Getting Started with Canix

Getting Started with Canix

What is a seed-to-sale system?

Seed-to-sale system is a system that’s required by the Oklahoma state government, which keeps track of all cannabis and cannabis products from the time that a seed has been planted, up to the sale of the product at a dispensary.

Oklahoma is in the process of rolling out its seed-to-sale system, which will happen in two phases:

  • Cultivators currently must track their plants, plant waste, and inventory.
  • In 2020, cultivators must integrate with a yet-to-be-chosen seed-to-sale software provider that will be run on behalf of the state of Oklahoma.  All inventory data must then be sent from cultivators to the Oklahoma system.

One of the big requirements of a seed-to-sale system is that farmers must start using “labels,” (sometimes also called “tags” or “barcodes”) to track three types of things:

  • Plant Batch: this is a group of small, immature plants (usually <100 per batch).
  • Plant: once a plant has reached the vegetative phase, it must be tracked individually all the way through harvest.
  • Packages: once plants have been harvested, dried, and packaged, they must be tracked with package labels (while in inventory, and on their way out of your farm).

We at Canix believe the seed-to-sale software provider, chosen by Oklahoma, will likely be a system called Metrc, as it has been the chosen software provider for many other states like Colorado, Oregon, and California.

How does Canix help?

At Canix our main priority for our Oklahoma customers is to get each and every one of them compliant, and set them up for success for when Oklahoma chooses a software provider. Since we operate in other states and integrate with other systems, we expect our users to have a seamless transition onto a state system (e.g. Metrc) as Oklahoma get their system set up.

We make it easy to track the required data with our easy to use iPhone and Android apps:

Before using our app, many were tracking their compliance information using pen and paper, or using another system that doesn’t offer a mobile app. Canix supports our users in four major ways:

  • Barcode scanning: rather than typing out long numbers, you can use your phone’s camera to scan barcodes, and auto-fill label numbers.
  • Offline mode: enter in your plant data on your phone in an area without service, then submit your data when you’re back online. Checkout how to use Offline Mode.
  • Customer Support: get directly in touch with our engineering team via phone, chat or email. Customer Support Hours through the week are 8 am CT - 8 pm CT and Weekend Coverage is available on Saturdays 12 pm CT - 6 pm CT. Off hours support is available by phone and chat with potentially delayed response on Sundays. Contact our Customer Support via Chat in both the web and mobile applications of Canix, by selecting the message icon in the lower right hand corner. You can also email us at [email protected] or reach us by phone at 415.894.9884. If we are not available to take your call right away, please leave us a voicemail and we will get in touch with you as soon as possible.
  • Label printing: until the state chooses a software provider (which will provide labels), cultivators will need to print their own labels, which can easily be done with any label printer by signing into Canix on a computer.

We - unfortunately - can’t change the data that the state requires to get collected, but we can make it as painless as possible.

Getting Setup

Log into Canix

You will receive a Welcome Email from Canix which will include your login credentials. Login to Canix using the Mobile App or Web Application.

Having trouble logging in? Reset your Password.

Facility Data

Before you can begin using Canix you will first need to setup your Facility Data. This outlines the Locations, Items and Strains you will be using in your facility. Get started by setting up Facility Data.

Printers and Labels

Before you get started using Canix, you will need to setup your printer. Canix recommends several printer options outlined here. Labels are based on user preference however, Canix recommends using using 1.12in x 3.5in size labels. Recommended labels can be found here.

Adding Existing Inventory

Canix allows you to add existing inventory and plant data. Once all of your facility data has been created in Canix you can begin adding existing inventory. Another key feature Canix provides is Inventory Availability, this feature allows you to view what inventory you have available, ordered, and allocated. If you need to add existing inventory to Canix, be sure to create items for the products you need to add to inventory and create packages of these items by creating packages from untracked items in Canix.

OMMA Cultivation Phases

Phase One: Immature Plantings

Each time a cultivator plants seeds or clones of the same strain, they are required to track the entire group of immature plants together (i.e. a Plant Batch). Each batch (usually less than 100 plants) is tagged with a single barcode to track it in the system, and that barcode is usually physically attached to the plant tray.

