Canix's BioTrack facilities are vey similar to non-BioTrack facilities so you can develop processes ahead of being connected to BioTrack. We've developed workflows and terms to remain the same in Canix so your teams don't need to spend a lot of time relearning a new process and terminology.
Below are the differences to expect in BioTrack facilities compared to your current Canix non-BioTrack facility.
To attend Canix's webinars on preparing for BioTrack, see more information here.
Table of Contents
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What Changes can be made to Inventory
- Tag Numbers
- Users
- Facility Data
- Plants
- Harvesting
- Package Inventory
- Transfers
What Changes can be made to Inventory
Actions submitted in Canix will submit directly to BioTrack in real time. BioTrack and New York OCM control what information is allowed to be changed after it's submitted.
The following cannot be changed after plants, harvests or package inventory is created.
Note: This list may not include all actions as additional updates to BioTrack's API are still being made by BioTrack New York.
Plant Information
- 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.
Harvest 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.
Package Information
- 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 Information
- 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). They have not yet opened the portal to purchase these digital IDs. Read more on digital IDs here.
Users
- 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. Managing users, deleting users, and resetting passwords will all be done from Canix.
- Submissions - New York requires actions in Canix must be done the same day the action took place physically. This ensures BioTrack is up to date every day in compliance with NY regulations.
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
Items are not precreated in BioTrack, but are instead created and stored in Canix so the item information can be submitted to BioTrack with every new package creation. BioTrack does not have a concept of creating and managing items like Canix and Metrc do - they manage only by item type until packages are in the Finished Goods state.
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.
Plants
Plant Stages
BioTrack does not differentiate between plant stages, like Veg or Flowering. They also require all plants to be individually tagged, regardless of the plant stage. This means all immature plants, such as clones, are given individual tag numbers as soon as they are placed in soil for propagation.
- Plant Batches or Plant Groups - use Lot IDs on plants in Canix to determine the group or batch the plants are a part of. This allows you to filter plants quickly by Lot ID and take action on plants in bulk.
- Plant Stages - BioTrack does not have the concept of plant stages so all plant stages are treated the same in BioTrack. Use Canix custom growth phases to differentiate which plants are in which stage, and use custom saved views to quickly navigate to filtered views by plant stage.
- Locations - Use plant locations to help differentiate plant stages in reporting to quickly filter for plant inventory to take action on.
- Scanning Plant Tag IDs - BioTrack provides randomized 16 digit numerical tag IDs. This can be hard to identify which plant to take action on. Canix makes this easier with scanning to filter the plant table for specific plants to take action on.
Plant Waste
When creating waste from plants, BioTrack creates a new package with the item type = Waste. This waste package must then be scheduled for destruction and destroyed.
Harvesting
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.
Lab Results
Canix syncs test results from Labs that submit your results through BioTrack. There is no additional work needed on your side to add COAs, Lab Test URLs to generate QR Codes on labels, or upload manual test results.
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.
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.
Transfers
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.
Outgoing Transfers
Canix combines the multiple steps BioTrack requires to transfer product into just 1 step in Canix.
To create transfers in Canix's BioTrack facilities, the same steps are followed as your current non-BioTrack facility. If you do not use Sales Orders today, this will be required as the first step before creating the transfer as BioTrack.
If transferring between your facilities:
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Create a Sales Order - we recommend using the Scan to Fulfill option to scan packages that will be transferred so Canix will autopopulate your sales order.
Note: sales order prices will be $0.00 when transferring between your facilities unless you are selling to your other facility. - Create Transfer from Sales Order - packages will autopopulate on the outgoing transfer based on what was applied to the sales order.
- Mark Outgoing Transfer Arrived - the outgoing transfer needs to be marked arrived when at the destination facility so the receiving facility can receive the incoming transfer.
The receiving facility will see the incoming transfer in Canix under Inventory > Incoming Transfers within 10 min of marking the transfer arrived. See more information here on accepting incoming transfers.
If transferring to another facility outside of your company:
Follow the same steps as above. Note: you will likely have a sales price on each line item instead of $0.00.
Once you mark the transfer arrived, the customer will see the incoming transfer available in their facility to accept.
If transferring to a lab:
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 prefills the transfer with the package's lab information.