Sell by Case & Unit

Glossary

Prerequisites & Setup

Step-by-Step Instructions

Important Considerations

System Impacts & Dependencies

Troubleshooting Common Issues

Overview: Why We Use This Feature

Case and Unit delineation help create and plan Sales Orders that match what is being sold to your customers, versus the weight that is in the state compliance system. All count-based items can be set up to have a Case count, like Vapes or Edibles. All weight-based and volume-based items can be set to have an Individual Unit Weight to determine how much 1 each equals. This is pivotal when selling items like 1/8ths.

The values you enter live on the Item record, in the Unit Details section, and every screen downstream reads from them. Once an Item carries an Individual Unit Weight or an Individual Units per Case value, the Unit dropdown on a Sales Order line item offers “each” and “case” alongside the item’s weight units, the Invoice prints the quantity in the unit that was actually sold, and package splitting and auto-allocation convert that quantity back into the real package weight or count. These two fields are used only in Canix. They describe how you sell the item and do not change the weight recorded on the package itself.

The benefit is that your sales team orders in the language your customers use (three cases, twenty-four eaches) while Canix does the conversion math in the background, so no one is calculating grams per jar by hand at fulfillment time. Setting the fields once on the Item carries through to every future Sales Order for that item.

One item in this article is not an action you take. Cases and Units on Invoices describes how Canix renders quantities on a finished Invoice once the Item and Sales Order are configured, so there is nothing to click.

In this article the following topics are covered. For related Sales Order workflows, see Guide to Sales Orders in Canix.

Set Up Cases and Units on an Item: Case and Unit values are configured on the Item record, in the Unit Details section. The Individual Unit Weight field sets the weight or volume that represents one unit for sales purposes, and the Individual Units per Case field sets the total number of individual units that make up one case. For weight-based and volume-based items the two are linked: the case field stays disabled until an individual unit weight has been defined.

Sell by Case or Unit on a Sales Order: When you add a line item, the unit dropdown automatically pre-fills with the item’s current default weight unit. In the Unit dropdown field, you can change the unit to “each” or “case” if the item is configured for these options, and the subtext under the quantity field shows what your selection converts to.

Cases and Units on Invoices: If an item is set to cases as the weight unit on the Sales Order, the number of cases is displayed in the Quantity column on the Invoice, with the total quantity per case shown in parentheses. If the item is set to eaches, the number of units is displayed instead, with the weight equivalent in parentheses for weight-based items.

Split Packages for Case and Unit Line Items: When fulfilling an order in Canix, you can split packages to allocate the correct quantity to a line item. When the line item is sold in cases or eaches, the new package is pre-filled with the total quantity needed in the package’s own unit, and a tooltip shows how the cases or eaches translate into that quantity.

Auto-Allocate Packages for Case and Unit Line Items: Auto-Allocate Packages fills a line item from existing inventory without any conversion work on your part. If there are packages that already meet the line item quantity, Canix uses the current auto-allocation logic to add the package that fulfills the unit requirements. If splitting is needed, Review Unsubmitted Packages shows the cases or eaches ordered alongside the equivalent package weight.

Glossary

• Case: A selling unit made up of a fixed number of individual units, for example a case of 200 pre-rolls. Used in Canix only, for Sales Orders and Invoices.
• Count-Based Item: An item tracked by number of pieces rather than by weight or volume, such as Vapes or Edibles.
• Each: A single individual unit of an item, such as one 1/8th jar. Shown as “each” in the Unit dropdown.
• Individual Unit Weight: The Item field holding the cannabis packaged weight representing 1 unit each. For weight-based and volume-based items it defines how much one “each” equals, for example 3.5 grams.
• Individual Units per Case: The Item field holding the total quantity that represents a single case for sales purposes, for example 200.
• Item Type: The classification selected on the Item record that determines whether the item is count-based, weight-based, or volume-based. The Unit Details section appears only after an Item Type is selected.
• Line Item: A single row on a Sales Order, made up of an item, a quantity, and a unit.
• Split Package: A package action that carves a new package out of an existing one so the exact quantity needed can be allocated to a line item.
• Auto-Allocation: A Sales Order action that selects packages from available inventory to fulfill the line item quantities automatically.
• Unit Details: The section of the Item record that contains the Individual Unit Weight and Individual Units per Case fields.
• Volume-Based Item: An item tracked by volume, such as a liquid concentrate.
• Weight-Based Item: An item tracked by weight, such as flower.

