Bin to Paper Audit

In manufacturing and inventory control flows it may become necessary to audit between electronic and physical records. Many call this a "bin to paper" audit -- because we examine the physical world, then look-up the data.

This process is a little tedious but get over it, grind it out if/when it needs to happen. The process will also help you identify other areas of your workflow or processes that could be improved.

It's helpful to stop operations, so that the inventory is frozen while the audit is processing.

  • Download the Inventory or Plant Report
  • Open with Spreadsheet Software
  • Keep Plant ID, Batch ID, Strain and Zone Columns
    • Delete Extra Columns
    • Sort By Plant ID
  • Reduce Font Size, and Print
    • You may want to add borders
    • You may want to print on Zone at a time
  • Inspect Physical Items
    • Review Plant/Inventory
    • Mark the Paper
    • Mark the Object

Other Tips

Color Coding You can use stickers to color code the items as they are audited. For example, here are: 1000 of 7 colors, or 1000 of 5 colors circles, or in squares, or really bright colors. Then these can be used to tag items, at a glance with their known state, for example:

  • Green sticker for passed
  • Red for duplicates
  • Orange for missing
  • Yellow for missing data
  • Blue for ???
  • Purple for ???

Mark Object physically tag each object as you pass through the audit process You can mark with tags as above or just draw a mark with a pen, or get a stamp, or bingo blotter. This way you can identify which items have been physically inspected.

Print Borders when printing the document you may want to add borders or lines to the cells. This will get them to print out with nice blocks to write in.

Print Zone printing the entire list may be overwhelming. Print just one zone at a time, execute the work in smaller chunks.

Audit Issues and Remediation

Tags Duplicated

If you discover inventory that has a duplicated tag mark it (Red). Make a note of where and what the item is, there may be groups of duplicates. Make another physical list noting these duplicates and their details (strain, planted date, etc).

Once the first pass of the audit is complete you will come back to these items to reconcile. You will need to reconcile if these duplicates are either mis-labeled or if they are phantoms. Some of the duplicates could be physical items that represent electronic items that are not present. It may be the other way around. Each item (or group of items) will need to be evaluated on a case-by-case basis.

Tags Missing

If you discover inventory that is missing a tag mark it! Or add a new tag, with an indicator (Orange). Then note these as well on your physical list.

Once the first pass of the audit is complete you will come back to these items to reconcile. These maybe items that are simply missing tags, or they could be phantom-untracked-inventory. In any case reconcile what really happened, in the physical world and take notes. For example:

  • Harvest Buds from $Strain, not entered
  • Converted Retail from $Strain, the $Harvest, forgot to enter.

Then work to get the electronic world to match the physical world, as best as possible. You may need to make adjustments, create new electronic records or remove some.