Traceability

Getting Started with Leaf Data Systems

 

Leaf Data Systems is Live
Leaf Data Systems is now operational as the Traceability system for Washington State. To begin accessing Leaf Data Systems for traceability, you will need to follow some basic steps. 

Any new software system will have some anomalies at startup. If you experience issues, contact Leaf Data Systems directly at 888-420-5813 and they can help you navigate through your issue. LCB and MJ Freeway are working together to ensure that new issues are addressed as quickly as possible. The system will be frequently updated over the coming weeks and months with changes that streamline and enhance functionality.  

Maintain your traceability records from the Contingency Period even after you begin using Leaf Data Systems. Should you be subject to an audit or recall, these records will be critical. 

Where do I start?
The first thing you need to do as your business transitions to using Leaf Data Systems for traceability data input is to make sure your business has a system administrator identified. Administrators are usually business owners or key staff persons. Each business will be responsible for setting up their employees in Leaf Data Systems, and assigning their authorization levels within the system. Anyone identified as an administrator in the previous traceability system will be carried over as an administrator to Leaf Data Systems.

Initially, the only person(s) who will be able to access Leaf Data Systems and make changes for your business are those with adminstrative privileges. 

If your system administrator has changed since the previous traceability system was decommissioned, you will need to contact Leaf Data Systems at 888-420-5813 to update your system administrator. If you are not the designated administrator for your business, Leaf Data Systems will be unable to make any changes for you. You should also review the Leaf Data Systems User Manual Addendum A (Licensee User) for Admin Setup and User Profile Setup instructions.

Anyone at a business using Leaf Data Systems directly (without a third party provider) must have a Secure Access Washington (SAW) account and a unique email address. SAW is a single-sign on application gateway used by the state of Washington to simplify access to internet-accessible government services. Businesses that use a third party software provider will also need to access Leaf Data Systems directly at least once, and therefore must have a system administrator with a SAW account too. SAW works like a key to your office building. Create a SAW account here.

Log Into Leaf Data Systems and Retreive Your API Key
Whether or not you use a third party software provider, you will need to log into Leaf Data Systems at least one time. Log into Leaf Data Systems at https://traceability.lcb.wa.gov/.  If you don't use a third party software system, logging into Leaf Data Systems via  https://traceability.lcb.wa.gov/ will be your normal practice. 

Licensees who use a third party software system will need to retrieve an API Key to share with their third party providers. An API key is a unique identifying credential that is necessary for your third party provider to have to integrate with Leaf Data Systems. Follow these steps to retrieve your API key
 

Weekly Contingency Reporting has ended
The following Contingency Reporting functions are no longer available:

• Retailer Reporting
• Producer/Processor Reporting
• QA Lab Reporting
• Manifest Reporting
• Destruction Reporting

Contingency Reporting functions that remain in effect include:
• Retailer Sales and Excise Tax Reporting
• Co-Op Reporting
• Producer/Processor Sales Reporting

Uploading Your Current Inventory into Leaf Data Systems is the First Step
To start using Leaf Data Systems, you will need to upload your current inventory into the system. If you use a third party software provider, they will likely be completing this step for you - check with them to confirm inventory uploads will be completed for you. 

What exactly do I need to upload into Leaf Data Systems?
The only information you will need to upload into Leaf Data Systems are your current plants and current inventory. Your current plants and current inventory can be added manually by inputting each line item from your Contingency Reporting inventory, or you can upload the data by using a .CSV file. Directions on how to upload your current plants and current inventory are available in the Leaf Data Systems User Manual beginning on page 17. Before you can transfer/sell inventory to other licensees, you will also need to enter QA results. If you use a third party provider for your traceability input, please check with them to confirm they are uploading your current plants and current inventory for you. 

If you are a Producer/Processor, follow these directions to upload your inventory. The files you will need to complete are:

If you are a Retailer, follow these directions to upload your inventory. The files you will need to complete are:

 

Webinar Recording: Common Workflow Misunderstandings
MJ Freeway hosted a webinar at 1 p.m. February 7 to assist licensees with understanding inventory transfer functions in Leaf Data Systems. Items discussed included sending, receiving, quarantine vs. transfer hold, lab result requirements and more. Click here for part one of the recording, and click here for part two of the recording. 

Job Aids
Job Aids are available for the following topics:

Inventory Upload Process Webinars
MJ Freeway hosted webinars on initial inventory upload processes. If you missed them, you can view the recordings:

Retailers View Here
Producers View Here
Processors View Here

 

Working with your third party integrator

Commercial cannabis software systems (third party integrators) registered with the State of Washington have been provided credentials from Leaf Data Systems to integrate with the system. You should check with your third party provider to confirm they've validated with Leaf Data Systems. More information for third party integrators and a list of Validated Integrators is available at the Info for Third Party Integrators page. 

Monthly Sales & Tax Reporting

Retailers
Your July, 2018 monthly sales report is due by August 20, 2018. For July, 2018 monthly sales reporting only, use the Retailer Sales and Excise Tax spreadsheet found on the Traceability Reporting page
Email your reports to marijuanataxes@lcb.wa.gov, or use postal mail and send to:

WSLCB
PO Box 43085
Olympia, WA 98504-3085

 

Note: The monthly sales reporting link for Producer/Processors has been removed from the Traceability Reporting page of the LCB website. Producer/Processors must be active in Leaf. For assistance, please contact your Enforcement Officer. 

 

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