Prerequisites & Setup

Before beginning, ensure the following requirements are met:

• Permissions:

• Facility Data and Sales permissions are required to configure and sell by case and unit. Analyze & Support > Admin & Settings > Permission Groups.
• Items: Edit Items: allows editing the Item record, including the Individual Unit Weight and Individual Units per Case fields in Unit Details. (Admin > Facility Data > Items)

• Sales Orders: View Sales Orders: allows opening Sales Orders and reading line item quantities and units.
• Sales Orders: Edit Sales Orders: allows adding line items and changing the unit on a line item.

• Necessary Data:

• For weight-based and volume-based items, an Individual Unit Weight must be entered before Individual Units per Case can be set.
• Active packages of the item in inventory, if you intend to allocate or split against the line item. Inventory Management > Cannabis Inventory > View: Active
• A Customer and a Sales Order to sell against. Transact > Sales Management > Sales Orders
• For allocated packages to appear on the Invoice, the Invoice must be configured to show Allocated Packages.

Step-by-Step Instructions for Each Action

Set Up Cases and Units on an Item

• Important Considerations
• Step by Step Instructions
• Troubleshooting

Important Considerations for Set Up Cases and Units on an Item

These “pro-tips” and warnings help avoid common pitfalls:

• The Unit Details section only appears after you select an Item Type. For weight-based and volume-based items, these optional fields become visible once the Item Type is selected.
• Field requirements: Individual Unit Weight and Individual Units per Case are both optional. Individual Unit Weight is the exception where compliance regulations already require it for the item.
• Weight-based and volume-based items require an Individual Unit Weight before a case can be defined. If no Individual Unit Weight is entered, the Individual Units per Case field will be disabled, with the tooltip “Case quantity can only be defined once individual unit weight has been defined.”
• Count-based items with no case configured show only “each” in the unit dropdown.
• Read the subtext under each field to confirm the entry. The subtext restates the value in plain terms, for example “1 case = 200 each” and “1 each = 3.5 grams.”

Step by Step Instructions for Set Up Cases and Units on an Item

Follow these steps or watch the demo video to complete each workflow:

Both values are set on the same screen. Enter one or both, depending on how the item is sold.

1. Navigate to Item Details, Inventory Management > Master Data > Items.

2. Choose the Item you want to configure then scroll down to the Unit Details section. The “Individual Unit Weight” field will be at the top of the Unit Details section. Below it, you will see the “Individual Units per Case” field.

3. Set the Individual Unit Weight (each): In the “Individual Unit Weight” field, enter the weight or volume that represents one unit for sales purposes.
   • Example: For 1/8th jars, enter the weight of one jar.
   • A tooltip provides guidance: “Cannabis packaged weight representing 1 unit each. For weight and volume-based items, this field is only used in Canix to assist with sales.”
   • Subtext below the field will display how much one unit is equal to. Example: “1 each = 3.5 grams.”

4. Set the Individual Units per Case (case)Enter the total number of individual units that make up one case in the “Individual Units per Case” field.

• Example: If 200 pre-rolls make up one case, enter “200”.
• A tooltip provides guidance: “Total quantity that represents a single case for sales purposes. This field is only used in Canix.”
• Subtext below the field will display the number of units equal to one case. Example: “1 case = 200 each.”
• For weight-based and volume-based items, this field stays disabled until an Individual Unit Weight is entered.

5. Save your changes to the Item.

Troubleshooting for Set Up Cases and Units on an Item

If you encounter an error, check these common scenarios before contacting support.

