WASHINGTON SEED TO SALE TRACEABILITY
KNOWLEDGE CENTER

Created to provide helpful information about the Washington Cannabis Industry.

Leaf Data & Washington Traceability FAQ's & Updates

Update: 6/15/18

The LCB and Leaf Data are requiring that ALL licensees reset their API Keys. The steps to do so can be found here:

Resetting LEAF API Keys:

Leaf Data Launch – February 1, 2018

As we look to transition to the LCB’s new Leaf Data System, here’s what you should know:

UPDATE: 1/30/18

Starting February 1, 2018, all Washington licensees are expected to begin submitting data to the LCB’s Leaf Data System.  Please follow your respective et of instructions below to ensure your compliance upon the switchover:

-BioTrack Commercial Customers:

  1. Once you have received your credentials to the new Leaf Data System, you will need to login and access your API Key (Click for Video)
  2. Follow the steps in the video to receive your API Key
  3. Navigate to the UCS at https://wa.biotrackthc.net/
  4. Locate the “Register Your API Key” Button and click it
  5. Input your credentials and API Key in the fields (refer to video for questions)
  6. Click “Register Now”

-Washington Licensees using 3rd party software, including the free traceability portal, other than BioTrackTHC:

  1. If you are planning to take advantage of the LCB’s free traceability portal, provided by MJ Freeway, that is your right.  However, if you do not wish to use the free option provided by Leaf Data, you are able to continue utilizing the UCS as your reporting interface for a monthly fee of $99 per license.  If you are interested in this option, please submit your payment via https://wa.biotrackthc.net/ before February 5th or you will risk not gaining access on time.  If you have any questions related to this option, please email btucs@biotrackthc.com.
  • If you plan to continue using the BioTrack UCS Service for $99 month, please follow this set of instructions.  Otherwise, continue with bullet #2.
  1. If you are utilizing a 3rd party software solution other than BioTrack, your access to the UCS will be turned off as of midnight, February 1, 2018.  Please work with your software provider to ensure you are reporting to Leaf Data ASAP.
  2. For anyone interested in upgrading to the commercial BioTrackTHC, we are able to ensure your compliance reporting is fully automated.  Please contact our sales team for more info.

UPDATE: 11/30/17

Beginning tomorrow, 12/1/17, all licensees utilizing the Washington UCS will need to contribute $50 per license to support the upkeep costs of the System.  You will be able to submit this payment through a portal on the UCS homepage at https://wa.biotrackthc.net/.  The payment button will become available shortly.  Licensees have until midnight on Wednesday, 12/6/17, to submit payment or they will be unable to access the UCS.  BioTrackTHC commercial customers will not have to pay the monthly fee as we will be covering it on their behalf.

UPDATE: 11/6/17:

  • Manifests are now ready and will function as they always have.
  • Destruction functionality is now ready and will function as it always has.
  • All weekly reporting requirements have been automated in the UCS and are functioning as expected.

If your laboratory is not yet enrolled in the UCS, please reach out to them to make sure they get registered ASAP so that you can receive sample results.  They are able to register here.

UPDATE: 11/1/17:

As of midnight last night, October 31st, the BioTrackTHC Traceability System was officially decommissioned as our traceability contract with the LCB has expired.  You are no longer able to submit new data to the system via this method.  For the next 3 days, the system will be available in read-only mode, which will allow you to download your dataset through 10/31/2017; we have already downloaded and saved datasets for all BioTrack customers, so you do not need to perform this process

If you have not already done so, you need to follow the instructions found on the biotrack site immediately to ensure compliance during the LCB’s contingency period.  BioTrackTHC’s Unified Contingency Plan has launched and is operating as expected; licensees need to make sure they have completed the necessary steps to begin pointing your commercial software to the Unified Contingency System.  The steps, which MUST BE PERFORMED by BioTrackTHC paid customers, as well as licensees utilizing 3rd party software solutions, can be found here.

