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Guide to Washington CCRS Reports

Stacey H.
  • Updated

 

Intro to CCRS

Canix now supports operators in Washington state with its CCRS reports. WA state requires operators to submit reports once a week. 

These reports show you what changed in your facility every week. CCRS works on a transaction-based model; you only submit what changed since your last successful upload. 

CCRS will keep a running tally on the state side of what's in your facility. 

By license, the reports that are required are: 

 

How to Submit Reports

Log in to the CCRS portal through Secure Access Washington (SAW). 

Upload each CSV file on the screen below. Enter your name and the file that you are uploading. Files must be uploaded in a particular order.

  1. Group 1 file uploads are the Strain, Area, and Product records. 
    1. They must be submitted before the Group 2 file uploads. 
  2. Group 2 file uploads are the Inventory and Plant records.
    1. The must be submitted after Group 1 and before Group 3 file uploads 
  3. Group 3 file uploads are the Inventory Transfer, Inventory Adjustment, Harvest, Plant Transfer, Plant Destruction, Lab Test and Sale.
    1. They must be submitted last

Note: 

  • Only load .CSV files, all other file types will fail. 
  • Only use the applicable template file for your upload type, located on the CCRS Resources Page. Do not add/remove columns.

 

 

CCRS processes uploads and emails back confirmation or error notifications.

The templates for all files that will be submitted may be downloaded from the "Current Templates" section here. 

 

Generating CCRS Reports with Canix

  1. Navigate to Admin -> CCRS Data Exports

2. Download the Tier 1 Reports, Tier 2 Reports, and Tier 3 Reports

Note - if your browser asks you allow multiple files upon downloading, hit "yes." 

3. Canix will generate fully filled out CSVs with your data, ready for direct upload to the CCRS system. 

 

CCRS Downloads from Canix

The Canix CCRS downloads provides CCRS information on what changed in Canix since the last export. On all of the files, you will see: 

General

Header Section of Report

  • SubmittedBy: Canix user that is downloading the CCRS report
  • SubmittedDate: The date that the report is downloaded 
  • NumberRecords: The number of records that the report contains

Report Content

  • LicenseNumber: Your license number from WA state 
  • ExternalIdentifier: The Canix internal ID for this object
  • Operation: This will either by Update, Insert, or Delete: 
    • Insert (create a new record with a unique external identifier)
    • Update (alter an existing record indicated by external identifier)
    • Delete (delete a record indicated by external identifier)
  • External Identifier Downloading - Depending the excel formatting, Canix package tags may be downloaded without "0"'s precedent the tag number. This is expected behavior and will not cause an issue with CCRS downloads. 

 

How Update, Insert, and Delete Work

  • The first time that a record is created and a CCRS report is created, that record will show with the line item, "Insert" 
  • The next time that a record is included on a CCRS report, that record will show with the line item, "Update." 
    • This is including if the record has not actually been updated. This is best practice, to ensure that CCRS inventory matches Canix inventory exactly 
  • Any records that have been deleted within the timeframe on the date range of the report will be shown with the operation, "Delete".

 

Area

  • Area: Location Name

 

How It Matches To Canix Data

  • The "Room" report download is the Area report. 
  • All of the "Locations" that you have created in Canix within the date range selected, they will be listed with the "Insert" Operation.
  • If you have Updated any locations in Canix, they will be listed with the "Update" Operation.
  • If you have Deleted any locations in Canix, they will be listed with the "Delete" Operation.

 

Strain

  • Strain is the only upload type that does not include Operation as one of the columns, therefore records can only be created, not updated or deleted. 
    • Columns UpdatedBy and UpdatedDate have been omitted from strain.CSV as a result.
  • Strain: Strain Name
  • StrainType: This is set by Canix on the backend of the app, based on the percentage of the "Sativa" and "Indica" fields on the strain. If it's over 50% Sativa, we mark it as such, if it's 50/50, then we mark it as a "Hybrid." 

How It Matches To Canix Data

  • The Strains will show all of the strains that have been created within the date range selected. 
  • There is no update or delete action for strains. 

 

Product

  • InventoryCategory: Canix Item Type
  • InventoryType: Canix Sub Type
  • Name: Item Name
  • Description: Will always be blank. 
  • UnitWeightGrams: Individual Unit Weight 

Valid Inventory Types

 

How It Matches To Canix Data

  • All Active Canix items that are newly created (i.e., no CCRS report has been generated for them to date), will show with the line item "Insert" on the report.
    • The subsequent times they are generated on a report, they will show with the Operation, "Update" on the report
  • All Inactive Canix items will show with the Operation, "Delete" on the report

 

Plant

  • PlantIdentifier: Plant Tag
  • Area: Location
  • PlantSource: Clone, Seed
  • PlantState: Growing, PartiallyHarvested, Quarantined, Inventory, Drying, Harvested, Destroyed, Sold
  • GrowthStage: Growth Stage (Immature, Vegetative, Flowering)

Note - Only Vegetative and Flowering plants will show up on this report. This is expected behavior. Immature plants are treated as inventory, and will not be treated as individual plants. 