• The Individual Units per Case field is greyed out. No Individual Unit Weight has been entered. Weight-based and volume-based items require an individual unit weight before a case quantity can be defined. Enter the unit weight first and the case field becomes editable.
• There is no Unit Details section on the Item. An Item Type has not been selected yet. Select the Item Type and the section appears.
• The unit dropdown on my Sales Order only offers “each”. The item is count-based and has no Individual Units per Case value. Set one on the Item.
• I cannot find where to enter an Individual Unit Weight because the item already has one. If compliance regulations require the field for that item, it already exists as a required field and is not duplicated. Update the existing field.
• The subtext under the field does not match what I expected. The subtext is calculated from the values entered, so a mismatch usually means the case count and the unit weight were entered against the wrong fields. Confirm that Individual Unit Weight holds a weight or volume and Individual Units per Case holds a count.

Sell by Case or Unit on a Sales Order

• Important Considerations
• Step by Step Instructions
• Troubleshooting

Important Considerations for Sell by Case or Unit on a Sales Order

These “pro-tips” and warnings help avoid common pitfalls:

• The unit dropdown pre-fills with the item’s current default weight unit when you add a line item. Change it only if you are selling in cases or eaches.
• The Unit dropdown is ordered: the item’s weight unit or units, then Each, then Case.
• Items without cases show “case” in the dropdown but disabled. The option is visible so you know it exists, not because it is available.
• Items without eaches show “each” in the dropdown but disabled.
• Selecting “case” shows how many eaches are in a case in the subtext below the quantity field. If the item has an Individual Unit (Each) Weight entered, it also shows the total weight from those eaches. Example: “1 case = 100 each (350 g)”.
• Selecting “each” shows the weight needed in the subtext below the quantity field, when the item has an Individual Unit (Each) Weight. Example: “1 each = 3.5 g”.
• Use the subtext as your check before saving the line item. It is the fastest way to catch an order for 100 cases that was meant to be 100 eaches.

Step by Step Instructions for Sell by Case or Unit on a Sales Order

Follow these steps or watch the demo video to complete each workflow.

1. Navigate to Transact > Sales Management > Sales Orders and open or create the Sales Order.

2. Add a line Item for the Item you are selling.

• When you add a line item, the unit dropdown will automatically pre-fill with the item’s current default weight unit.

3. Update units to “case” or “each” In the Unit dropdown field:

• The Unit dropdown will be ordered as follows: the item’s weight unit or units, then Each, then Case.
• Options the item is not configured for still appear in the list, but are disabled.

4. Enter the quantity in the selected unit and confirm the subtext below the quantity field.

• Selecting “case” shows how many eaches are in a case, and the total weight from those eaches if an Individual Unit (Each) Weight is entered. Example: “1 case = 100 each (350 g)”.
• Selecting “each” shows the weight needed, when the item has an Individual Unit (Each) Weight. Example: “1 each = 3.5 g”.

5. Save the Sales Order after updating / adding any other line Items.

Troubleshooting for Sell by Case or Unit on a Sales Order

If you encounter an error, check these common scenarios before contacting support.

• “Case” appears in the dropdown but I cannot select it. The item has no Individual Units per Case value. Disabled options are shown so the list stays consistent across items. Configure the item and the option becomes selectable.
• “Each” appears in the dropdown but I cannot select it. The item has no Individual Unit Weight. Set one on the Item record.
• The line item defaulted to grams when I wanted cases. The dropdown pre-fills with the item’s current default weight unit on every new line item. Change the unit on the line item itself.
• No subtext appears under the quantity field. Subtext for “each” depends on an Individual Unit (Each) Weight being entered on the item. Without it there is nothing to convert.
• The weight in the subtext looks wrong. The subtext multiplies the quantity by the values on the Item record, so an unexpected figure points back to the Individual Unit Weight or Individual Units per Case entry rather than to the order.

Cases and Units on Invoices

• Important Considerations
• How It Works
• Troubleshooting

Important Considerations for Cases and Units on Invoices

These “pro-tips” and warnings help avoid common pitfalls:

• The Invoice follows the unit chosen on the Sales Order. There is no separate unit setting on the Invoice itself, so a quantity that reads wrong on the Invoice is corrected on the line item.
• Allocated packages appear only if the Invoice is configured to show Allocated Packages.
• Parentheses always carry the underlying quantity. Cases show the total quantity per case, eaches on weight-based items show the weight equivalent, and allocated packages show the actual weight of the package.
• The package weight in parentheses is the real package weight, not the ordered weight. These can differ when a package was allocated whole rather than split.

