Knowledge Base

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Welcome

Below is a list of knowledge base sections with a description below each header. You can click into any one of the headers to go to that section and view related articles. The articles are organized within the topic covered in the description, and include definitions and links to more in-depth articles which can be accessed by hovering and right-clicking on words and phrases.

Get Started

Overview of Modules

The top-level categories in WeedWare’s navigation pane are called “modules.” The modules are each distinct in their purpose but closely intertwined with other modules in the system. They include Retail, Wholesale, Grow and Harvest…

From Seed to Sale

Now that you have an overview of the different modules in WeedWare, let’s dive into how all of the pieces fit together. To do this, let’s follow the path from seed to sale. Grow and Harvest The journey from seed to sale begins with…

Basic Navigation

Selecting Multiple Items at Once

Just like many other software applications, WeedWare allows you to select multiple options from a given list at the same time. This article will walk you through the steps for multiple-select. To select multiple options from a list at once,…

Filter and Order a List

Nearly every list view in WeedWare can be filtered to narrow the results shown in the list or organized to show the data in a particular order. This can be especially helpful when you have a large number of results in a list and need to quickly find…

Upload a File

There are many times WeedWare allows the user to upload files related to various data, such as customers, plants and products. These files could range from pictures of customer and vendor IDs, documentation of plant stages of growth or invoice…

Employee Center

Add an Employee

As an administrator, you will be able to add employees to WeedWare. This article will walk you through the steps for adding a new employee, activating the employee and assigning roles to the employee. To add an employee, follow the steps below…

Setting Up Employee Identification

When setting up your first employees, you will want to determine the code structure for your site’s employee identification numbers. These are optional, but a quick way to identify each employee. Example Format: 420 JG 5432…

Manage Employee

Once your employees have been created in WeedWare, there may be times you need to change personal information, redefine roles, edit clock in and out times, or record certifications related to a specific employee. This article will walk you…

Employee Tasks

Tasks can be created and assigned to a specific employee. To add or view a task assigned to a specific employee, follow the steps below: Step 1 – From the Human Resources module in the Navigation pane, select the Employees section….

Retail POS

Add a Retail Customer

Users have the ability to create Retail Customers in WeedWare. Creation of these retail customers results in the ability to assign Discounts  to them and generate a Retail Order on their behalf.  This means that until the retail customer…

Edit Retail Customer Information

You may need to edit a Retail Customer ‘s information after they’ve been created. For example, if they renew their marijuana ID or have a change of address. Click here if you still need to Add the Customer . This article will walk you thr…

View Customer Purchase History

Every purchase a Customer makes is associated with their customer record, so you can always go back and see what they purchased and when. This can be very helpful information when it comes to assisting customers on what products they last purc…

Ring Up a Retail Customer

When you ring up a Retail Customer , you want to be sure you’ve done things properly every step of the way. This article will walk you through everything you need to do to when ringing up a retail purchase. To ring up a retail customer, follo…

Set Pricing

Each Inventory Product that will be sold, either via retail or wholesale, needs to have its pricing set up. This can be done when creating an new Inventory Product or updating it later on. This article will walk you through the steps for setting…

Setting Up Discounts

You may have some Customers you want to treat like VIPs or Inventory Products you need to discount.  WeedWare lets you set up custom discounts for specific customers and products.  To create a discount, follow the steps below: Step…

Assigning Discounts

Providing discounts is a great way to thank your Customers and keep them coming back for more. There are several ways you can assign these  discounts   in WeedWare.  This article will walk you through the steps for assigning discoun…

Create a Daily Batch

A “Daily Batch” is a manager-operated task to “close out the day” and know the ending amounts for all of your employees and registers. Once the  Daily Batch occurs at the end of each shift or business day, all cash drawers…

Wholesale

Create a Wholesale Order

WeedWare allows multiple team members to interact with a single wholesale sales order. The steps for completing a wholesale order may include creating a new sales order, processing a customer payment , assembling an order for pickup or delivery , …

Assemble a Wholesale Order

Once you’ve created your wholesale sales order , you’re ready to assemble your order! This process involves making sure that you have the right quantities of product headed to your customers . For best results, you’ll want a scan…

Add a Wholesale Payment

Once you’ve created a wholesale order and assembled the wholesale order , you can take payments from your customers and enter them into the system. To process a wholesale payment, follow the steps below: Step 1 – From the Wholesal…

