Help Center

Getting started

Ten minutes of setup makes every report after it faster: your stores and license numbers fill in automatically, your logo prints on every page, and your team signs in with their own accounts.

1. Add your stores

1. Open Settings → Stores and click Add store.
2. Enter the store name as you call it (e.g. Downtown), a short banner code if you run more than one brand (e.g. GA), and the License # (AU-R-…).
3. In Also appears in exports as, type the exact location names your POS uses, separated by commas (e.g. Green Acres - Downtown REC, Green Acres Downtown). This is how RecoupOS matches a Dutchie export to the right store.

2. Add your logo

In Settings → Organization, upload your logo (and a second banner logo if you have two brands). Logos print on every report header.

3. Invite your team

Settings → Team access → Invite by email. Enter their name and work email; they get a link to set their own password (good for 7 days) and their email becomes their username. Prefer to hand someone a login on the spot? Use Add with a temporary password instead — they can change it from Settings → Account. Managers who only receive deliveries need nothing more than this.

New Report — promo / reimbursement

Turn a Dutchie deals export into a vendor reimbursement report: what each promo cost you, the vendor's share, and the total they owe.

Export from Dutchie

In Dutchie, run the Discount Detail report for the store and date range (Reports → Sales → Discount Detail is the usual spot), filter to the vendor's promos if you like, and export it as Excel or CSV.

Build the report

1. New Report → drop the export on the upload box (or Choose file). The tool follows five steps: Upload → Analyze → Vendor → Filter → Summary.
2. Vendor: tick the vendor(s) the report is for — Select All if the export is already filtered. Continue →.
3. Filter: uncheck any discounts that don't belong, Continue →.
4. On the Promo report tab, enter each promo's raw cost (your cost per unit) and the deal split (the vendor's share, e.g. 100% for a vendor-funded BOGO, 50% for a split deal). Cost Per Unit and Vendor Owes calculate as you type. Costs you enter are remembered in your cost library for next time.
5. Click Export → Print / PDF. In the preview, pick the Brand from the vendor list, type the Event Type (e.g. Vendor Day BOGO), choose the Location (the license number fills in), and the Report Name writes itself.
6. The report saves itself as soon as Brand, Event Type and Location are filled — you'll see "Saved to Vendor Deals". Print it, or close the preview.

Batch Reports — one export, every store

Drop the raw Dutchie Discount Detail export for all stores and the whole period. RecoupOS splits it by store and discount so you can pick exactly which promos become reports.

1. Batch Reports → upload the big export (no filtering in Excel needed).
2. Match locations to stores: each Dutchie location name is matched to your store list automatically; fix any that aren't with the dropdown.
3. Pick the discounts: search, filter by store, sort by discount dollars, tick the ones you want. Anything already saved shows a green reported badge.
4. Click Send to New Report — one per store. Each store opens as one report with all of its ticked discounts as separate lines; finish it as usual and hit Save & next report to move to the next store. Or tick Combine into one report to merge everything into a single report.

Going back

Inside the New Report tool, the blue banner at the top has ← Back to Batch Reports. Your discount list, ticks and store matches are exactly as you left them. If you simply navigate back to Batch Reports later, you'll see a Resume strip offering the same list.

History — find, edit, re-print

Every saved report, searchable. Open one to change its status, fix a detail, or print it again.

• Search by report name, vendor or deal; filter by status (Pending, Submitted, Paid, Disputed); sort by newest, highest owed, oldest or name.
• Open a report to see the promo breakdown, change Status, Store or Check #, export to Excel, or Print.
• Edit report lets you change the name, vendor, event type, store, license and every line's cost per unit and deal % — totals recalculate as you type, and the credit ledger updates when you save.
• Delete moves a report to Trash for 30 days (restore it from Settings → Trash).

Vendors

A profile per vendor: default reimbursement rate, notes, all of its reports and what it currently owes you.

• Vendors are created automatically the first time you save a report for them — you rarely need Add vendor.
• Use the search bar to find one fast. Open it to edit the rate or notes, or Print packet — a statement of every unpaid report to send them.

Merging duplicates

If the same vendor ended up as two profiles (e.g. Uplyfted and UPLYFTED), RecoupOS flags them as likely duplicates. Click Merge duplicates, tick the profiles that are the same vendor, choose which to keep (and fix the capitalization if you like), and Merge. Every report and credit entry moves to the kept vendor; nothing is deleted from History or Credits.

