Canix's BioTrack facilities are vey similar to non-BioTrack facilities. However there are a handful of key changes that will occur when your facilities migrate to BioTrack.
In this article you'll find details about what to expect.
Table of Contents
- General Changes
- Plant Management
- Package Inventory
- Transfers
- Facility Data
General Changes
Automatic Submission of Data to BioTrack
Inventory updates in Canix will automatically be sent to BioTrack. There is the possibility that BioTrack will reject updates for one reason or another. In the event this occurs you will see an error message while trying to submit an update, for example:
You'll also see detailed error messages in the submissions queue in Canix:
If you're unable to resolve this issue on your own, please reach out to Canix support or submit a ticket here.
Edits/Reversal of Inventory Updates
While certain data could be edited, or reversed or changed after inventory was created in Canix, either direclty in the Canix app, or by the Canix engineering team, there is less flexibility while connected to the BioTrack system.
In order to prevent bad data from being sent to BioTrack, we recommend turning on Approvals for submissions in Canix. This gives your team a 2nd opportunity to review data before submission.
The following updates for example cannot be changed:
- Undo Package Plants - Once plants are converted to package inventory for transfer or sale, the only way to undo the action is to unpack the package into plants. These plants will receive a new plant tag.
- Undo Plant Destruction - Once plants are destroyed, they cannot be reactivated. You must reach out to the state to reactivate the plant inventory.
- Undo Plant Waste - This creates a package with the item type = Waste. This package cannot be undone, but can be adjusted to 0 when made in error. Additional waste can then be made from the plants to create a new waste package.
- Change Plant Source - The plant source information cannot be edited. You must undo the plant creation and recreate it from the plant source to update the source information.
- Undo Harvest - Once package inventory is created from a harvest, a harvest cannot be undone. This includes if fresh frozen weight was entered at the initial harvest creation.
- Expiration Date - This can only be set 1 time. If it is incorrect, you will need to reach out to New York OCM to request this to be updated.
- Adjusted Quantity - If you made the wrong entry when creating an adjustment, Canix cannot update or undo this for you. You must re-adjust the package to the correct quantity.
- Undo Package Destruction - Once packages are destroyed, they cannot be reactivated by Canix. You must reach out to the state to reactivate a package.
- Transfer Updates - Transfers cannot be updated once they are marked arrived at the customer facility. The customer must reject the transfer for you to receive the inventory back to your facility and create a new manifest.
Tag Numbers
New York requires licensees to purchase Digital IDs (tags). These will be 16 digit numeric tags. Read more on digital IDs here.
User Management
- Users - BioTrack and New York OCM require individual users submit to BioTrack with their own accounts. There cannot be shared logins as BioTrack requires employee specific information to create new users.
- BioTrack Login Information - Each Canix user will automatically have a BioTrack login created for them. Creating and deleting users will be done automatically by Canix.
Plant Management
Demo of Plant Management Changes
The following video includes all changes in how Plants will be managed once your facility is connected to BioTrack:
Creating Immature Plants
BioTrack and the state of New York use the following definitions to differentiate between Immature and Mature Plants.
An Immature Plant is defined as:
"Immature cannabis plant or immature plant means a cannabis plant which does not have a flower or buds that may be observed by visual examination." - Office of Cannabis Management
Operators may Tag Immature Plants in a Package of Up to 100 Plants for Transfers
"A cultivator shall assign a lot plant tag to each established lot of immature cannabis plants. The lot plant tag shall have at a minimum the cultivar name and lot name or bar code. A lot of immature cannabis plants under a single lot plant tag shall be uniform in cultivar and contain no more than 100 individual immature cannabis plants at any one time." - Office of Cannabis Management
Mature Plants
"A mature cannabis plant shall be tagged with a plant tag. A plant tag shall be attached to the main stem at the base of each plant, placed in a position so it is visible and within clear view of an individual standing next to the mature cannabis plant, and kept free from dirt and debris. " - Office of Cannabis Management
Watch this video to view workflows for creating new clones/immature plants in BioTrack:
Custom Growth Phases
There are no compliance growth phases in BioTrack, if you would still like to track the growth phase of your Plants please view the recording below:
Creating Plant Waste
Waste in BioTrack is Packaged and needs to be scheduled for destruction. Watch the video below for a demo of how to create and destroy Plant waste in a BioTrack connected facility.
