Licensed Transfers (Metrc Manual)

A Licensed Transfer is a Metrc term for the transfer of cannabis or cannabis products between Annual Licensees.

Creating a Licensed Transfer

All information entered into the manifest fields on the New Licensed Transfer page shown in Exhibit 74 is required and can be saved and printed in PDF format. Save a copy of the manifest for your records. Print a copy for the driver. Read all rules and regulations regarding transferring and transfer manifests provided by the State of California to ensure that the transfer is in compliance.

The New Licensed Transfers page is accessed by selecting the Licensed option from the Transfers menu in the top navigation bar.

  1. Destination Look-up. Use this field to select the location to transfer to. Use the magnifying glass to find the location in the list of all actively licensed businesses, which is sorted in numerical order by license number.
  2. Transfer Type Drop-down. Use this drop-down to select the kind of transfer to perform.  Transfer Types and their usage are outlined in Exhibit 75 below.

    Transfer Type

    Transfer Type Usage

    Transfer

    Used for all transfers except transfers between a Distributor and a Retailer or a Distributor and a Microbusiness for the purposes of retail sale.

    Return

    A Return transfer is used only for the transfer of defective manufactured products back to the originating licensee. 

    Wholesale Manifest

    A Wholesale Manifest transfer is used only by a Distributor when transferring products to a Retailer licensee.

     

    When a Wholesale Manifest is used, the Distributor is required to record the wholesale price of each package in the transfer.

     

    A Microbusiness functioning as a Distributor with a transfer that includes a Retailer licensee, or another Microbusiness licensee functioning as a Retailer, shall follow the process above.

  3. Planned Route. Use this field to specify the route to be taken for each leg of a transfer. If the transfer is going from one location to another, only one route should be entered. For multi-destination transfers, complete one field for each leg of the transfer. The field shown is for an individual leg of the transfer.
  4. Transfer Schedule. Use the schedule to enter the estimated date/time for the departure, and expected date/time for the arrival of the shipment. Data can be manually entered or selected using the calendar date/time functions.
  5. Transport Look-up. Use this field to select the Distributor or Laboratory licensee that will transport the package(s). Use the magnifying glass to display a list of all actively licensed Distributors and Laboratory licensees. The list is initially sorted alphabetically by license name and then by license number, but it can be sorted and filtered as needed.
  6. Layover Checkbox. Check this checkbox if there will be a stop between the origin and destination facility. This will display the Layover Schedule fields.
  7. Layover Schedule. Use the schedule to enter the estimated check-in date/time at the layover location, and the estimated check-out date/time at the layover location. Data can be manually entered or created using the calendar/time functions.
  8. Driver Look-up Drop-down. This drop-down displays a list of drivers previously entered into the Driver Information field. This includes Employee ID, Driver's Name, and Driver's Lic. No.  Driver information is not associated with vehicles.
  9. Driver Information. Add each new driver’s information, providing complete information for future use.  The Employee ID is a required field that can be used at the licensee’s discretion to record an employee internal business ID number or other distinguishing employee identifier.
  10. Vehicle Lookup Drop-down. This drop-down displays a list of vehicles previously entered into the Vehicle Information field. This includes Vehicle Make, Vehicle Model, and License Plate. Vehicle information is not associated with the driver.
  11. Vehicle Information. Add each new vehicle’s information, providing complete information for future use. This includes Vehicle Make, Vehicle Model, and License Plate.
  12. Phone No. Use this field to specify the phone number to display in the Contact Phone No. for Inquiries field on the manifest.  Selecting the use default hyperlink populates the field with the main phone number of the originating facility.
  13. Add/Subract Transporte Button. Use the black Add (plus) button to add additional transporters to a manifest as required. Only add transporters for each destination on a manifest. For multiple destinations, add transporters to each individual destination (do not add all transporters to a single destination). The black Subtract (minus) button removes the corresponding transporter from the transfer manifest. This button only displays when a subsequent transporter has been added.
     
  14. Package Look-up. Use this field to select packages in inventory to include in a transfer that have not previously been included in the transfer. Use the magnifying glass to display a list of all packages in inventory.
    1. Wholesale Price. When a Transfer Type of Wholesale Manifest is used by a Distributor to transfer packages to a Retailer, a Wholesale Price field displays.  Wholesale Price is a required field.
  15. Add/Subtract Package Button. Press the black Add (plus) button to add additional packages to a manifest as required. Only add packages for each destination on a manifest. For multiple destinations, add packages to each individual destination (do not add all packages to a single destination). Press the black Subtract (minus) button to remove the corresponding packages from the transfer manifest. This button only displays when a subsequent package has been added.
  16. Add/Subtract Destination Button. Select this button to add an additional destination. When a new destination is added, new fields display for completion, including Destination, Route, Schedule, and Package.  Press the black Subtract (minus) button to remove the corresponding destination from the transfer manifest. This button only displays when a subsequent destination has been added.
  17. Register Transfer Button. Select this button to finalize the manifest creation process and make it available to all parties named in the transfer.
    After a transfer has been created/registered, it is viewable by the licensee that created it as Outgoing, by the licensee receiving it as Incoming, and by the State. Transfers can be scheduled in advance for as many facilities as desired, and for as many packages as needed, as long as the transfer meets regulations.
  18. Cancel Button. Select this button to prevent the transfer/manifest from being created.

