Subject:
Receiving Transfers and Closing Incomplete Transfers
Bulletin Number:
CA_IB_2020_012
Distribution Date:
May 5, 2020
Effective Date:
May 5, 2020
Contact point:
Metrc Support
Reason:
Hard copy of Bulletin:
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In response to a high volume of questions on how to complete transfers in the CCTT-Metrc system, the Metrc team has developed the attached guidance to assist the cannabis industry. This guidance provides step by step instructions to all license types on how to accept packages in the system, how to reject packages and initiate a return transfer without generating a new manifest, and how the system automatically updates inventory.

The following pages give step-by-step guidance on how to:

 I. Locate Incomplete Transfers  p.................................................................................................. 2

 II. Close Incomplete Transfers  p................................................................................................... 3

III. Accept an Incoming Transfer  p................................................................................................ 6

IV. Reject All or Part of an Incoming Transfer  p............................................................................ 8

 V. Update Return Transfer Details for Rejected Packages  p........................................................ 9

VI. Receive Rejected Packages Back into Inventory  p................................................................. 10

VII. Return Product to the Originating Licensee after Accepting into Inventory  p..................... 11

VIII. Monitor Your In Transit Inventory  p.................................................................................... 12

 

I.          Locate Incomplete Transfers

An incomplete transfer is an Incoming Transfer that has not been received by the destination licensee or a Return Transfer that has not been received by the originating licensee in CCTT-Metrc.

In order to make sure that all cannabis inventory is accounted for, all destination licensees with outstanding incomplete transfers must Receive their transfers.

Use the following steps to ocate incomplete transfers associated to your license:

1.      Select the Licensed option from the Transfers area.

2.      Select the Incomingtab to locate incomplete Incoming Transfers.

3.      Sort the Received column in ascending order

on the page to display all manifests that have not been received in CCTT-Metrc as shown in Figure 1.

a. Sort by clicking the Received column or click the 3 vertical dots and select sort ascending.

Figure 1: Locating Incomplete Incoming Transfers

4.      A manifest with a value in the ATA (Actual Time of Arrival) field has been marked as arrived by the transporter.  This shipment needs to be located and received in CCTT-Metrc, if applicable.

5.      A manifest with no value in the ATA field and a past date in the ETA (Estimated Time of Arrival) field is potentially overdue.  This shipment needs to be evaluated or received in CCTT-Metrc, if applicable.

6.      Select the Rejected tab and repeat Step 3 to locate any incomplete Return Transfers.

7.      A manifest with a value in the ATRA (Actual Time of Return Arrival) field has been marked as arrived by the transporter.  This shipment needs to be located and received in CCTT-Metrc, if applicable.

8.      A manifest with no value in the ATA field and a past date in the ETRA (Estimated Time of Return Arrival) field is potentiallyoverdue.  This shipment needs to be evaluated and updated or received in CCTT-Metrc, if applicable.

9.      See the next section on Close Incomplete Transfers.

II.         Close Incomplete Transfers

Please review the following scenarios to close any incomplete transfers identified using the steps in the previous section.

An Incomplete Transfer that was  physically received but not electronically received in CCTT-Metrc:

1. Receive  the Incoming Transfer using the  steps outlined below in section III - Accept  an Incoming Transfer; OR

Receive  the Return Transfer using the steps  outlined below in section VI - Receive  Rejected Packages Back into Inventory.  

2. Select  the Change Notes button from the Packages  page for each package on the transfer. Indicate the date the package was  physically received in the Note  field.   See an example in Figure 2 below.

a. Only  users with the Package Notes  permission, which is granted by the Account Manager, have access to the Change Notes button.  

Figure 2: Adding/Changing a Package Note

An Incomplete  Transfer that was not physically received and not electronically received  in CCTTMetrc:

1. Contact  the originating licensee on the manifest to determine the status of the  transfer. Please email your Licensing Authority when attempts to contact the  originating licensee are unsuccessful.

2. If the transporter has not yet  departed, the originating licensee can modify the transfer details to reflect  an updated estimated date/time of departure and arrival or void the transfer.  

Note:  If the transporter has already departed, the originating licensee can contact  the transporter for a status.

3. If  the transporter recorded that they departed in error and the transfer will  not take place, the destination licensee should follow the instructions in  section IV below on Reject All or Part of an Incoming  Transfer.

