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Facility Data: Locations, Items, and Strains

Sophie
  • Updated

Easily add Facility Data, which includes Locations, Items, and Strains, in Canix from the Web Application. This article covers:

    1. Create New Locations
    2. Create Items
    3. Inactive Items
    4. Create Strains

 

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If your account is not connected to Metrc, you can update any names or details for your existing Locations, Items, and Strains in Canix at any time from Admin > Facility Data.

Locations

Locations can be used with plants, packages, and non-cannabis inventory, or NCI. They’re a great way to help structure and organize your facility and your data and can help reduce errors in stock counts, make activities like pick & pack or auditing more efficient, and assist with capacity analysis and planning to optimize your space. 

Locations can be created in 3 ways:

  1. In the admin section
  2. During plant, packaging, and NCI workflows
  3. Using bulk uploaders (for Standalone facilities only)

Create Location from Admin Section

  1. Navigate to Admin > Facility Data > Locations
  2. Select + Create Location
  3. Create Location by completing all required fields:
    • Sync with Compliance System: For Metrc facilities only, this field determines whether to create the location in Metrc or create a Canix-only location.
      • When selected, the location is created in Metrc as a compliance location. This will be available for both compliance and non-cannabis inventory.
      • When unselected, the location is created in Canix only to be used with Non-Cannabis Inventory.
    • Location Name: free-text field so you can be as granular or as specific as you'd like. 
      Note - these are the locations auditors expect to find accurate inventory counts in so consider the administrative burden of managing very granular locations.
    • Facilities: If you have multiple Facilities, you may choose to create this in multiple Facilities at once (this option is only available during initial Location creation)
    • Location Type: Choose "Default Location Type"
      Location Type options are set by the Metrc options available in your state. If "Default Location Type" is the only option available, that’s what Metrc has set for your state.
    • Parent Location: The parent location allows you the flexibility to group your main locations under a larger, umbrella name. 
      The associated parent location will be available on your main inventory tables for plants, packages, and NCI lots, as well as in the Reporting section, which can be helpful for filtering or sorting data for bulk actions.
    • SqFt and Number of Lights: You can add Square Foot and Number of Lights when creating locations in Canix. These data fields are available in the reports under Reporting, including custom reporting, to provide a high level understanding of why yields may vary significantly between locations.
      sqft_location.png
  4. Select Create
  5. Refresh the page to confirm the change

Update Locations

Metrc facilities can only update Canix-only fields: Parent Location, Sq Ft, Number of Lights

Standalone facilities can update any location field to update historical and current inventory location information.

Delete Locations

Warning: This cannot be undone. Locations will have to be recreated if deleted by mistake.

Locations already set on inventory will remain on the inventory and not be removed when the location is deleted. To set a new location on the inventory, you will use the Change Location actions.


To delete locations: select the location name > Delete at the bottom of the modal
Note - you may need to scroll to see this option

Items

Items are the product names and associated information that you will use to identify any post-harvest cannabis inventory in Canix, as well as physically when utilizing our label printing feature. Item names will also appear on sales orders and transfer manifests, so good naming conventions can also make inventory management easier for your customers. 

It's recommended to develop descriptive, standardized naming conventions to make it easier for your team to identify your inventory, reduce confusion and communication errors, and make it easier to navigate through the system.

Create items to match the different steps of your post-harvest processing - for example, bucked vs trimmed vs jarred flower can help make your workflows more efficient, provide more granular detail on the state of your inventory, and assist with production planning, forecasting, and reporting.


Items can be created in 3 ways:

  1. You can create or update them individually 
  2. Create new items during packaging workflows throughout Canix
  3. Items created directly in Metrc will be created in Canix on the next sync (see here to start syncing)

Create Items from Admin Section

Navigate to Admin > Facility Data > Items > Select Actions > Create Item

The following details are available when creating an item from within a workflow or from the Admin section:

