lead

Daily or bi-daily, depending on store volume, state requirements, and internal compliance policies.

1. Verify Access to Required Systems
   • Ensure authorized staff have up-to-date credentials for the POS and the state traceability platform.
   • Confirm that integrations or API connections are functioning properly.
   • If CloudBox is used, verify that CloudBox weight readings are syncing with the scale for reconciliation.
2. Review Daily Inventory Activity
   • Pull daily movement logs from the POS, including sales, adjustments, transfers, and intake.
   • CloudBox users should also review weight or unit changes recorded by CloudBox to identify discrepancies early.
3. Reconcile POS Data with Traceability Requirements
   • Compare POS records against state traceability field requirements such as package IDs, quantities, and movement types.
   • Use CloudBox data to verify that recorded quantity changes match real-time product usage, especially for high-volume SKUs.
4. Identify and Correct Discrepancies Before Syncing
   • Investigate mismatches between POS and physical inventory.
   • CloudBox logs can be referenced to determine when and how a discrepancy occurred.
   • Correct any errors in the POS before pushing updates to METRC or BioTrack.
5. Submit Required Inventory Updates to State Systems
   • Record sales, adjustments, transfers, intakes, and destructions as required by law.
   • Ensure entries are accurate and match physical inventory levels verified with CloudBox or manual counts.
6. Validate Successful Sync
   • After submitting updates, verify that all records were accepted by the state system.
   • Investigate any rejected entries immediately.
   • If CloudBox is used, CloudBox will cross-check that state quantities match CloudBox-supported inventory data.
7. Maintain Documentation
   • Retain all compliance logs, sync reports, and discrepancy resolutions according to state record retention rules.
   • CloudBox data exports may be included in audit files if used as part of reconciliation.
8. Escalate Issues as Needed
   • If syncing issues, API failures, or data discrepancies persist, notify the Compliance Manager and IT support.
   • Document all actions taken to correct the issue.

• POS system
• METRC or BioTrack access
• Barcode scanner
• Compliance reconciliation reports
• CloudBox containers or CloudBox Link (when applicable)
• Secure credential management tools

Set automated low-inventory alerts at least 20% above true depletion levels to prevent sell-through during high-volume periods or delayed deliveries.