A new package  (without a source) was created in error by the destination licensee,  therefore, receiving the transfer creates a duplicate package:

1. Receive the Incoming Transfer using the steps outlined below in section III  on Accept an Incoming Transfer.

2. Send an email to [email protected] requesting approval to resolve an incomplete  transfer.

Include  the following information (see example in Figure 3 below):

a.       Subject  line = Resolve Incomplete Transfer

b.       License  number

c.       Incomplete  manifest number(s)

d.        UID of the package(s) created in error

Please  Note: Metrc Support will respond with a ticket number for the request and  forward the request for approval to the appropriate Licensing Authority.

3. Once  you have received an email approval from the Licensing Authority, select the Adjust button from the Packages page for each package on the  transfer. Adjust the package quantity down to zero and select  "State-Authorized Adjustment" as the Reason.

Please  Note: This adjustment reason should only be used if a new package (without a  source) was previously created in error by the destination licensee.

4. In  the Note field, enter the Metrc  Support ticket number followed by the text “Resolve incomplete transfer”. See  an example in Figure 4 below.

5. Mark  the Finish Package checkbox and  enter the current date in both the Adjustment  Date and Finish Date fields.

Figure 3: Email Request to Resolve an Incomplete Transfer
                                        Figure 4: Adjust Duplicate Package to Zero                          

III.      Accept an Incoming Transfer

Once a Transporter has arrived at the destination facility, the destination licensee must individually verify the content, quantity, and quality of each package included in the transfer.Packages should not be electronically accepted in CCTT-Metrc until the destination licensee has physically verified the packages. Packages meeting content, quantity, and quality expectations can be accepted physically and electronically by the destination licensee, even if other packages on the manifest are rejected. If a package varies slightly from the weight, volume, or count on the manifest and you intend to keep the package, you must enter the adjusted weight, volume, or count in CCTT-Metrc.

Use the following steps to Accept incoming packages into your CCTT-Metrc inventory:

1.      Select the Licensed option from the Transfers drop downmenu.

2.      Select the Incoming tab.

3.      Locate the manifest on the Incoming Transfers page.

a. Optionally,press the

expand button to display Transporter and Package details for the particular manifest.

4. Click the Receive button

on the right side of the transfer manifest to launch the Receive Licensed Transfer action window.

5.      If needed, record slight weight, volume, or count adjustments in the Receive Qty. field as shown in Figure 5.

a.      See the next section IV - Reject All or Part of an Incoming Transfer when weight, volume, orc ount adjustments vary significantly.

6.      Click the Receive Transfer button to complete the incoming transfer and accept packages into your active inventory.

Figure 5: Receive Licensed Transfer page

7.      Locate the manifest on the Incoming Transfers page. The Receivedcolumn displays the date/time the transfer was received.

8.     Press the

expand button to display Outbound Transporter and Package details.

a. All accepted packages will have an

Status.

Note for Originating Licensees: What happens when the destination  adjusts the received package?

1. The  originating licensee receives a notification when the destination licensee  adjusts the received quantity of one or more packages on a manifest. The  notification includes the manifest number and package UID(s) as shown in Figure 6.

2. The originating licensee should review  the adjustments made by the destination licensee by locating the manifest on  the Outgoing tab of the Licensed Transfers page and evaluating  the Shipped Qty versus the Received Qty in the Packages drill-down as shown in Figure 7.

Please contact your Licensing Authority for  questions or concerns about the adjustments made.

3. The  originating licensee should also evaluate the quantity in the source  package(s), if applicable, to determine if the quantity needs to be adjusted  accordingly in CCTT-Metrc.

Figure 6: Notification of Packages Adjusted on Outgoing Transfer
Figure 7: Packages Drill-Down on the Outgoing Transfers Page

IV.  Reject All or Part of an Incoming Transfer

A destination licensee must physically and electronically reject any package on a manifest that does not meet the content,quantity, and quality expectations. Do not receive packages into your CCTT-Metrc inventory without physically verifying the packages first. Rejecting one or more packages on a manifest automatically initiates a Return Transfer to return the cannabis and cannabis goods to the origin licensee. Any cannabis or cannabis goods physically rejected, must also be electronically rejected.

Use the following steps to Reject incoming packages to be returned to the originating licensee:

1.      Select the Licensed option from the Transfers drop downmenu.

2.      Select the Incoming tab.

3.      Locate the manifest on the Incoming Transfers page.  

b. Optionally,press the

expand button to display Outbound Transporter and Package details for the particular manifest.

4.    Click the

button on the right side of the transfer manifest to launch the Receive Licensed Transfer action window.