Destroying Plants
Plants must be scheduled for destruction and then destroyed in a BioTrack connected facility. A 72 hour waiting period for destruction is NOT required. Watch the video below for steps on destroying Plants in BioTrack:
Applying Additives to Plants
In New York pesticides and other inputs are required to be tracked in inventory management systems:
"A cultivator shall record any agricultural inputs used during cultivation, including, but not limited to, beneficial insects, pesticides, fertilizers, soil amendments, and other plant protection products. Such records shall be made in the licensee’s inventory tracking system." - Office of Cannabis Management
Please keep in mind there are other regulations related to pesticides and cultivation inputs, including who can apply them, the type of products that can be used and more.
For a demo of how to sent agricultural inputs to BioTrack, see the video below:
Harvesting Plants
BioTrack has multiple steps to create and manage harvests. Canix makes this easier by combining all steps into a single step in Canix. We take care of the BioTrack requirements behind the scenes.
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Create Harvest or Manicure - Filter or scan plants to create the initial harvest or manicure.
- Behind the scenes, Canix is creating a BioTrack Harvest Batch with the selected plants, and scheduling that batch for harvest.
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Enter Harvest Weights - at the time of creating the harvest, have the following weights ready to enter:
- Total Wet Flower Weight - the wet flower weight that will be drying and used to create Flower post-harvest material (excluding Waste, Other Material, and Fresh Frozen weight). This weight can be used to create Flower, Other Material or Kief packages once dried.
- Other Material Weight - Enter separate wet weight for Other Material, such as trim, leaves or plant parts. This can then be turned into Flower, Other Material or Kief packages once dried.
- Waste Weight - the waste generated from the harvest, separate from the wet weights and fresh frozen weight entered.
- Fresh Frozen Weight - any wet plant weight that will not be drying and will be packaged as fresh frozen is entered separately from the other harvest weights entered.
- Package from Harvest - Creating dried packages for Flower, Kief or Other Material are allowed from harvest. BioTrack calls this "Curing".
- Finish Harvest - Once all dried package weights are created from the harvest, mark the harvest finished to move it to Inactive Harvests in Canix.
For a full demo of Harvests in BioTrack connected facilities please view the recording below:
Package Inventory
BioTrack calls any non-Plant objects "Inventory". Canix will continue to call these Packages as you see in your existing facility. Only certain package item types can be created from specific source item types. See below for a matrix from New York OCM on allowed conversions, or download here.
Demo of Packaging Changes in BioTrack
Watch the video below for a full overview of changes to packaging flows in BioTrack connected facilities:
Inventory Conversions in BioTrack
Inventory Conversions are restricted by Item Type in BioTrack, other than those restrictions, the workflows in Canix will remain the same as before:
Converting from Initial Post-Harvest Material to "Lots"
BioTrack requires material goes from post-harvest Flower, Other Material or Kief item types, to a "lot" item type. These operate the same way, the item type just now says "Lot" at the end, but can be transferred to Processor license types for further processing once in the Lot stage.
Follow the arrows to see what item types can be created from what item types.
Converting from Lots to Intermediate Stage Inventory (Work in Progress Types)
After lots are created from the initial post-harvest packages, they can be transferred to Processing licenses or converted to one of the intermediate stage item types. If selling Flower or Kief as a finished good to retailers, see the Finished Good section below.
Follow the arrows to see what item types can be created from what item types. Any of the item types on the left in turquoise can be used to create any of the intermediate stage item types on the right.
Converting Intermediate Stage Inventory to Finished Goods
Only Finished Goods can be sent to Retailers. Finished Goods must be tested before they can be transferred. DO NOT SUB LOT OR SPLIT PACKAGES FOR SALES UNTIL TESTPASSED RESULTS ARE SYNCED IN CANIX FROM BIOTRACK.
Follow the arrows to see what finished goods can be created from in BioTrack.
To create packaged finished goods from Flower Lots or Kief Lots, such as Kief, 3.5G jars or Prerolls, the following sources can be used to create the following finished good item types.