Pro-tips: 

  • Make sure you have a Label/Tag printed and ready to assign to the batch (How to print labels)
  • Plants do not receive individual plant tags until the growth phase changes to vegetative.

When creating a new plant batch of immature plantings they can be created from Mother Plants or from Clone or Seed. Canix allows you to create plant batches from the mobile or web application.

Create Plant Batches from Clone or Seed:

Create a Plant Batch in the Mobile Application

Create Plant Batches from the Web Application

Create Plant Batches from Mother:

Create a Plant Batch from Mother Plant in the Mobile Application

Create a Plant Batch from Mother Plant from the Web Application

Phase Two: Vegetative Plants

Phase two focuses on moving Immature Plants into the Vegetative Phase. When a plant gets to a certain size, and is considerably less likely to die, it’s considered to be in the Vegetative phase. At this point, individual plants are tagged with a barcode and tracked, one by one, until harvest.

Pro-tips: 

  • A good time to move your plants to veg is when they move out of trays and into permanent pots needing their own barcode.
  • Once moved to Vegetative, the Plant Batch tags are thrown away but the system will still track the initial batch number they came from (You can see this info in the Vegetative section of the web application)
  • To Identify a Mother Plant within Canix it must be done during the Vegetative Phase.

Change Growth Phase - Vegetative in the Mobile Application

Change Growth Phase - Vegetative from the Web Application

Phase Three: Flowering Plants

Phase three focuses on moving Vegetative plants to Flowering. As the next step of maturity, the Flowering Phase (i.e. Mature), signals that plants are getting close to Harvest. While not a strict requirement, the Flowering phase will be a requirement in the state track and trace systems and is valuable for differentiating from plants that you intend to harvest vs. those that will stay in a vegetative state for the foreseeable future (e.g. mothers).

Pro-tips: 

  • Plants moving from Vegetative to Flowering keep their identified Label/Tag. No new Labels/Tags need to be created
  • When changing growth phase to flowering you can also change the room if necessary.
  • Only flowering plants can be harvested in Canix. Vegetative plants are not eligible for harvest.Change Growth Phase - Flowering in the Mobile Application

Change Growth Phase - Flowering in the Mobile Application

Change Growth Phase - Flowering in the Web Application

Phase Four: Plant Waste and Death

Recording Plant Waste and Destroying plants prior to harvesting is a key step. Plant waste needs to be recorded and weighed for OMMA submissions. Canix allows you to gather and weigh waste for individual plants prior to harvest or create waste for all the plants in a room/strain/batch using our filter. Any plant death whether a part of a batch or as an individual plant needs to be recorded to update your monthly plant totals.  

Pro-tips: 

  • Creating plant waste from a Harvest is done at a later time and is different than what is covered here. See - Create Harvest Waste
  • Canix allows you to destroy the plant and create record plant waste
  • Record the Plant Waste prior to destroying the plant.
    • *Note: This feature is only available in the mobile app

Destroying Plants in the Mobile Application

Destroying Plants in the Web Application

Phase Five: Harvest

When the time has come to Harvest your plants you can record a Harvest in Canix. During a harvest, the state asks that cultivators keep track of (1) each individual plant that was harvested and (2) the weight of all plants in a harvest (often referred to as the “wet weight”). Canix helps make the harvest process as easy as possible by letting you scan barcodes and enter weights directly into our system.

Pro-tips: 

  • Creating Harvests and Harvest Waste in Canix can only be completed in the mobile application.
  • When Creating a Harvest Name it must be unique, Canix recommends using the same naming standard for all Harvests. (e.g. Strain Name - Harvest Date)
  • When Submitting Harvest data to Canix the changes cannot be undone.
  • Plant weight is the “wet weight” of the plant(s) when cut.  The weight includes stem, stalk, leaf, and flower.