Remember:

  • A transfer cannot be generated for a package that has not been created. Only live packages can be added to a transfer manifest and shipped.
  • Metrc is a reporting system. All transfers should be completed based on all applicable State of California rules and regulations. Metrc does not replace, alter, or change any rules or regulations. Consult your Licensing Authority for further information on how to manifest products.

Licensed Transfer – Outgoing Tab

The Originating facility can view outbound transfers on the Outgoing tab of the Licensed Transfers page shown in Exhibit 76.

  1. New Transfer Button.
  2. View Manifest Button.
  3. Manifest View Tabs.
  4. Manifest.
  5. Destination.
  6. Stops.
  7. Packages.
  8. Employee.
  9. Dated Created.
  10. Edit Button.
  11. Voide Button.
  12. Expand Arrow. This arrow indicates that there is additional detail available for the row.

Selecting the expand arrow to next to the Manifest number provides information about the Destinations included on the manifest.

Selecting the expand arrow to next to each Destination provides information about the Transporter(s) and Package(s) specific to that Destination.

Selecting the expand arrow to next to each Package displays tabs containing Lab Results (if applicable) and the History of the package.  See Section 6.2 for more information about the content of these tabs.

Remember:

  • Each field with the (3 dots) symbol can be filtered and sorted (see search functions for more details).
  • Use the Expand Arrow to review all information about that manifest. 

Viewing a Manifest

When the Register Transfer button is selected on the New Licensed Transfer page, a pop-up message is displayed confirming the registration and providing a link to view the manifest.  Clicking inside the pop-up opens the PDF version of the manifest in a new browser tab.  Exhibit 79 below shows an example of the pop-up displayed when using a Chrome browser.  The type of browser being used and the browser notification settings may impact the behavior of this pop-up.

A manifest can also be viewed by selecting the View Manifest button. The View Manifest button is available in the Incoming, Outgoing and Rejected pages. Select the manifest before selecting the View Manifest button.

Once the appropriate manifest has been highlighted and the View Manifest button has been selected, a new browser tab launches and the manifest opens as a PDF file.

NOTE: Viewing the manifest requires adjusting the computer settings to allow popups from Metrc.

The manifest can be printed or saved from View Manifest using the browser’s Print and Save buttons.

NOTE: Be sure to print the manifest for the driver before he/she leaves the facility.

Modifying a Transfer

A transfer can be modified as shown in Exhibit 81, or voided, up until the time that the Distributor or Testing Laboratory marks that it has departed the facility. Once the transfer process has begun, the transfer may not be modified except by the Distributor or Testing Laboratory to edit estimated departure and arrival times, or driver and vehicle information (see Edit Transporter Info below).

When modifying transfers, each of the transfer fields may be modified at the same level of detail as when the transfer was created. Edits may be completed for a variety of reasons including: error correction, changes in destination, changes in product, etc. The transfer process is a key component of the chain of custody process, and modifying a transfer manifest should be handled appropriately.

To modify a transfer, navigate to the Outgoing tab on the Licensed Transfers page (see Section 7.1.2). Locate the proper transfer and select the Edit button.

The Edit Licensed Transfer page shown in Exhibit 81 shares many elements with the New Licensed Transfer page (blue annotations).  Please see the Section 7.1.1 above for a description of these shared elements.  The elements unique to the New Licensed Transfer Template page (red annotations) are described below.

  1. Manifest.This field displays the unique manifest number.
  2. Save Transfer Button. Select this button to save the updates to the manifest and make the updated manifest available to all parties named in the transfer.

Remember:

New packages can be added or packages may be removed. However, packages cannot be adjusted from the Transfer page. If a package must be adjusted, remove it from the transfer to make the adjustment. After the package has been adjusted, it can be added back into the transfer.

Voiding a Transfer

Voiding a transfer can only be completed by the originating business. Voiding a transfer permanently eliminates it and moves the product back into the originator’s inventory. To void a transfer, navigate to the Outgoing tab on the Licensed Transfers page (see Section 7.1.2). Locate the proper transfer and select the Void button.

After the Void button is selected, a prompt displays asking to confirm the void, as shown in Exhibit 82. Press OK to confirm the void.

Once a transfer has been voided, it cannot be reinstated and all associated packages will be returned to the transfer originator’s inventory.

Licensed Transfer – Incoming Tab

The Destination facility can view incoming transfers on the Incoming tab of the Licensed Transfers page shown in Exhibit 83.

