KNOWLEDGE CENTER // INVENTORY
| An inventory reset is a coordinated process — run together on a scheduled call (typically 30–60 min) — that brings your inventory back into alignment with your Seed-to-Sale (S2S) system any time it has drifted out of sync. We clear your current inventory, then reload it fresh from your S2S, so Leaf Trade matches what is actually available. |
Why You Might Need a Reset
| Inventory out of sync | Drift over time, or a physical count that does not match. |
| Catalog cleanup | Archive duplicates, standardize naming, fix product mappings. |
| Refresh lab / test data | Updated COAs or terpene data need to come through. |
| Apply new settings | New backend settings (COA parsing, fulfillment locations, batch grouping) need to apply to existing inventory — not just future imports. |
How a Reset Works
Two tools, used together or on their own depending on what you are fixing:
Tool | What it does |
Zero-Inventory Tool | Clears all current inventory in one click. |
“Update Existing Items” Toggle | Refreshes data on tags Leaf Trade already knows about — quantities, test results, tag details. |
Zero-Inventory Tool
Zeroes your entire account — not stock-location or license-specific.
Why it is needed: Leaf Trade can only see tags your S2S reports as active. Tags that are zero or finished in S2S do not come through — so without zeroing first, they would keep their old Leaf Trade quantity. Zeroing clears the slate so only real, available inventory loads back in.
“Update Existing Items” Toggle
Refreshes existing tags in place and reloads the latest data fresh from your S2S — quantities, test results, and tag details.
| ⚠ ON ONLY DURING THE RESET. OFF THE SECOND YOU ARE DONE. Left on, it keeps editing future imports — quietly knocking your inventory back out of sync and landing you right back here for another reset. It sounds like something you would leave enabled. It is not. |
Optimize Before You Reset
A reset is the ideal moment to fix backend settings with your AM. If any of these apply, let us know so we can help.
INVENTORY, UNITS & PACKAGE SIZES
Does your team manually edit inventory on or after import? There may be a way to automate it.
Are package sizes importing correctly — or does your team edit them during import? (changing units like mL → mg, each → grams, etc.) We can likely fix that at the source.
Are you manually converting flower weights into units? We can automate weight-to-unit conversion.
Do you need single-unit variants for partials or samples?
TESTING & COMPLIANCE
Are test result dates pulling through? (e.g. correct expiration dates) — configurable.
Are terpene results coming through to Leaf Trade?
Do you sell anything that does not require testing — seeds, live plants, bulk? We can reconfigure for that.
CATALOG, BATCHES & WORKFLOW
Are you using batch queues / automated FIFO?
Would a fulfillment location help you track vault or shelf assignments?
Is your product catalog due for a cleanup before we reload it?
Are your batches coming in correctly?
| YOUR BATCH NUMBER IS CONFIGURABLE Most people do not realize they control this. We can set your Leaf Trade batch number to any of:
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| MAKE RESETS ROUTINE Already auditing regularly? The audit is the hard part — the reset just carries your clean numbers into Leaf Trade. Ask your AM to schedule them on a recurring basis. |
Order Status & Ready-for-Sale
Two things we need before the reset:
✅ Every order in Approved status (or later).
✅ Everything you want on your menu, accurate and available in your Ready-for-Sale room — so we can see it and pull it in. Anything already claimed by an order should be out of that room.
Why this matters:
Order status | What it means for inventory |
Approved (or later) | Inventory is deducted — officially gone from your stock. |
New / Revised | Inventory is reserved but not yet deducted (still in your totals). Leaf Trade calls this allocated inventory. |
We pull in whatever is sitting in your Ready-for-Sale room. So that room needs to hold everything still available for sale — accurate and complete — and nothing already claimed on an order.
| WHY CLAIMED INVENTORY HAS TO BE OUT OF THE ROOM If a tag has been deducted in Leaf Trade but is still sitting in your Ready-for-Sale room in S2S (sublot not yet made, tag not yet moved), we will pull it back in and overstate your inventory. |
| “CAN I LEAVE ORDERS IN NEW / REVISED?” Technically yes — but do not, for a reset. When corrected quantities load in, a New/Revised order may no longer have enough inventory to fill, forcing manual edits that drift your totals back out of sync. Approve everything first. |
Preparing for Your Reset Call
Each step prevents a specific mid-reset problem. Run through them with your AM beforehand.
Set aside a quiet window — no new orders; pause storefront + internal order entry for 30–60 min.
Approve all orders — see Order Status & Ready-for-Sale above.
Confirm your Ready-for-Sale room is accurate and complete — everything you want on your menu is there; anything claimed by an order is moved or manifested out.
Clear sublots & claimed inventory — move out anything already deducted in Leaf Trade so we do not pull it back in.
OPTIONAL BUT RECOMMENDED
Talk to your AM about backend optimizations — see Optimize Before You Reset above.
Clean up your product catalog: Archive old / duplicate products & verify default prices and case sizes.
Questions? Reach out to your Account Manager or Support Team anytime.