Credits — the ledger

What each vendor owes you, per store, and where it has been applied.

• Earned entries are created automatically when a report is saved (or a Credit Report is printed). You can also Log earned credit by hand.
• When a vendor gives you the credit — on an invoice, a check, or a replacement order — click Apply credit, pick the store and vendor, enter the amount and a reference (PO or invoice number).
• Balances are shown by store and by vendor, with a month-by-month chart. Export CSV for your accountant.

Credit Reports — from the defective log

Upload a store's defective-product log and print a numbered credit report per brand to send the vendor.

1. Credit Reports → drop the defective log (Excel or CSV; several files at once is fine). Columns like Brand, Product, METRC tag, Reason, Date, Qty, Cost and Credits Applied are detected automatically — open Column mapping if one was read wrong.
2. Choose the scope: No — not applied (credits you're still owed), Yes — already applied, or All.
3. Tick the brands to include. Pick the store (its license fills in) and give the report a name.
4. Edit any line right in the table — reason, date, unit cost (the total recalculates) or the Applied toggle.
5. Print / Save as PDF. One report per brand is also filed in History, and for the "not applied" scope the amounts land in Credits as earned. Printing the same file again updates those records instead of duplicating; brands already filed show an in History badge.

Brand Funded — discount totals by location

For brand-funded discounts, Dutchie tells you how much credit each location is owed. This turns that CSV into one clean page per location.

1. Export the brand-funding report from Dutchie (it has Location Name and Brand Funding Credit Owed columns).
2. Brand Funded → upload it. Brand and event fill in from the file; REC and MED versions of the same location are combined; license numbers come from your store list.
3. Review the per-location totals, then Print (one page per location) and Log to Credits to record what each store is owed. Already-logged locations are badged so you don't double count.

Who Owes Us & Monthly Close

Collections and the month-end file copy.

Who Owes Us

• Every open report, grouped by vendor and aged from the day it was made — work the oldest first.
• Mark submitted when you've sent the report; Mark paid when the credit arrives (add the check or reference #). Packet prints a statement of everything a vendor still owes.

Monthly Close

Pick a month to see what was billed, what came in, per-vendor balances and the reports filed. Add notes and follow-ups, then Print it for the file.

Receiving — checking in a delivery

Scan every package on an incoming Metrc manifest, flag shorts and damage, and keep the record per store. Works with any barcode scan gun.

Start a check-in

Two ways:

• From Metrc, one click: with the browser extension installed, open Transfers in Metrc and click ✓ Check in on the manifest. RecoupOS opens with the check-in already filled in — every package on the manifest, however many pages Metrc shows them on.
• Several manifests on one truck: tick their checkboxes in Metrc and click Check in selected (or Check in all shown). RecoupOS creates one check-in per manifest and groups them as a delivery, so you can scan the whole truck from one screen — a package that belongs to another manifest in the delivery is recognised and recorded there.
• From a file: Receiving → New check-in and drop the Metrc manifest export (CSV or Excel). This path also records wholesale prices, which the Metrc screen doesn't show. No file? Paste the package tags.

Pick the store, type your name (recent names are one tap) and Start scanning.

Scan

• Click into the big scan box (or press /) and scan. Green = on the manifest, red = not on it, amber = already scanned. Off-manifest and duplicate scans beep.
• The counters show Expected / Scanned / Missing / Flagged / Unexpected and the order value.
• Click + Flag on any line to note a problem — pick a reason (Short quantity, Damaged, Wrong product…) and add detail, e.g. 8 of 10 received. You can flag a package from the Manifest tab even if it never arrived.
• Tabs: Scan log, Manifest (with price change vs. last delivery), Missing.

Finish

1. Run the Re-scan pass: it walks the flagged and missing packages one at a time — scan each to confirm, or mark it still missing.
2. Report tab summarizes everything; Print report gives a signed copy with receiver and driver signature lines; CSV exports the scan log and manifest.
3. Complete receiving. The check-in is locked and its prices become the reference for the vendor's next delivery. Reopen it any time.

The browser extension

A small Chrome extension that connects Metrc and Dutchie to RecoupOS. It works with your RecoupOS sign-in — nothing else to set up.

Install

1. Install it from the link your admin shares (Chrome Web Store), or unzip the folder and load it at chrome://extensions → Developer mode → Load unpacked.
2. Click the extension icon. It should say Active with your company name. If it says "Not signed in", sign in to RecoupOS in a normal tab first.