Destroying Packages
Packages must be scheduled for destruction and then destroyed in BioTrack facilities. See the demo below on how to schedule and destroy packaged waste:
Change Items and Packaged Date
BioTrack does not allow changing an Item on Package after it is created. In order to change the Item, use the Split Package flow, see a demo here for a full explanation:
Transfers and Payments
Outgoing Transfers
To create Outgoing Transfers in Canix's BioTrack facilities, select Packages from the Package table OR select a Sales Order that already has Packages allocated.
There are four types of Outgoing Transfers in BioTrack
Affiliated Transfers
The affiliated Transfer Type is used when you are using your own Distribution or Transporter license to deliver the goods, or you are Transferring Packages/inventory between your own licenses within a specific Location.
Pick Up Transfers
The Pick Up transfer type should be selected when a customer is sending their own driver to pick up the manifested goods from your facility.
3rd Party Transfers
The 3rd Party Transfer type should be selected when a licensee separate from the sender and receiver is managing the transfer of product between facilities.
Lab Transfers
When creating your testing package, you will specify the lab you are sending the test to.
When ready to transfer your testing packages to the lab, you will select the QA transfer option, which pre-fills the transfer with the package's lab information.
[A DEMO VIDEO FOR OUTGOING TRANSFERS AND PAYMENTS WILL BE ADDED SOON]
Outgoing Transfer Payments
The licensee receiving the Transfer will submit Payments to BioTrack. These will be synced onto your Outgoing Transfers. The sending Facility must accept or reject the payments to confirm they were received.
Incoming Transfers
Incoming transfers sync every 10 min from BioTrack. The sending facility must mark their transfer as Arrived at your facility so that BioTrack will enable the incoming transfer in your receiving facility.
Once synced, each package can be accepted or rejected on an incoming transfer.
- Rejected Packages - When a package is rejected, it is automatically sent back to the sending facility to receive as an incoming transfer. There is no outgoing transfer or manifest to process back to the sending facility.
- Accepted Packages - Accepted packages will become Active packages in your facility and can be found in the Active packages table. The tag number will remain the same as was accepted from the sending facility.
After receiving a Transfer from another company you will need to log your payment(s) for that Transfer on the Incoming Transfer as well.
[A DEMO VIDEO FOR INCOMING TRANSFERS AND PAYMENTS WILL BE ADDED SOON]
Facility Data
Locations
BioTrack calls these Rooms, but Canix will continue to use Location as you see in your existing facility.
- Locations are separated by Plant and Inventory (packages). You must designate which locations in Canix will be created as Plant locations in BioTrack, and which will be created as Inventory locations. You can have the same location name for both plant and inventory locations.
Items
The following inventory types are allowed in BioTrack and must be mapped to your Canix items as part of our migration process to create inventory in BioTrack. Certain item types can only be converted into the allowed item types below - download the OCM matrix below here to print or read more easily.
Initial Post-Harvest Item Types
BioTrack requires that initial packages created from harvest are 1 of these item types. They then require that you convert them to an item type in the Initial Lot Stage Item Types before you can transfer or convert into other item types.
Canix does this step behind the scenes for you - you do not need to create items of these item types. Instead, we'll use the right intermediary initial post-harvest item type to create the Initial Lot Stage item types you create.
- Flower (i.e. Fresh Frozen)
- Wet Flower
- Other Material
- Waste
Initial Lot Stage Item Types
Harvested weights must first be converted to one of these item types in the "Lot" stage before they can be transferred or used to create other inventory.
- Flower Lot
- Other Material Lot
- Kief Lot
Intermediate Stage Item Types
- Hydrocarbon Wax
- CO2 Hash Oil
- Mechanical Extract
- Hash
- Ethanol/Alcohol Extract
- Food Grade Solvent Extract
- Other Non-Volatile Solvent Extract
Finished Goods Item Types
- Cannabis Extract for Inhalation
- Cannabis Infused Topicals
- Capsule/Pill/Tablet
- Consumable Liquid Infused Cannabis
- Consumable Solid Infused Cannabis
- Kief
- Liquid Cannabis RSO
- Tincture
- Transmucosal Infused Extract
- Usable Cannabis
- Usable Mixed Cannabis
- Usable Cannabis Mixed Infused
- Usable Pre-Rolled Cannabis
Strains
Strains are not precreated in BioTrack, but are created and stored in Canix to send BioTrack the correct information when Plants and Package Inventory are created. Strains do not change from your current process in Canix today.