Switching day: keeping Metrc in sync during a POS change

Metrc is the record. Your POS is just the software that reports sales into it under your license. A POS switch is really a handover: for one night, reporting moves from one system to the other. Done in the right sequence there is no gap and no double reporting.

Before the switch: connect GreenPOS to Metrc

1. Get the store's Metrc User API Key from the Metrc account that will own the connection, and paste it in GreenPOS under Settings → Compliance. Your license number goes under Store Info. GreenPOS sets the vendor key itself, so you never enter one.
2. Run Check Permissions on the Metrc page. It tests each area separately: authentication, inventory, incoming transfers, sales receipts, the item catalog and lab results. A key can be valid and still be locked out of one area; a refusal there is fixed in Metrc by whoever administers your account, usually by restoring that user's facility permissions.
3. Optional: personal keys for staff. A staff member can add their own Metrc key, and the sales they ring are then sent under it. Each key can be tested on its own. Without one, sales go out under the store's key.

During setup: the store isn't live yet

A new GreenPOS store starts with Store is live switched off. Until you turn it on, the automatic syncs (the nightly sync, the hourly checks and the daily compliance checks) only read Metrc and report what they would change. They don't change package quantities, finish packages in Metrc, or resend receipts.

That gives you a safe window to build inventory while your old POS is still reporting sales:

• Import Packages on the Metrc page brings your Metrc packages into GreenPOS with their lab state.
• Sync Inventory compares GreenPOS with Metrc and lists every difference: quantity mismatches, packages in Metrc that aren't in the POS yet, packages in the POS that aren't in Metrc, and unit mismatches.
• Packages Metrc has that GreenPOS doesn't are listed for import, one at a time or in a batch, with the option to create the product from the Metrc details.

The handover, in sequence

1. Last sale on the old system, at close.
2. Confirm every receipt reached Metrc. Check the day's sales receipts in Metrc against the old system's end-of-day report. Anything stuck in the old system's queue has to go before you disconnect it.
3. Disconnect the old system from Metrc. Ask your old provider to switch off its Metrc integration for your license, or remove the API key it uses. Two systems reporting for one license is how duplicate receipts happen.
4. Run a full inventory sync in GreenPOS (tick Full sync — compare every package before Sync Inventory) so quantities are right as of close.
5. Turn on Store is live when you open. It asks first and records who turned it on. That night's sync does a full pass and applies everything it had only been reporting.
6. Check the first sale. Open it and look at its Metrc history. The Metrc Sync History tab on the Compliance page lists everything GreenPOS sent and what Metrc answered.

After the switch: what GreenPOS keeps checking

A difference between POS and Metrc isn't always an error. When a sale hasn't reached Metrc yet, the POS has already taken those units off and Metrc hasn't. The sync subtracts sales still waiting for Metrc before it compares, so it never "corrects" stock you've already sold back onto the shelf.

Lab state: the one rule to know

In GreenPOS a Metrc-tagged package can be sold only when Metrc shows its lab testing as Test passed or Retest passed. Any other state blocks it at the register, with Metrc's reason shown to staff. If a package you expect to sell shows No lab result from Metrc yet after the switch, run a full sync from the Packages page.

Next

Put the handover into your plan with the cutover-day table, and see what the rest of the week looks like in your first week. For broader Metrc and OMMA topics, see the compliance guides on greenposhq.com.