In Metrc

On the Transfers page every manifest row gets a ✓ Check in button and a checkbox. Click the button for one manifest, or tick several and use the Check in selected panel at the bottom right when one truck brings more than one. The extension reads the full package list straight from Metrc (all pages), and keeps your Metrc session from timing out while the tab is open.

In Dutchie

On a receiving page, each package gets a 💲 button showing what your company last paid for it (from RecoupOS check-ins) and, when a price is known, a Fill row button for the cost field.

Issues & Price history

What went wrong at the door, and what you're paying over time.

Issues

Receiving → Issues lists every flagged package, every package missing from a completed check-in, and every unexpected scan — across all stores, with the vendor, manifest, note and dollar value at stake. Filter by store, kind and time window; Open jumps to the check-in. This is the list you work from when you ask a vendor for credit.

Price history

Receiving → Price history shows cost per unit for every product you've received, with the change versus the previous delivery and versus the first, the price range, and how many times you've bought it. A banner tells you how many products cost more on their latest delivery. Click a row to see every delivery. Prices come from check-ins created from a manifest export (the Metrc screen doesn't show prices).

Analytics

The owner's view: how much you asked vendors for, how much came back, how long it took — by month, by vendor and by store.

1. Pick a range: This month, Last month, This quarter, Year to date, Last 12 months or Custom dates. Filter to one vendor or one store.
2. The four tiles: Billed (reports created in the range), Collected (reports marked paid in the range, with recovery %), Still open at the end of the range, and average days to get paid.
3. By vendor ranks who pays and who stalls; click a vendor to open its profile. By store shows which locations are billing — a store with $0 billed is a store leaving money on the table.
4. Aging splits what's open into 0–30 / 31–60 / 61–90 / 90+ days. Oldest open lists the reports to chase first.
5. Reports CSV exports every report in the range (vendor, store, license, amount, status). Ledger CSV exports credit entries with a running balance — hand it to your bookkeeper. Print summary makes a one-page PDF for an owner or board update.

Billing & account

• Plans are by number of stores: Single Store (1), Multi-Store (up to 5), Chain (up to 15). Every plan includes the full vendor-credit toolkit and unlimited users. More than 15 stores? Contact us.
• Receiving add-on: the Receiving section (check-ins, Issues, Price history) and the Chrome extension are a separately priced add-on, not included in any plan, licensed per store. Admins tick the stores that receive deliveries under Billing → Add-ons and press Save stores; Stripe bills that count on the same subscription, prorated. Only licensed stores appear in the New check-in store list — a manager at an unlicensed store sees a note to ask their admin.
• Free trial: 14 days with a card on file; you're not charged until day 15. Cancel from Billing any time before then.
• Billing (admins) shows your plan, trial countdown and Manage card & invoices. Plan changes are prorated.
• If a payment fails you keep access for 7 days while the card is retried; after that only the Billing page opens until it's fixed. Nothing is deleted.
• Settings → Account to change your password. Admins add and remove people under Team access, and can send anyone a fresh set-password link with Email link.
• Forgot your password? Click the link under the sign-in button and enter your email; the reset link works for 60 minutes. If no email arrives, ask your admin to send you one from Team access.

Troubleshooting

"This file was already saved" when I try to save

RecoupOS recognised the same export (or the same store + discount) from an earlier report. Open the existing one from History instead, or choose Save anyway if it really is a new report.

The logo doesn't print

Use Print / Save as PDF from inside RecoupOS rather than the browser's print on a different page, and allow pop-ups for the site if your browser blocked the print window.

A store wasn't matched in Batch Reports or Brand Funded

Add the exact POS location name under that store's Also appears in exports as in Settings → Stores. It will match next time.

The Metrc "Check in" button says "No packages found"

Rare, but if Metrc's data couldn't be read, expand the manifest row (the ▸ arrow) so its package list shows, then click ✓ Check in again — the extension pages through the on-screen list as a fallback.

The extension says "Not signed in"

Sign in to RecoupOS in a normal browser tab, then click the extension icon again. If the Receiving add-on isn't on your subscription, or your trial has ended, the extension pauses until it is — an admin can add it under Billing → Add-ons.

Something else?

Email support — include the page you were on and, if it's about a file, attach the file.