Quick reference

METRC Reconciliation

Inventory reconciliation procedures, reporting requirements, and compliance guidelines for METRC.

Daily Reconciliation Procedures

Regular inventory reconciliation ensures METRC accuracy and prevents diversion or loss.

  1. Opening Count: At shift start, count high-value items (concentrates, edibles) and compare to METRC.
  2. Ongoing Monitoring: Throughout shift, verify inventory levels match sales activity.
  3. Closing Count: At shift end, perform full physical count and reconcile with METRC.
  4. Variance Analysis: Investigate any discrepancies over 1% of daily sales volume.
  5. Documentation: Log all counts, variances, and resolutions in reconciliation journal.
  6. Escalation: Report unresolved variances over 5% to manager and OCP within 24 hours. 22 §105(3)

Monthly & Quarterly Reconciliation

Deeper reconciliation catches systemic issues and ensures compliance with OCP requirements.

Monthly Procedures

  1. Conduct full physical inventory count of all stock.
  2. Reconcile with METRC records item by item.
  3. Calculate variance percentages by category.
  4. Document root causes of significant variances.
  5. Submit monthly inventory report to OCP by the 5th. OCP Adult Use Program Rules §6.2

Quarterly Requirements

  • Perform cycle count of 25% of inventory quarterly.
  • Review reconciliation trends for patterns.
  • Update SOPs based on findings.
  • Conduct staff training on identified issues.

Inventory Variance Reporting

Proper handling of inventory discrepancies maintains compliance and operational integrity.

Variance Thresholds

  • Minor (0-2%): Document and monitor for patterns.
  • Moderate (2-5%): Investigate immediately, document findings.
  • Major (5%+): Stop operations, notify manager, report to OCP within 24 hours.
  • Critical (10%+): Secure facility, contact law enforcement if theft suspected. 22 §305(2)

Reporting Requirements

  • Use METRC incident reporting for all variances over 5%.
  • Include physical count, METRC balance, variance amount, and investigation results.
  • Retain all variance reports for 7 years.
  • Submit corrective action plans within 30 days of major variances.

Audit Trail & Documentation

Comprehensive documentation supports compliance and protects against liability.

Required Records

  • Daily reconciliation logs with staff signatures.
  • Monthly inventory reports submitted to OCP.
  • Variance investigation reports and resolutions.
  • Training records for reconciliation procedures.
  • System backup and integrity check logs.

Retention Periods

  • Daily logs: 2 years minimum.
  • Monthly reports: 7 years.
  • Variance reports: 7 years.
  • Training records: Duration of employment + 2 years.
  • All METRC data: 7 years. 22 §305(1)

Reconciliation Best Practices

Following best practices reduces errors and improves efficiency.

Process Improvements

  • Use barcode scanners for faster, more accurate counts.
  • Implement blind counts (different staff for physical vs. system).
  • Schedule reconciliations during slow periods.
  • Train all staff on proper counting techniques.

Technology Utilization

  • Leverage METRC reporting tools for automated variance detection.
  • Use inventory management software integrated with METRC.
  • Implement real-time inventory tracking systems.
  • Regularly update and calibrate counting equipment.

Common Reconciliation Issues

Addressing common problems prevents ongoing compliance issues.

System Sync Problems

  • METRC Lag: Wait 15-30 minutes after peak hours for system updates.
  • Connection Issues: Use backup internet; document offline procedures.
  • Data Discrepancies: Cross-reference with supplier manifests and sales records.

Counting Errors

  • Missed Items: Use systematic counting methods (left to right, top to bottom).
  • Double Counting: Mark counted items to avoid duplication.
  • Weight Variations: Recalibrate scales regularly; account for moisture loss.

Process Issues

  • Staff Shortages: Cross-train staff; have backup procedures for absences.
  • Time Constraints: Break large inventories into manageable sections.
  • Documentation Gaps: Use standardized forms; require dual signatures.

Accessibility & Print Features

This reference page works with assistive technology and prints cleanly for counter-side or office use.

Using with Assistive Technology

  • Skip Link: Press Tab when the page loads to access "Skip to content" and jump past navigation.
  • Screen Readers: Navigate by heading (H key) to jump between reconciliation procedures. All content is properly labeled.
  • Keyboard Navigation: All links work with Tab and Enter keys. Visible focus outlines show your position.
  • High Contrast: Text meets WCAG AA standards for readability on all backgrounds.

Printing for Reference

  • Clean Output: Navigation automatically hides when printing for clean procedures documentation.
  • Use Print Preview: Press Ctrl+P (Windows) or Cmd+P (Mac) to check layout before printing.
  • Landscape Mode: Use landscape orientation for tables and step lists.
  • Save as PDF: Create digital copies for staff training binders or tablet reference.

For full details, see OCP METRC Getting Started Guide.