How It Works for Cases and Units on Invoices

The following is what Canix does automatically when the Invoice is generated. There are no steps to follow.

Cases as the weight unit

• If an item is set to cases as the weight unit on the Sales Order, the number of cases will be displayed in the Quantity column on the Invoice.
• For both count-based and weight-based items, the total quantity per case will be shown in parentheses next to the number of cases.
• Formula: # of cases * Quantity per Case.

Eaches as the unit

• If an item is set to eaches on the Sales Order, the number of units will be displayed in the Quantity column on the Invoice.
• For weight-based items, the weight equivalent will be shown in parentheses next to the number of units.
• Formula: # of Units * Individual Unit Weight.

Allocated packages

• If packages are allocated on the Sales Order, and the Invoice is configured to show Allocated Packages, then the packages will display with the Unit selected on the Sales Order, and the actual weight of the package in parentheses.

Troubleshooting for Cases and Units on Invoices

If you encounter an error, check these common scenarios before contacting support.

• The Invoice shows grams where the customer expects cases. The line item on the Sales Order was left in the item’s default weight unit. Change the unit on the line item and regenerate the Invoice.
• Allocated packages are missing from the Invoice. The Invoice is not configured to show Allocated Packages.
• The weight in parentheses does not match the ordered weight. Allocated packages print the actual weight of the package. A whole package allocated against a smaller line item will read higher than the amount ordered. Split the package if the Invoice needs to show the exact quantity.
• No parentheses appear next to a quantity in eaches. The weight equivalent is shown for weight-based items. A count-based item sold in eaches has no weight to convert to.

Split Packages for Case and Unit Line Items

• Important Considerations
• Step by Step Instructions
• Troubleshooting

Important Considerations for Split Packages for Case and Unit Line Items

These “pro-tips” and warnings help avoid common pitfalls:

• The pre-filled quantity is always in the package’s own unit, not in cases or eaches. Canix converts the line item quantity for you, so the number you see is the count or weight that will actually leave inventory.
• Count-based items sold in cases pre-fill the new package with the total count quantity needed. Formula: New Package Quantity = # of cases x units per case (set in Facility Data > Items).
• Weight-based items sold in cases pre-fill the new package with the total weight-based quantity needed. Formula: New Package Quantity = # of cases x units per case.
• Weight-based items sold in eaches pre-fill the new package with the total weight-based quantity needed. Formula: New Package Quantity = # of units x Individual Unit Weight (set in Facility Data > Items).
• The tooltip on the pre-filled quantity shows the conversion, so you can confirm how many cases or units the quantity represents before splitting.
• The pre-fill depends on the Item being configured. An item missing an Individual Unit Weight or Individual Units per Case has nothing to convert from, so nothing is pre-filled.
• Check the pre-filled quantity before submitting. It is a calculation from the line item, not a reading of what is physically in the package.

Step by Step Instructions for Split Packages for Case and Unit Line Items

Follow these steps or watch the demo video to complete each workflow.

When fulfilling an order in Canix, you can split packages to allocate the correct quantity to a line item. The steps are the same for count-based and weight-based items. Only the pre-filled quantity differs.

1. Navigate to Transact > Sales Management > Sales Orders and open the Sales Order.
2. Select Add Packages.

3. Click the ellipses (…) next to a package and choose Split Package.

4. Review the pre-filled quantity on the new package.

• Count-based items, cases sold: the new package is pre-filled with the total count quantity needed. Formula: New Package Quantity = # of cases x units per case (set in Facility Data > Items). The tooltip shows how many cases equal the actual count quantity.
• Weight-based items, cases sold: the new package is pre-filled with the total weight-based quantity needed. Formula: New Package Quantity = # of cases x units per case. The tooltip shows how many cases equal the actual weight quantity.
• Weight-based items, units sold: the new package is pre-filled with the total weight-based quantity needed. Formula: New Package Quantity = # of units x Individual Unit Weight (set in Facility Data > Items). The tooltip shows how many units equal the actual weight quantity.