Creating a Harvest in the Mobile Application

Some States require plant waste to be recorded once the harvest is completed. Waste is considered any part of the plant that is non-product related. Harvest weight is the total weight of all plants of the same strain used for creating the end products.

Creating Harvest Waste in the Mobile Application

Canix has a Deactivate Harvest feature that allows you to mark a harvest as inactive. This would be beneficial after all packages and waste have been created from a harvest and there is no longer a use for the harvest.

Deactivate a Harvest in the Mobile Application

Phase Six: Creating Packages

After plants are harvested and dried, the state needs cultivators to track the inventory of products which were produced by the harvest (flower, trim, etc). This is the stage where you would create one or more Packages from a Harvest, and assign each package a label (to be attached to the container—box, bag, etc). To meet the packaging and testing requirements in Oklahoma, you need to make multiple individual 10 lb (or less) packages out of the entire dry weight. For smaller amounts, Canix allows you to split packages by creating and tracking smaller packages from the larger inventory.

Pro-tips:

  • All cannabis packages in Oklahoma must come from a parent Batch of at most 10 lbs.
  • When creating packages from a harvest, ensure the item defined on the package matches up to harvests themselves. Do not mix strains.

Creating Packages from Harvest in the Mobile Application

Creating Packages from Harvest in the Web Application

After plants are harvested and dried, the inventory of products produced by the harvest (flower, trim, etc) is often placed into larger packages for inventory. Canix allows you to split packages by creating and tracking smaller packages from the larger inventory.

Creating Multiple Packages in the Mobile Application

Creating a Package from a Package in the Web Application

Package from Package

Creating a Package from a Package in the Mobile Application

Creating a Package from a Package in the Web Application

Package Plants: Immatures/clones

Package Immature plants in the Mobile Application

Adjusting Packages

Adjusting Packages in the Mobile Application

Deactivate a Package

Deactivating Packages in Canix marks them complete and inactive. A deactivated package can no longer be adjusted, transferred, or used to create other packages.

Deactivate a Package from the Mobile Application

Deactivate a Package from the Web Application

Phase Seven: Transfers and Sales Orders

Creating Transfers

Creating transfers is one of the last steps in getting your harvested products sold and ready for transport. In Oklahoma, transfers are required however Sales Orders are optional. If you intend on using the Sales Order feature you can create the transfer directly from the Sales Order to reduce the number of steps needed.

Creating a Transfer Manifest from the Mobile Application

Creating a Transfer Manifest from the Web Application

Creating Sales Orders

Sales Orders can be created to manage transfers and invoice customers. Creating Sales Orders can only be completed in the Web Application of Canix.

Creating and Managing Sales Orders in the Web Application

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Other Helpful Features & Tips

Identify Plant

Identify Plant is a feature available in the mobile app to scan or type in a Plant Tag to identify the plant details. Plant details include: Plant State, Growth Phase, Strain, Plant Batch, Harvest, Planted Date, Vegetative Date, Flowering Date, Harvested Date and Destroyed Date.

Identify Plant in Mobile App

Identify Plant Batch

Identify Plant Batch is a feature available in the mobile app to scan or type in a Batch Tag to identify the plant batch details. Plant Batch details include: Strain, Batch Type, Mother, Planted Date, Room, Number Immature, Number Tagged, Number Packaged, Number Destroyed.

Identify Plant Batch in Mobile App

Change Plant Rooms (Without Changing Growth Phase)

Canix provides three methods to quickly identify, change location, and continue tracking plants.

**Note: This feature allows you to change rooms without changing the growth phase.

Change Plant Rooms

OMMA Reporting Data

Canix tracks the information needed for OMMA reporting and populates this under OMMA Report on the Canix web dashboard. OMMA states that we cannot enter this on your behalf so we've provided you with an easy way to copy and paste into your OMMA report.

OMMA Reporting Process

Check for App Updates

It is important to check the Canix Mobile App for updates. This ensures you are running the latest version of the Canix App that has the most recent fixes and features. Upon logging into the Canix Mobile App it will prompt you to update, if there is an update available. You can also check for App Updates at anytime.

Check for App Updates


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