Item Details Tab

  1. Create Item by completing all required fields:
    • Item Name: The post-harvest inventory product name - this must be unique from other active items in your facility
    • Item Type: Select from a pre-built list of categories defined by your state or market.
      Note: In some markets, the item type selected may have implications for tax rates, testing requirements, or may have other field requirements. Be sure to consult your compliance and/or accounting team to ensure your items are categorized correctly.
    • Strain: Select from existing strains in Canix, or create a new strain from the dropdown
    • Weight Unit: Select from units available for the item type selected. This will be the default unit prefilled in certain actions when this item is selected, and on sales orders when added as a line item.
      Note: Canix automatically converts between compatible units. For example, setting Grams here will still allow you to create packages or sell inventory in Pounds.
  2. Configure Unit Details
    • Individual Unit Weight:
      • If the item selected is count-based, you will be required to enter the weight-based equivalent of 1 ea. For example, a 1G preroll item would have an Individual Unit Weight of 1 gram.
      • If the item selected is weight or volume-based, you can optionally to enter the amount of weight or volume that equates to 1 packaged unit. See here for sell by units. For example, states without a packaged 8th item can set 3.5g as the Individual Unit Weight.
    • Individual Units per Case: Enter a case quantity for the number of units that make up a case. See here for more information on sell by cases.
  3. Images field - In certain states and item types, Metrc requires an image to be uploaded with Item creation. Select Upload > select the image from your files to add to the item.
  4. Optional Fields
    The following fields are optional in most states and markets, but may be required depending on the item type and Metrc state you're in. Check with your compliance manager to understand which fields are required for your state.
    • Sub Type: Canix-only, free-text entry field that allows greater flexibility in grouping & categorizing items outside of the item type options available by your state. For example, specifying 1G vs 0.5G carts. See the Sub Type section below to create sub types for selection in this dropdown.
    • Accounting Inventory Type: Canix-only field to categorize financial reporting for the inventory value of Raw Materials, WIP, and Finished Goods
    • Brand: Canix-only, even if your Metrc state requires Brand on the item. If the brand is not available in the dropdown, select the first option to Create New Brand to create without leaving this workflow.
      For Metrc Facilities that require brand on the item - items must be created in Metrc and synced to Canix as the Metrc Brand cannot be created from Canix yet.
    • SKU: Canix-only, free-text fields. They are used to filter data in tables or item searches throughout Canix, and can be printed on labels. 
      SKUs are not unique in Canix and can be used across multiple items that represent the same SKU, but slight differences in item name.
    • Ingredients: Free-form field - This may be required by your state depending on the item type.
    • Administration Method: Free-form field - This may be required by your state depending on the item type. 
    • Supply Duration Days:Free-form field - This may be required by your state depending on the item type. 
    • Number of Doses: Free-form field - This may be required by your state depending on the item type. 
    • Serving Size: Free-form field - This may be required by your state depending on the item type. 
    • Description: Free-form field - This may be required by your state depending on the item type. 

  5. Select Create to save the item and submit to Metrc (for Metrc facilities)
  6. Refresh the page to confirm the change

Standard Costs Tab

Standard cost can be set on items individually or in bulk from the items table. Only 1 standard cost can be active per item at a time. See the rules for which standard cost applies, and more information about standard costs here.

 

Update standard cost on items individually

When creating a new item, or when editing an item, select the Standard Cost tab on the item modal:
Warning - be sure to select Update after adding standard cost, or they will not save on the item.

  1. Select + Add Standard Cost
  2. Fill in the Standard Cost. The unit prefilled is the weight unit set on the Item Details tab and cannot be changed. Adjust the standard cost to the unit selected, or adjust the unit selected on item details if this does not match your current standard costing unit.
  3. Optionally, select an End Date if standard cost has changed over time. 
  4. Select the green check mark to save the standard cost.
    Packages with a packaged date in the range between Effective and End Date will receive the standard cost set. If no End Date is set, all packages of the item will receive the same standard cost, if the package date is on or after the effective date.
    Warning - be sure to select Update after adding all standard cost, or they will not save on the item.
  5. Add additional standard costs using the + Add Standard Cost button with different effective and end dates.
    The standard cost with the latest effective date will take priority, unless the end date has passed. The current standard cost is displayed on this tab and in the items table.
  6. Select Update to save the standard cost on the item

Add standard cost in bulk from Items table

Standard cost can be added to items in bulk from the Items table, but cannot be edited in bulk if set incorrectly. They must be updated individually by item if they need to be edited.