Manage Plants & Grow Groups

Add a Grow Group and Plants

Your Plants don’t like flying solo, so each one needs to be part of a Grow Group . When you create a new Grow Group , you can also create the new Plants associated with it. Grow Groups allow you to track and manage your Plants as a group…

Add a Strain

During your initial WeedWare setup, your implementation specialist will work with you to get your Strain names and Strain ID s set up exactly the way you need them. However, you may need to add a new Strain later. This article will detail h…

Add a Grow Location

The Grow Location field is used to identify the location and Plant Status of a Plant . Depending on how your organization has set up the Grow Location names, this field will tell you the physical room where a given Plant currently lives, as wel…

Configure a Grow Location

The Grow Location field is used to identify the location and Plant Status of a Plant . This field will tell you the physical room where a given Plant currently lives as well as whether it’s in the “Plant,” “Harvest,” or …

Change Grow Location

A Plant’s Grow Location tells team members where a given Plant is physically located, as well as its current Plant Status (Plant, Harvest, or End of Life). In addition, it tells the WeedWare system how to treat that Plant, depending on its d…

Label Plants (Wristbanding)

It’s pretty hard to put a barcode sticker on a Plant , so WeedWare developed Wristbands instead! These Plant-friendly, color-coded tags can be wrapped around the Plant itself to make inventory and inspections quick and easy. This article will w…

Inspect Plants

Grow Inspections are used to document regular, ongoing inspections of Grow Groups or individual Plants , including identifying pests, overall health, and amount of growth. This article gives an overview of how to document a Grow Inspection. Insp…

Discard or Destroy Plants

When Plants can no longer be used, you need a way to record all the gory details of their destruction. WeedWare makes it easy to preserve the history of your discarded Plants while also removing them from your day-to-day workflows. This article de…

Harvest Plants

When you harvest a Plant , WeedWare needs to know about it! There are a number of ways that a Harvested Plant is treated differently by the system, so it can continue to be tracked along its path from seed to sale. Before a Grow Group can be ha…

Convert Plants to Flower (or Trim)

A Production Order needs to be created when turning one type of Inventory Product into another , and turning a Harvested Plant into flower or trim is no exception. The act of creating this Production Order turns the original Plant …

Manage Grow Expenses

Record an Expense

If you really want a clear understanding of your cost of doing business, you need to carefully track your Expenses . This includes tracking the Expenses related to the raw materials needed during your Plants’ growth. Expenses can be recorded on…

Create an Expense Template

Recording a new Expense from scratch can be time-consuming, and it gets old adding each of those individual products one-by-one. The good news is, there’s a better way! 

Production

Add a Production Order

A production order needs to be created anytime you need to turn one type of inventory into another. Just remember, if you need to turn one inventory product into another, create a Production Order!

Add a Production Template

if you’re doing the same types of Production Orders over and over, it makes more sense to build a Production Template.

Purchasing

Add a Purchase Order

A Purchase Order is created to document a purchase of Inventory Products from a Vendor . This is a crucial step in making sure that your inventory counts are up-to-date so that all of the other processes down the line from seed to sale work like …

Receive a Purchase Order

Once a Purchase Orde r has been completed, you get to play the waiting game. The Purchase Order will sit patiently in your Purchase Orders Current section until the order arrives. Once the shipment comes in, it’s essential that you update the p…

Add & Edit Vendors

Before you can purchase an Inventory Product from a Vendor , you have to add that Vendor to the WeedWare system. This article walks you through the steps for adding and editing Vendor information. Add a Vendor To add a Vendor, follow the …

Add a Conversion Unit

When purchasing a new Inventory Product , you’ll often need to purchase the product in the form of one unit of measure (i.e., 10 lb bags) and use it in your recipes or production orders in a different unit (i.e., cups). When this happens, you&…

Inventory

Add an Inventory Product

Inventory Products are purchased from Vendors using Production Orders , and then either sold directly to customers or used in Production Orders to make new Inventory Products. The quantities of your Inventory Products are increased through …

Conduct an Inventory Count using Scanners

In order to make sure your Inventory records are accurate, your team is likely performing periodic inventory counts. You can use WeedWare to manage and document those counts. To conduct an inventory count, follow the steps below: Step 1 – From…

Conduct an Inventory Count Manually

In order to make sure your Inventory records are accurate, your team is likely performing periodic inventory counts. You can use WeedWare to manage and document those counts. If your location has removable scanners available, the most efficien…

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