5. Adjust the quantity if needed, then complete the split.
6. Confirm the new package is allocated to the line item.
   • If necessary navigate to Analyze & Support > Admin & Settings > User Submissions to review or check the status of your Split Package submissions. If the submission status is Failed, click on the submission name to see the error message.

Troubleshooting for Split Packages for Case and Unit Line Items

If you encounter an error, check these common scenarios before contacting support.

• The new package quantity is not pre-filled. The item has no Individual Unit Weight or Individual Units per Case value, so there is no conversion for Canix to run. Configure the Item and reopen the split.
• The pre-filled quantity is higher than I expected. The pre-fill multiplies the line item quantity by the values on the Item. Hover the tooltip to see how many cases or units the quantity represents, then confirm the units per case on the Item.
• The source package does not have enough quantity to cover the split. The pre-fill is calculated from the line item, not from what is available. Allocate an additional package or reduce the line item quantity.
• The submission failed. Navigate to Analyze & Support > Admin & Settings > User Submissions; if the submission status is Failed, click on the submission name to see the error message.
• I split the package but the line item still shows short. Confirm the new package was allocated to the line item and not left unallocated in inventory.

Auto-Allocate Packages for Case and Unit Line Items

• Important Considerations
• Step by Step Instructions
• Troubleshooting

Important Considerations for Auto-Allocate Packages for Case and Unit Line Items

These “pro-tips” and warnings help avoid common pitfalls:

• No conversion calculation is needed by you. Canix does the math in the background between the ordered cases or eaches and the package units.
• Existing packages are used first. If there are packages that already meet the line item quantity, Canix uses the current auto-allocation logic to add the package that fulfills the unit requirements.
• Splitting is a second step, not part of allocation. If splitting is needed, select “Review Unsubmitted Packages.”
• Review Unsubmitted Packages restates the order in both units. Under the Item Name, the amount of cases or eaches on the line item and the equivalent package weight needed in parentheses is displayed: “Quantity on Sales Order: X cases (X each)” for cases, and “Quantity on Sales Order: X each (X weight)” for eaches.
• The new and source package dropdowns show only the actual package units. Cases and eaches are not offered there. This ensures clarity on the exact units being allocated.

Step by Step Instructions for Auto-Allocate Packages for Case and Unit Line Items

Follow these steps or watch the demo video to complete each workflow.

1. Navigate to Transact > Sales Management > Sales Orders and open the Sales Order.
2. Click the ellipses (…) at the end of the product search bar and select “Auto-Allocate Packages.”
   • If there are packages that already meet the line item quantity, Canix uses the current auto-allocation logic to add the package that fulfills the unit requirements.
   • Canix does the math in the background, so no conversion calculation is needed by you.

3. Confirm starting tags if splitting is required:
   • Canix will automatically split off new packages with the correct amount and assign them to the line Item

4. Submit the allocation and confirm packages were added to the line Item.
   • If necessary navigate to Analyze & Support > Admin & Settings > User Submissions to review or check the status of your Split Package submissions. If the submission status is Failed, click on the submission name to see the error message.

Troubleshooting for Auto-Allocate Packages for Case and Unit Line Items

If you encounter an error, check these common scenarios before contacting support.

• Auto-allocation did not fill the line item. No single package met the line item quantity. Select “Review Unsubmitted Packages” to split a package down to the quantity needed.
• The allocated package is larger than what was ordered. Auto-allocation adds a package that fulfills the unit requirements, which can mean allocating a package whole. Split it if the order needs an exact quantity.
• Review Unsubmitted Packages shows a weight when I ordered eaches. The parentheses give the equivalent package weight for the eaches ordered, which is what the package will actually be split to.
• The package dropdown does not offer cases or eaches. Only the actual package units are shown there, by design, so the quantity being allocated is unambiguous.
• The submission failed. Navigate to Analyze & Support > Admin & Settings > User Submissions; if the submission status is Failed, click on the submission name to see the error message.

System Impacts & Dependencies

Changing data in one area often triggers updates elsewhere. Understanding these relationships is critical for data integrity.

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