Inventory control is one of the biggest headaches for any board of directors. A discrepancy in an association’s stock management not only means financial losses but also trust issues with members and, even worse, potential regulatory compliance risks.

But it doesn’t have to be this way. In this definitive guide, we break down, step-by-step, how to implement a fail-proof inventory control system that will save you time, money, and worries.

Step 1: Centralize All Information

The first and most common mistake is having information scattered everywhere: a notebook for entries, an Excel sheet for dispensations, and the memory of whoever is on duty for the rest. This is a recipe for disaster.

You need a single source of truth, a centralized system where every movement is recorded—every gram that comes in and every gram that goes out. Management software like ours is the ideal tool for this, as it centralizes all information securely and makes it accessible to authorized personnel.

The Importance of Logging Entries

Every time a new product enters the association, it must be weighed, labeled, and immediately registered in the system before it moves to the dispensing area. Define a clear protocol and ensure that only one or two trusted individuals can perform this task to minimize errors.

Step 2: Digitize Dispensing with a POS System

Manually recording outgoing products is the second critical point prone to human error. Writing down each dispensation by hand is slow and inefficient.

The best solution is a POS (Point of Sale) system integrated with your inventory control. Every time a member makes a purchase, the system automatically deducts the exact amount from the inventory. It’s that simple.

• It reduces human errors to virtually zero.
• It significantly speeds up member service, avoiding queues and waits.
• It generates consumption and sales reports in real-time.

“What isn’t measured can’t be improved. Professional stock control starts with automatically recording absolutely everything.”

Step 3: Conduct Regular Physical Inventories

Even if you have the best digital system, physical reality is what counts. It’s essential to conduct regular physical stock counts to verify that the system’s data matches the actual product.

• How often? We recommend doing a full inventory at least once a week, or even partial counts of the most popular strains every two days.
• What to do if there’s a discrepancy? Investigate it. A small discrepancy might be a one-time error, but if it’s recurring, it’s alerting you to a problem in your processes that you need to fix.

Step 4: Generate Reports and Analyze Data

Good inventory control in your association goes beyond just counting. It’s about understanding the data to make better decisions. Good software will allow you to generate reports to answer key questions:

• What are the most dispensed strains this month?
• What days and hours of the week see the most activity?
• How much stock do I really need to cover demand without over-purchasing?

Analyzing this data allows you to optimize your purchases, offer better service to your members, and manage your club’s resources much more intelligently.

Tired of dealing with stock discrepancies?

Implementing these steps manually is possible, but it requires a level of discipline and time that most boards don’t have.

Our software automates the entire inventory control process for your association: it centralizes information, integrates a POS for automatic dispensations, and generates all the reports you need with a single click.

Stop worrying about inventory and dedicate your time to what truly matters: your members.