Traceability Reporting

To prevent diversion and to promote public safety, marijuana licensees must track marijuana from seed to sale. Licensees must provide the required information on a system specified by the board. All costs related to the reporting requirements are borne by the licensee. Marijuana seedlings, clones, plants, lots of usable marijuana or trim, leaves, and other plant matter, batches of extracts and marijuana-infused products must be traceable from production through processing, and finally into the retail environment including being able to identify which lot was used as base material to create each batch of extracts or infused products.

The following information is required and must be kept completely up-to-date in a system specified by the board. This table contains the required data, frequency of reporting to LCB, and content expectations:

Data / Event Records Maintenance Frequency LCB Submission Frequency Report Must Contain
All
Transfers Daily As needed  
Destructions  Daily As needed   
Retailer
Received transfers  Daily Weekly All transactions since last submission
Retail sales Daily weekly All transactions since last submission
Adjustments Daily Weekly All transactions since last submission
Producer/Processor
New plants  Daily Weekly All transactions since last submission
Harvests Daily Weekly All transactions since last submission
Conversions  Daily Weekly All transactions since last submission
Adjustments Daily Weekly All transactions since last submission
Samples Daily Weekly All transactions since last submission
Recieved transfers Daily Weekly All transactions since last submission
Labs
QA samples received Daily Weekly All transactions since last submission
QA test results Daily Weekly All transactions since last submission

Reporting Schedule 

Producer and Processors
Producer and Processor licensees will update the “Producer/Processor Weekly Traceability Data Sheet” by close of business each day, and upload a new sheet containing their reportable transactions once every Sunday by 11:59 p.m. The uploaded sheet must contain all reportable transactions from the past seven days. All Producers and Processors are required to upload the sheet, even if no reportable transactions occurred. For those using commercially available third party software, your software provider may upload the data sheet on your behalf. See below for link. 
 
Retailers 
Retailer licensees will update the “Retailer Weekly Traceability Data Sheet” by close of business each day, and upload a new sheet containing their reportable transactions once every Sunday by 11:59 p.m. The uploaded sheet must contain all reportable transactions from the past seven days. All Retailers are required to upload the sheet, even if there is no reportable transactions occurred. For those using commercially available third party software, your software provider may upload the data sheet on your behalf. See below for link.
 
Tribes
Tribes wishing to sell to licensed retailers during the contingency period will be required to complete and upload the “Producer/Processor Weekly Traceability Data Sheet” for any marijuana products they intend to transfer. See below for link. 
 
Cooperatives
Cooperatives will be required to complete and upload the “Co-op Monthly Traceability Data Sheet” by 11:59 p.m. on the last day of each month. See below for link. 
 
Certified Labs
Certified Labs will update the “Labs Traceability Data Sheet” by close of business each day, and upload a new sheet containing their reportable transactions once every Sunday by 11:59 p.m. The uploaded sheet must contain all reportable transactions from the past seven days. WSLCB will request the lab-generated certificates of analysis when reviewing licensee QA retest requests. For labs using commercially available third party software, your software provider may upload the data sheet on your behalf. See below for link.
 

Reporting Templates

Important Note: Traceability Contingency Reporting begins November 1, 2017, and will remain in effect until further notice.  Until then, please report as normal. 

To use the following templates you will need Microsoft Office. If you don't have MS Office, see the following link to download Apache OpenOffice.

Traceability Weekly Reporting

- Retailer Reporting
- Producer Processor Reporting
- QA Labs Reporting

* Weekly reporting templates must use the following file format: uuuuuuuuu-yyyymmdd.xlsx

uuuuuuuuu = the UBI number of the licensee
yyyymmdd = the report date

Traceablity Monthly Reporting

- Retailers Sales and Excise Tax
- Co-Op Reporting
- Producer/Processor Sales
 

Webforms for Manifest and Destruction Reporting

Manifests
Whenever a licensee wishes to transfer material outbound, they will be required to complete and upload the “Transport Manifest Form.” The act of uploading a completed form will constitute the beginning of the 24-hour quarantine required for all transfers. See below for link. 

 
Destructions
Whenever a licensee wishes to destroy product, they will be required to complete and upload the “Destruction Form.” The act of uploading a completed form will constitute the beginning of the 72-hour quarantine required for all destructions. See below for link. 
 
* Please use these forms when creating a Manifest of Destruction event
 

- Manifest
- Destruction Reporting

 

Naming Conventions for Reporting
 
Please adhere to LCB’s specified file naming conventions for files uploaded by third party software providers:
     Manifest file naming convention: uuuuuuuuu-Manifest-ManifestID  
          uuuuuuuuu = UBI number; “Manifest” = plain text;  Manifest ID = LLLLLL000000  (LLLLLL = License #)    
          Please note that the 16 digit code from the previous state traceability system is not acceptable. WSLCB requires the                12 digit Manifest ID code during the Contingency Period.
     
     Destruction Event file naming convention: uuuuuuuuu-Destruction-DestructionEventID  
          Destruction naming uses the same rules as the Manifest file naming convention above.
 
     Weekly reporting templates - use the following file format: uuuuuuuuu-yyyymmdd.xlsx
          uuuuuuuuu = the UBI number of the licensee
          yyyymmdd = the report date

 

* Use this upload widget to report your data on a weekly or monthly basis.

 

Printer-friendly version
Drupal 7 Appliance - Powered by TurnKey Linux