Dispensary POS migration checklist

Use this list in three passes: two to three weeks before the switch (exports and setup), the week of the switch (verification), and cutover day itself. Print it, tick it off, and keep it with your records.

Part 1: Exports to pull from your current system

Ask for every export as a CSV or spreadsheet. A report with a title line or a date above the column headings is fine; GreenPOS skips those lines when it imports.

Customers

• Full name, or first and last name in separate columns
• Date of birth (required by the GreenPOS customer import)
• Medical license number and expiration date
• State ID number and expiration, if you store them
• Phone, email and address
• Email and text-message consent flags, so you don't message people who never opted in
• Loyalty balances: current points, lifetime points earned and points spent
• Tax-exempt and veteran flags, if you use them

Catalog

• Your category list. Every new product in GreenPOS needs a category, because purchase limits and tax come from it
• Products: name, category, unit of measure, SKU, UPC, brand, supplier, price, unit weight
• Suppliers and brands as their own lists, if your system can export them

Inventory

• Packages: product name or SKU, Metrc tag, quantity, cost per unit, unit and room
• Your own package IDs and any UPC or EAN barcodes on the shelf, so you can keep scanning the labels you already have

Records you keep yourself

• Sales history reports for the period you need to keep. The GreenPOS import brings in customers, catalog and inventory, not past transactions, so keep your own copy of the old system's sales reports
• End-of-day and cash drawer reports for the last month
• A list of staff and what each person should be able to do (staff are invited fresh, not imported)
• Your discount and loyalty rules written down, so they can be set up the same way

Part 2: Set up the new system before you import

• Store name, address, license number and timezone entered in GreenPOS
• Store's Metrc User API Key entered, and Check Permissions passing for every area (see the Metrc guide)
• Categories created, before the product import
• Tax settings checked against your last tax return
• Receipt printer, label printer and barcode scanner tested with GreenPOS

Part 3: What to verify after the import

• Counts match. Customers, products and packages imported, against the row counts in your exports. The import results show Imported, Updated, Failed and Skipped for every run
• Every failed row is fixed. Download the error list, fix those rows and import them again. Re-running an import is safe
• Twenty customers spot-checked: license number, expiration and loyalty balance match the old system
• Inventory matches Metrc. Run a full inventory sync and read the discrepancy report: quantity mismatches, packages in Metrc that aren't in the POS, and the reverse
• Lab state loaded. Packages brought in from a spreadsheet have no Metrc lab result until a full sync runs, and they can't be sold until it does
• Prices and categories right on your top fifty sellers
• Duplicate customers reviewed. Merge them on the Customers page, which moves sales, loyalty points and discount history onto the record you keep

Part 4: Cutover day, hour by hour

Next

See exactly what the import does with each file in How data migration works, then plan the Metrc handover with Metrc during a POS switch.