Insights: Green Coffee Audit Report

The Green Coffee Audit Report gives you a complete picture of how a specific green coffee moves through your roastery for a specific date range - from when you first record the coffee to the finished products it ends up in. Whether you're preparing for an organic certification audit or investigating an inventory discrepancy, this report shows you the math behind every transaction.

What is the Green Coffee Audit Report?

The Green Coffee Audit Report tracks a single green coffee across your entire production workflow within a date range you define. It shows exactly how the green coffee was used - in Pre-Blends, roasts, post roast blends and finished products - and what inventory remained at the end of the period.

If you're an organic-certified roaster, your certifier requires mass balance documentation: proof that the volume of certified coffee you sold never exceeded what you received. Building that trail manually means cross-referencing purchase records, roast logs, and order history. This report does that reconciliation for you, tracing every pound from receiving through production to fulfillment, for any date range your auditor needs.

The report is also useful for:

• Inventory discrepancy investigations - when your physical count doesn't match the system, the report shows every transaction so you can find where the gap is
• Historical production tracking - look up exactly how a green coffee was used over any past period

How to access the report

The report is generated for one green coffee at a time. To pull a report:

1. Go to Insights > Green Coffee Audit Report.
2. Select the green coffee you want to trace.
3. Set your date range.
4. You will be emailed a CSV - open the CSV and import it into a spreadsheet for easiest viewing.

Reading the report

The report is organized into sections that follow your green coffee as it moves through production. Think of it like branches of a tree - each section traces one path from green coffee through Pre-Blends and roasts down to specific finished products (variants). A report for a green coffee used in multiple roasts will have multiple groupings, each representing a distinct production trail.

Sections:

Green Coffee Section - your overall summary of the green coffee invenory during this time

Pre-Blend - Green that was added into Pre- Blends, then Roasts, (optionally added into Blends) then packaged as Variants

Roasts - Green that was added directly into roasts (optionally added into Blends) then packaged as Variants

Quantity Sold Summary - Lists each order and what variants was fulfilled on that order during the date range

Green coffee section

• Beginning Inventory — Quantity on hand at the start of your date range.
• Purchased Quantity — Green coffee received into inventory during the period.
• Adjusted Quantity — Manual corrections to inventory
• Pre-Blend Quantity — Quantity consumed in Pre-Blend production. Shows as a negative number because this green coffee inventory decreases as it moves into Pre-Blend inventory.
• Roasted Quantity — Quantity consumed directly in roasting. Also shows as a negative number.
• Ending Inventory — Quantity on hand at the end of the date range.

Pre-Blend section

The Report will follow the green through one path at a time.  In the example below, the Pre-Blend of the Cold Brew displays that:

Ethiopia Sidamo Green -> goes into the "Cold Brew Pre-Blend" -> Which goes into the Cold Brew Roast -> which is packaged into the variants below.

If the green goes into more than one Pre-Blend, each one will  have it's own section listing the Pre-Blend, the Roast and the Variants it goes into.  

Note that the quantity reflected in the Pre-Blend is the total weight of the Pre-Blend.  The green coffee you've pulled report for is just one component in the blend.  You can review the recipe for the Pre-Blend in your Pre-Blend settings.

• Beginning Inventory — Pre-Blend quantity on hand at the start of the period.
• Adjusted Weight — Manual corrections to inventory
• Pre-Blend Weight — The total weight of the coffee that has gone into the Pre-Blend (all ingredients combined, not just this green coffee's contribution).

• Roasted weight — The green weight of the Pre-Blend that goes into the Roast.  Shows as a negative number because the Pre-Blend inventory decreases as it moves into roasted inventory. The difference between pre-blend weight and roasted weight reflects normal roasting shrink (typically around 14–16%).

  Example (as shown in image below):

  Cold Brew Pre Blend shows (-126) Roasted Weight (green)

  The Cold Brew Roast shows 107.6 Roasted Weight (after Roast)

  This would reflect the 14.7% weight loss that occurs during roasting

• Ending inventory — Pre-Blend quantity remaining at the end of the period.

Roast section

The Roast section will list all Roasts that the Green Coffee goes into directly. If the Roast happens after a Pre-Blend, a roast is located within the Pre-Blend section. Roasts either get packaged into variants or Blended as post roast blends before getting packaged.

For the roasts that get packaged, then all the variants that those roasts are packaged into will be listed at a section at the bottom.

• Beginning Inventory - Roast quantity on hand at the start of the period.
• Adjusted Weight - Manual corrections to inventory
• Roasted weight - The weight of coffee that has been roasted during that period (after-roast weight).
• Ground weight - If you sell ground coffee, this shows the quantity was ground before packaging.
• Blended weight - The total weight of the Roasted coffee that has gone into a Blend
• Packaged Weight - total weight of coffee that has been packaged into Variants.
• Ending inventory - Roasted coffee remaining at the end of the period.

For Roasts that are blended, it will list the  Roast, then Blend, then Variants.  

Below is an example of green that is added to  Espresso Base Pre-Blend -> which goes into the Espresso Base Roast -> which is then part of the Espresso Blend -> which then is packaged into many Variants (many are custom blends with various names)

Variant section

• Beginning inventory - Packaged units on hand at the start of the period.
• Purchased Quantity - Disregard this column - it is for variants that have purchased inventory however coffee inventory is produced not purchased.
• Adjusted Quantity - Manual inventory corrections at the variant level.
• Packaged Quantity - Units packaged during the period.
• Bundled Quantity - Units that went into bundles
• Fulfilled Quantity - Units marked as fulfilled on orders.
• Ending inventory - Units still on the shelf at the end of the period. If this number is positive, you have packaged product that hasn't been fulfilled yet.

Understanding adjusted weights

Adjusted weights represent manual corrections to inventory - records of when someone updated the recorded quantity to match what was physically on hand. In a well-managed roastery, adjustments should be small, typically 5% or less of total inventory.

Common reasons for adjustments include:

• A spill or loss that wasn't automatically recorded
• A roast that was completed but not logged in RoasterTools
• A physical count that revealed a discrepancy with the system

Viewing transaction details

For a more granular view, you can look in the app any section to see individual transactions. This works for green coffee, Pre-Blends, roasts, blends, and variants. For variants, transaction details include links to the specific orders they were fulfilled by.

1. In the report, locate the row or date you want to investigate.
2. Click View Transaction Details to expand the full list of transactions for that period.
3. Each transaction shows the quantity change, type (purchase, roast, adjustment, fulfillment), and timestamp.

FAQs

Q: Can I run this report for any ingredient, or just green coffee?

A: The report is designed specifically for green coffee. You can run it for any green coffee in your inventory - active or inactive.

Q: What does a negative number in the report mean?

A: Negative numbers indicate inventory moving from one stage to the next. For example, when green coffee moves into a Pre-Blend, it shows as negative in the green coffee section - because that inventory is leaving the green coffee pool and entering the Pre-Blend pool. This is expected behavior, not an error.

Q: Why don't the production quantities and the quantity sold always match?

A: Production and fulfillment don't always happen within the same date range. If you packaged coffee in one period and fulfilled those orders in another, the numbers in your production section and the quantity sold section may not align - this is normal. The report reflects when each activity was recorded, not when the order was placed.

Q: Is this report useful for organic certification audits?

A: Yes - this is one of its most common uses. The report provides a documented chain of custody for certified ingredients, showing exactly how much was received, how it moved through production, and what the ending inventory was. You can share the exported CSV directly with an auditor.