BioTrack Transfers - Connecticut and New Mexico

Overview

BioTrack is the state-mandated seed-to-sale tracking system used in Connecticut and New Mexico. All cannabis transfers between licensed facilities must be recorded in BioTrack. Canix integrates directly with BioTrack to automate manifest creation, package tracking, and status synchronization.

This guide covers the three transfer types — Outgoing, Incoming, and Void — and how each flows through Canix and BioTrack.

Transfer Types at a Glance

Outgoing Transfers (Shipper Facility)

An outgoing transfer is created by the facility sending packages to another licensed facility.

Step 1 — Create the Transfer in Canix

The user initiates the transfer by:

• Selecting the packages to be transferred
• Choosing the destination facility
• Submitting the transfer

Step 2 — Canix Submits to BioTrack

Once submitted, Canix automatically:

• Creates a manifest in BioTrack
• Adds the selected packages to that manifest

Step 3 — Transfer Status: SHIPPED

After submission, the transfer enters SHIPPED status. At this stage:

• Transfer status: SHIPPED
• Package status: Available
• Packages remain in the shipper's inventory until the recipient takes action
• No inventory change occurs at the shipper until the receiver accepts or rejects

Step 4 — Recipient Response

Once the transfer is shipped, the receiving facility reviews and responds to each package:

If the Recipient ACCEPTS:

• On the next Canix sync, packages leave the shipper's inventory
• Transfer status → ACCEPTED
• Package status → Transferred

If the Recipient REJECTS:

• On the next Canix sync, packages return to the shipper's inventory
• Transfer status → REJECTED
• Package status → Available

Note on sync timing: Inventory changes at the shipper side do not happen instantly — they occur on the next Canix sync after the recipient accepts or rejects in BioTrack.

Incoming Transfers (Receiver Facility)

An incoming transfer is detected by Canix when another licensed facility ships packages to your facility via BioTrack.

Step 1 — Canix Detects the Incoming Transfer

During a sync, Canix automatically:

• Detects the incoming transfer from BioTrack
• Creates an incoming transfer record in Canix
• Creates package records for each incoming package

At this stage:

• Transfer status: Awaiting Receipt
• Package status: Incoming

Step 2 — User Reviews Packages

The user reviews the incoming packages and decides for each one whether to Accept or Reject.

Step 3 — Accept or Reject Each Package

Accepting a Package:

• The package is added to the receiving facility's inventory
• Package status → Available

Rejecting a Package:

• The package is returned to the shipper
• Package status → Rejected (deactivated at the receiving facility)

Step 4 — Transfer Status Rollup

After all packages have been reviewed, Canix determines the overall transfer status:

Historical Transfers

For transfers that are synced after the fact (i.e., already completed in BioTrack before Canix detected them):

• Canix automatically detects which packages were accepted or rejected based on BioTrack sync data
• No user action is required — Canix resolves the status automatically

Void Transfers (Shipper Only)

A void transfer cancels a transfer entirely before any packages have been accepted or rejected by the recipient.

When Voiding Is Available

The Void Transfer option is only available when:

• No packages on the transfer have been accepted
• No packages on the transfer have been rejected

If even one package has been acted on, the void option is no longer available.

What Happens When Voided

1. User clicks "Void Transfer" in Canix
2. Canix voids the transfer in BioTrack
3. All packages return to the shipper's inventory
4. Transfer status → VOID

Important: Voiding cannot be undone. If a transfer needs to be cancelled after a recipient has already acted on packages, the shipper and receiver must coordinate directly to resolve the transfer outside of a standard void.

Package & Transfer Status Reference

Transfer Statuses

Package Statuses

BioTrack Sync Behavior

Canix syncs with BioTrack periodically. Key sync behaviors to be aware of:

• Inventory changes are sync-dependent — a recipient's accept/reject action in BioTrack will not immediately update the shipper's inventory in Canix; it will reflect on the next sync
• Incoming transfers are auto-detected — you don't need to manually import or create incoming transfers; Canix creates them automatically during sync
• Historical transfers resolve automatically — Canix determines accept/reject outcomes from sync data without requiring manual user input
• Voiding updates BioTrack immediately — when a user voids a transfer in Canix, it is voided in BioTrack in real time

Quick Reference: Full Transfer Lifecycle

OUTGOING FLOW
─────────────
User creates transfer in Canix
        ↓
Canix submits manifest to BioTrack
        ↓
Transfer: SHIPPED | Packages: Available (still in shipper inventory)
        ↓
   ┌────┴────┐
Accepted   Rejected
   ↓           ↓
Transfer:   Transfer:
ACCEPTED    REJECTED
Package:    Package:
Transferred Available


INCOMING FLOW
─────────────
BioTrack sync detects incoming transfer
        ↓
Transfer: Awaiting Receipt | Packages: Incoming
        ↓
User accepts or rejects each package
        ↓
   ┌────┴────┐
Accepted   Rejected
   ↓           ↓
Package:    Package:
Available   Rejected
        ↓
Overall transfer status:
All accepted → Accepted
All rejected → Rejected
Mixed        → Partially Accepted


VOID FLOW
─────────
User clicks Void Transfer (only when no packages accepted/rejected)
        ↓
Canix voids in BioTrack
        ↓
Packages return to shipper inventory
Transfer: VOID

This guide applies to facilities operating under BioTrack-integrated states: Connecticut and New Mexico. Always confirm state-specific regulatory requirements with your compliance team.