5.      For each package being rejected, check the Reject checkbox next to the Shipped Qty, select a Reject Reason, and a Note can be entered explaining the rejection.

6.      Use the Reject Template to reject ALL packages on the manifest as shown in Figure 8.

c. Select the

 button to mark the Reject checkbox for all packages and populate the Reject Reason and Note.

7.      Click the Receive Transfer button to complete the incoming transfer and initiate a return transfer for the rejected package(s).

Figure 8: Rejecting All Packages on a Manifest Using Template

8.      Locate the manifest on the Incoming Transfers page. The Received column displays the date/time the transfer was rejected.

9.      Press the

expand button to display Return Transporter and Package details.

d. All rejected packages will have a

Status.

V.  Update Return Transfer Details for Rejected Packages

When the destination licensee rejects a package on an Incoming Transfer,a Return Transfer is automatically initiated. The originating licensee has access to the Return Transfer under the Rejected tab on the Licensed Transfers area.  The originating licensee has the ability to update details of the return trip, including the estimated return departure and arrival dates/times, the assigned return transporter, and return driver and vehicle information.

Use the following steps to update Return Transfer details for rejected packages:

1.      Select the Licensed option from the Transfers drop downmenu.

2.      Select the Rejected tab.

3.      Locate the manifest on the Rejected Transfers page.  

a. Optionally, press the

expand button to display Return Transporter and Package details for the particular manifest.

4.     Click the

button on the right side of the transfer manifest to launch the Edit Return Transporters action window.

5.      Make the necessary return trip updates to any of the editable fields shown in Figure 9.

6.      Click the Save Transporters button to complete the updates.

Figure 9: Updating Return Trip Information on Rejected Transfers Tab

VI.  Receive Rejected Packages Back into Inventory

An originating licensee must Receive rejected packages back into their physical and electronic inventory when the return transporter has arrived with the rejected packages. The package(s) will remain In Transit and the transfer will be incomplete until the originating licensee receives the packages back into their CCTT-Metrc inventory.

Use the following steps to Receive rejected packages back into theactive inventory:

1.      Select the Licensedoption from the Transfers drop downmenu.

2.      Select the Rejectedtab.

3.      Locate the manifest on the Rejected Transfers page.  

a. Optionally, press the

expan dbutton to display Return Transporter and Package details for the particular manifest.

4.     Click the

button on the right side of the transfer manifest to launch the Receive Rejected Transfer action window.

5.      Select a Reject Reason and a Note can be entered explaining the rejection for each package being rejected as shown in Figure 10.

6.      Click the Receive Transfer button to complete the return transfer.

Figure 10: Receive Rejected Transfer Page

7.      The manifest no longer displays on the Rejected Transfers page. Details and history of the outbound and return trips can be found on the Outgoing Transfers page.

8.      The received packages now display on the Active Packages page.

VII. Return Product to the Originating Licenseeafter Accepting into Inventory

If a package was accepted into your active inventory, the transfer is complete and cannot be rejected. A Transfer Type of Return is used to transfer packages of defective manufactured products back to the originating licensee. Note that this Transfer Type is not available to cultivation licensees.

Use the following steps to create a Return Transfer:

1.      Click the New Transfer button from the Packages page or the Licensed Transfers page.

2.      Select Return in the Type dropdown as show in Figure 11 and complete all the editable fields.

3.      Notes regarding the returned product can be added to the Planned Route field and/or added as individual package notes prior to creating the transfer.

a. See Figure 2 above on Adding/Changing a Package Note.

4.      Click the Register Transfer button to create the transfer.

Figure 11: Creating a Return Transfer

5.      Print the manifest and provide to the transporter upon arrival.

6.      The transfer is viewable by selecting the Outgoing tab on the Licensed Transfers page.

VIII. Monitor Your In Transit Inventory

Users with the View Packages permission have access to the In Transit tab on the Packages page as pictured in Figure 12. The In Transit tab allows users to easily view/search packages currently in an active Outgoing Transfer or in an active Rejected Transfer. Shipped packages will remain on this page in an in transit state until the destination facility receives the transfer.

Figure 12: In Transit Packages

It is recommended that the origin licensee contact the destination licensee to remind them to electronically receive the transfer in CCTT-Metrc when delivered transfers continue to display with a “Shipped” Transfer Status on the In Transit tab.

Please feel free to contact support at [email protected] 877-566-6506 with any questions.

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