Weight Adjustments allow you to correct the recorded weight of a batch when it doesn't match the actual measured weight. This creates a complete audit trail with dual-approval signatures, tracking whether the adjustment was a weight gain or loss.
In this article:
- When to Use Weight Adjustments
- Prerequisites
- How to Record a Weight Adjustment
- What Happens After the Adjustment
- Tips and Best Practices
- Troubleshooting
🎯 When to Use Weight Adjustments
Use a weight adjustment when the batch's recorded weight in GrowerIQ doesn't match the actual weight you've measured. Common scenarios include:
- Scale calibration corrections - A scale was off and the recorded weight needs updating
- Moisture loss or gain - Material has gained or lost weight during storage
- Counting discrepancies - Physical count doesn't match the system record
- Data entry errors - The original weight was entered incorrectly
Lot vs Batch Weight Changes
Weight adjustments are specifically for correcting batch weights. For lot-level weight changes, see the Record Weight Gain and Record Weight After Loss actions on the lot detail page.
✅ Prerequisites
Before recording a weight adjustment:
- The batch must have recorded weight (a current quantity greater than zero)
- You need two approving users: one to check and one to approve the adjustment
- You should have the actual measured weight ready
📝 How to Record a Weight Adjustment
Step 1: Navigate to the Batch Detail Page
Go to Cultivation > Batches and click on the batch that needs a weight correction.
Step 2: Click the Weight Adjustment Icon
On the batch detail page, find the Current Quantity property. Next to it, you'll see a small edit icon (pencil). Click it to open the Weight Adjustment dialog.
Permissions Required
The edit icon only appears if you have permission to adjust weights.
Step 3: Review Current Weight
The dialog shows your batch's Current Weight in grams at the top. Review this to confirm the existing recorded value.
Step 4: Enter the Adjusted Weight
In the Adjusted Weight field, enter the correct weight in grams. This is what the batch weight will be updated to.
Weight Format Requirements
The adjusted weight must be a positive number greater than 0.000001g. Leading zeros (e.g., "05") are not valid.
Step 5: Provide Approval Signatures
The dialog shows who is performing the edit (the currently logged-in user as Edited by). You must also select:
| Signature | Purpose |
|---|---|
| Checked By | The user who verified the actual weight |
| Approved By | The user who authorizes the adjustment |
Both signatures are required. Select users from the dropdown lists.
Dual Approval Required
Both Checked By and Approved By signatures are required. The adjustment cannot be submitted without both.
Step 6: Enter Reason for Modification
Provide a clear explanation in the Reason for Modification field describing why the weight is being adjusted. This becomes part of the permanent audit trail.
Step 7: Submit
Click Submit to apply the weight adjustment.
📊 What Happens After the Adjustment
When you submit a weight adjustment, the system creates several activity records for full traceability:
If the weight increased (gain):
| Activity | Description |
|---|---|
| weight_adjustment | Records the change from the old weight to the new weight |
| record_weight_gain | Tracks the specific amount gained, with checker and approver signatures |
| inventory_adjustment | Updates the cumulative inventory quantity |
If the weight decreased (loss):
| Activity | Description |
|---|---|
| weight_adjustment | Records the change from the old weight to the new weight |
| record_weight_loss | Tracks the specific amount lost, with checker and approver signatures |
| inventory_adjustment | Updates the cumulative inventory quantity |
If the weight is unchanged, only a weight_adjustment activity is created (no gain/loss record).
All of these activities appear in the batch's Activity Log, providing a complete audit trail of who made the change, who checked it, who approved it, and why.
Verify Your Adjustment
Check the batch's Activity Log after adjusting to confirm the adjustment was recorded correctly.
💡 Tips and Best Practices
- Always weigh before adjusting - Confirm the actual weight with a calibrated scale before recording an adjustment
- Be specific in the reason - "Scale 3 was 5g off per calibration check on Feb 1" is better than "weight was wrong"
- Use different people for check and approval - While the system allows the same person, best practice is to have two different individuals verify and approve
- Review the activity log - After adjusting, check the batch's Activity Log to confirm the adjustment was recorded correctly
- Consider downstream impacts - Weight adjustments affect the batch's available inventory for lot creation and other operations
🔧 Troubleshooting
The edit icon doesn't appear next to Current Quantity?
Check that you have the appropriate permissions for weight adjustments. Contact your administrator if needed.
Getting a validation error?
The adjusted weight must be a positive number (greater than 0.000001g). Negative values and zero are not allowed. The value also cannot have leading zeros (e.g., "05" is not valid, but "5" and "0.5" are).
Both signature fields are required?
Yes. Both Checked By and Approved By must be selected before you can submit. This dual-approval ensures proper quality control.
Where can I see the adjustment in the audit trail?
Navigate to the batch detail page and click on the Activity Log tab. You'll see the weight_adjustment activity along with the corresponding weight gain or loss record.
🔗 Related Articles
- Batches - Understanding batch management
- Working Through a Batch Plan - Following the batch workflow
- Backdating Activities FAQ - Correcting activity dates after the fact