  1. New Transfer Button. Select this button to launch the New Transfer page so a transfer manifest form can be created.
  2. View Manifest Button. Select this button to look at any existing manifest. First highlight the manifest for viewing. The new manifest is created in PDF format so this will take a few moments. The manifest can then be printed.
  3. Manifest Views Tabs. Only manifests for the location the user is in may be viewed. The available tabs include: Incoming, Outgoing and Rejected.
  4. Manifest. This field displays the unique manifest number.  To the right of the unique manifest number are package detail icons.  These icons provide an at-a-glance view of the packages in the transfer.  See Section 3.3 Common Elements for more information on package icons.  The user can hover over each icon to determine its meaning.
  5. Origin. This field displays the location where the transfer was created, along with the other corresponding information.
  6. Type. This field displays the kind of transfer being performed. Transfer Types include: Transfer, Return, and Wholesale Manifest.  See Exhibit 75 above for a description of each Type.
  7. Packages. This field displays the number of packages being moved in a transfer, along with other corresponding information.
  8. ETD(Estimated Time of Departure). This field displays the time the transfer will leave the point of origin entered into the transfer manifest for that transfer.
  9. ETA(Estimated Time of Arrival). This field displays the time the transfer should arrive at the destination entered in the transfer manifest for that particular transfer.
  10. Received. This button displays the time the recipient of the transfer selected the Receive button. This may or may not correspond to the drop off time. It is important for the receiving licensee to select the Receive button as soon as the product is received and verified in order to avoid discrepancies.
  11. Expand Arrow. This arrow indicates that there is additional detail available for the row.
    Selecting the expand arrow to next to the Manifest number provides information about the Transporter(s) and Package(s) included in the transfer.

Selecting the expand arrow to next to each Package displays tabs containing Lab Results (if applicable) and the History of the package.  See Section 6.2 for more information about the content of these tabs.

Receiving a Transfer

Receiving a transfer is the final point of exchange in the chain of custody.

To display the contents of the shipment for review prior to accepting the packages, use the Drop-Down Menu Arrow to the left of the transfer Manifest ID number as shown in Exhibit 85.

The Receive button is on the right side of the transfer manifest, as shown in Exhibit 85. Pressing the Receive button does not accept the transfer but rather launches the Receive Licensed Transfer page as shown in Exhibit 72 below, which allows the Destination facility to adjust the quantity received, reject the entire transfer, reject specified packages in the transfer, or accept the transfer as is.

  1. Shipped/Received Quantity. This field displays the amount of product that was recorded when the package was created. It is auto-populated with the same product quantity in the Receive Quantity field when the package was created. 

Two choices are available if the Shipped Quantity does not match the Received Quantity:

  • Adjust the package in the Received Quantity field to the correct the variance, or
  • Reject the package

If the package is accepted, the adjustment displays in Metrc, as shown in Exhibit 87. 

  1. Reject Package Checkbox. Select this checkbox to allow a single package to be rejected from a transfer without rejecting the entire transfer. To reject a package, select the Reject checkbox next to the corresponding package and select a reason from the Reject Reason drop-down. A note can also be entered, but is not required. Reasons to reject a package are shown in Exhibit 88.

    Rejection Reason

    Reason Usage

    Damage

    There has been damage to the plant or package.

    Data Entry Error

    A package(s) cannot be accepted by the receiving licensee due to a data entry error that occurred when the manifest was created.

    Incorrect Item (Transfer)

    A manifest was created with the incorrect item and must be rejected.

    Incorrect Quantity

    Package received via transfer that was not correctly weighed or counted. This should not be used to correct sales. If the package quantity varies significantly, it should be rejected.

    Notes section should be used to explain the error.

    Spoilage

    Deterioration of packaged product.

    Theft

    Rejection of a package when product has been stolen in transit.

When a package is rejected, the received quantity and unit of measure disappear. Any package not checked will be received. At that point, the user can accept the transfer and the rejected package(s) will remain in the custody of the sender. To reject the entire transfer, check the Reject checkbox for all packages in the transfer.

  1. Received Transfer Button. Select this button to accept the transfer and move the packages into the recipient’s inventory unless the package(s) have been rejected. Press the Receive Transfer button to record the package rejection(s), as well as accepted packages. Rejected packages are returned to the inventory of the facility initiating the transfer. Accepted transfers are added to the inventory of the Destination facility.
  2. Cancel Button. Select this button to prevent the transfer/manifest from being received. The Licensed Transfer page will display.

Receiving a Rejected Transfer - Rejected Tab

Transfers rejected by the Destination facility appear on the Rejected tab, shown in Exhibit 89, of the Licensed Transfer page of the Originating facility.

The Rejected tab contains the same elements as the Incoming tab.  Please see Section 7.1.6 above for a description of these shared elements.

The Originating facility must select the Receive button to put rejected packages back into their package inventory.

When the Receive button is selected, the Receive Rejected Transfer page displays, as shown in Exhibit 90.

 The Received Rejected Transfer page is very similar to the Receive Transfer page, although the only entries that can be made are Rejection Reason and Notes. Once the Receive Transfer button is selected, the rejected package(s) are put back into the facility’s package inventory. A reason for rejecting a package must be entered. A note can also be entered but is not required.


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