  1. Select 1+ rows from the Items table > Actions > Update Standard Cost
  2. If the selected items already have a current standard cost, that is displayed below each item name
  3. Fill in the required Standard Cost and Effective Date field, and the optional Expiration Date of the standard cost at the top > Apply to All to fill in the information across all selected items in bulk
  4. Fill in the individual item fields for Standard Cost and Effective Date, and optionally Expiration Date if not bulk applied from the top, or different from what was applied.
  5. Select Submit to save the new standard cost on the selected items

Integrations Tab

If your facility has enabled the Dutchie Integration by connecting the API key under Admin > Integrations, the Dutchie field will be enabled. Select existing Dutchie Products, or create new Dutchie Products from the dropdown.

 

Additional integration mappings are coming soon for LeafLink, QuickBooks Online, and Sage Intacct items. 

 

Inactive Items

Items accepted from an Incoming Transfer will populate on the Inactive Items table as an Inactive Item. These are displayed in the Inventory Availability report and Sales Orders with (Inactive) after the item name to indicate that the item was not created by your facility and therefore cannot be managed the same way.

 

Even if an Inactive and Active item have the same name, they will not be represented as the same item in Canix as they considered different Metrc items. If you transferred packages between your facilities in Canix, the Canix-only information will remain on the inactive item when it's received in the other facility for standardized reporting.

 

New packages cannot be created with Inactive items. The only option to create packages with an inactive item is to create smaller packages from an existing package with that item, using the "Use Same Item" option in package actions. Learn more here about splitting packages received into your facility.

 

Submissions

Details for all fields on an item will be displayed in the submissions side panel on the submissions page. If an item failed for any reason, an error message will appear in this side panel to resolve when recreating the item. 

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Deactivate or Delete Items 

Keep product lists clean by deactivating and reactivating Items for current products by accessing Actions > Delete Items under Facility Data. Deactivating Items will remove Items from package creation and sales order product searches to reduce mistakes in using outdated Item names.

  • 🚨 Note: If Metrc allows for the Item to be deleted, the Item will be deleted instead of deactivated, even if currently used/associated to active packages. Please confirm your Items are not associated to active packages before deleting to avoid errors.

 

Strains

Strains are used to identify the genetics associated with plants, harvests, and packages. Throughout Canix, strains can also be used to group or filter inventory in data tables or reporting, and limit search lists in certain activity workflows to reduce wasted time scrolling.

Strains can be created:

  • Ad hoc from the Admin > Facility Data section
  • During plant or packaging workflows throughout Canix
  • Bulk uploaded using the Facility Data Uploader (Standalone facilities only)
  • From strains already created in Metrc and synced to Canix

Create Strains from the Admin Section

  1. Navigate to Admin > Facility Data > Strains > + Create Strain
  2. Create Strain by completing all required fields:
    • Strain Name: Start by entering the name of your strain. For cultivation licenses, keep in mind that plants must have the same strain to be harvested together in Canix.

      If you have phenos you want to track separately but intend to group them as a single harvest batch, we recommend using a separate, Canix-only field called Lot ID on all plant and package inventory types to differentiate them.

    • Facilities: If you have multiple facilities in Canix, select the ones you would like to make the strain available in.
      This can only be done during the initial strain creation, so be sure to address this field before submitting. Otherwise you will need to manually create them in each of your other relevant facilities.
    • Testing Status: Select from None, Third Party, or In House.
      This field is required by other state compliance systems, but is not used to restrict any operations in Canix. Generally, the default is left as the testing method applied to all strains, and does not limit your lab testing options.
    • Indica Percentage: This does not represent the actual lab test results received when packaging inventory. It must add up to 100% with the Sativa percentage
    • Sativa Percentage: This does not represent the actual lab test results received when packaging inventory. 
  3. Fill in optional fields for informational purposes only. These do not display in other areas of Canix at the moment.
    • SKU: Enter a SKU value to represent the Strain, which must be unique to the facility. Strain SKUs are not used in most reporting since SKUs are most commonly tracked using the SKU set on package items.
    • THC Level: This field is available by other state compliance systems, but is not used to restrict any operations in Canix.
    • CBD Level: This field is available by other state compliance systems, but is not used to restrict any operations in Canix.
    • Cross Strains: Select from existing strains to add as cross strains.
  4. If you are connected to Metrc, you will be unable to update the Strain Name after creation without going through a many-step process
  5. Make sure your Strain Name is spelled correctly. Select Create.
  6. Refresh the page to view the change

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