 

 

How It Matches To Canix Data

  • All Active Vegetative and Flowering Plants will show with the Plant State "Growing" on the report
  • All Destroyed Vegetative and Flowering Plants will show with the Plant State "Destroyed" on the report
  • All Harvested Flowering Plants will appear with the Plant State "Harvested" on the report

 

Harvest 

  • PlantIdentifier - Plant Tag
  • InventoryExternalIdentifier - Package Tag
  • External Identifier - A combination of the Plant tag and Package tag. 
  • InventoryType - Item Subtype 

Note - in Canix, the actual "Harvest" will not be reported on this file. Only Packages of Item Type "Harvested Material" will be included. 

Each line in the Harvest report represents a different harvested plant. The InventoryExternalIdentifier refers to the package that this plant ultimately became. 

 

How It Matches To Canix Data

  • The Harvest report will download all packages of item type "Harvested Material" 
    • The report will show one line for every plant that went into the package.

 

Inventory

Inventory refers to both packages and plant batches in Canix. No report is needed if there are no changes in a certain week. 

  • Strain - Strain Name
  • Area - Location Name
  • Product - Item Name
  • InitialQuantity - Original Quantity
  • QuantityOnHand - Current Quantity of a Package. 
  • TotalCost - Required; CCRS requires a total cost of the item to be submitted. Total Cost must be greater than 0. 
    • Trade samples must be entered as $0.01

 

How It Matches To Canix Data

  • The Inventory (or Package) report shows all Active Packages with the Operation "Update" or "Insert"
  • All Inactive Packages will be shown with "Destroyed" 

 

Plant Destruction

  • DestructionReason - reason for destroying the plant
  • DestructionDetail - details about the reason for the destruction and method used, required for “other”
  • DestructionMethod - method used to destroy the plant
  • DestructionDate - user submitted date the destruction was created

 

Plant Transfer

  • Plant transfer is currently not supported in Canix. 

 

Inventory Adjustment

  • InventoryExternalIdentifier: Package tag
  • AdjustmentReason: Adjustment Reason
  • AdjustmentDetail: Detail on Adjustment 
  • Quantity: Amount of inventory adjusted
  • AdjustmentDate: Date that inventory was adjusted

 

How It Matches To Canix Data

  • This will show every time that a package was adjusted. 
  • To compare, go to the "Package Adjustments Over Time" report in Canix in the "Reporting" section.

 

Inventory Transfer

This report shows how much inventory was received by the license. 

  • FromLicenseNumber: The license number 
  • ToLicenseNumber: Your license number. 
  • FromInventoryExternalIdentifier: Package tag 
  • ToInventoryExternalIdentifier: Package tag 
  • Quantity: Original Quantity of Package
  • TransferDate: Transfer Date

 

Sale

  • SoldToLicenseNumber: Facility Number of Customer
  • InventoryExternalIdentifier: Package tag
  • SaleType: RecreationalRetail, RecreationalMedical, Wholesale
  • SaleDate: Sale Date
  • Quantity: Line Item Quantity
  • Unit Price: Unit Price
  • Discount: Discount (on entire sales order, not line item discount)
  • SaleExternalIdentifier: Canix Internal ID for Sales Order
  • SaleDetailExternalIdentifier: Canix Internal ID for Item or Product
  • CannabisExciseTax: The Cannabis excise tax in Washington is 37%, but it only applies to retail sales. All of the sales in Canix will be Wholesale. 

Note - Canix doesn't support any sales of plants. 

 

 

How It Matches To Canix Data

  • This report downloads all of the sales orders that have been created over the date range selected. 

 

Canix Washington Tips and Tricks

  • Subtypes: In Canix Washington, Subtypes are pre-defined, unlike other states, where operators can determine their own subtypes. This is because there is a list of Inventory Types that's allowed with certain Inventory Categories, and they must match exactly. 
  • Required Location for Packages: In WA, inventory requires a location, and thus this is a required field upon package creation. 
  • Plant Batches: WA treats Plant Batches as Inventory. Plant Batches go in the "Packages" section of Canix, and are unpacked into Plants. 
  • Excise Tax: WA has a 37% excise tax that applies to all Retail and Wholesale Sales. In the case of a Sales Order being marked as "Retail" or "Wholesale", a 37% excise tax will automatically apply. 
  • Sales Orders: In WA, you can mark sales orders as "Recreational", "Medical", or "Wholesale." 

 

Resources

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