We realize many of you still have questions, so if you would like to speak with a BioTrackTHC representative, you can do so by clicking here.  You can also contact your LCB representative directly for questions about their contingency plan at (360) 664-1614 or email them directly at customerservicesupervisors@lcb.wa.gov.  We will do whatever is necessary to make sure each of our customers experience as smooth and painless of a transition as possible, as well as those utilizing 3rd party software solutions, regardless of the agency’s contingency plan.  If you need support or training, please contact us.

Additional FAQ’s

What will happen to my historical data?

The data contained within your business seed-to-sale system is your data; it is owned by you and safely secured on your local BioTrackTHC server.  Nothing will happen to it.  The data submitted from your system to the Traceability System is owned by the LCB and is in their possession.  It is the responsibility of the new vendor to migrate the LCB-owned data from the Traceability System to the new Leaf Data Systems.

Will BioTrackTHC be integrated with the MJFreeway Leaf Data?

Yes, BioTrackTHC will provide full integrations with MJFreeway’s Leaf Data Systems with all license types; producer, processor, and dispensary.  More Nevada licensees use BioTrackTHC to integrate with Leaf Data Systems in Nevada than any other software.

Why should I transition from free trace to paid BioTrackTHC?

BioTrackTHC is currently one of only a handful of companies that has successfully integrated with Leaf Data Systems in the state of Nevada.  Because we have already integrated with them, we expect the transition to be painless for BioTrackTHC users.  By switching from free trace to paid, you’re able to keep most of your workflows and all of your historical data.  Should you choose a new software provider, it’s possible you’ll have to start from scratch, retagging and rebuilding your entire inventory.

What makes the paid system better?

Just like BioTrackTHC has always done with free traceability users, we will keep you safe by restricting users from accidentally entering noncompliant data.  In addition to benefitting from the same compliance safeguards you enjoy today, you’ll also get increased support, compliant labeling, additional features and functionality, plus a comprehensive business tool that will allow you to harness your data and turn it into business results.

Have questions or concerns? Let’s setup a time to chat.

Click here to schedule time with a dedicated BioTrack representative.

Interested in purchasing software? Please contact our knowledgeable sales team.

Hear what our Washington customers have to say:

Nancy Drinkard, Sales & Inventory Manager, Grow Op Farms, Phat Panda

“With BiotrackTHC, it is comforting knowing that you have a support system behind the program.  BioTrack has been there since the beginning of our operation and has provided great customer support as our business has continued to grow and evolve in all aspects including training, pointers on compliance, and answering any questions that may come up in a quick and professional manner.  I can say that on top of the traceability platform there is a lot more that comes with the BiotrackTHC system, and a big part of that is their commitment to the customer experience.”

CANNABIS LICENSE INFO

Information will be updated here as it becomes available. Check back for updates!  Please note; while we aim to keep this pages fully up to date with the latest information, cannabis laws are always changing.  We encourage you to verify these rules and regulations in the official legal text, which we’ve linked throughout the page for your convenience.

Cultivators (also commonly referred to as Producers or Growers) – Cultivators are responsible for growing cannabis. Mature plants are harvested and transferred to a Processor.

Washington Producer Licenses (Not currently available)

Marijuana Producer Tier 1 License – Allows for up to 2,000 square feet or less of dedicated plant canopy.  Allows the production of cannabis for sale at wholesale to licensed cannabis processors and to other licensed cannabis producers.

Marijuana Producer Tier 2 – Allows for 2,000-10,000 square feet of dedicated plant canopy.  Allows the production of cannabis for sale at wholesale to licensed cannabis processors and to other licensed cannabis producers.

Marijuana Producer Tier 3 – Allows for 10,000-30,000 square feet of dedicated plant canopy.  Allows the production of cannabis for sale at wholesale to licensed cannabis processors and to other licensed cannabis producers.

  • $266 Application Fee (Non-Refundable)
  • $1062 Annual Fee for Issuance and Renewal

Can I make changes to my Washington Producer License?

Washington Cannabis License Change of Location – $75
Close your current business and move to a new location.

Washington Cannabis License Ownership Change – $75
Permits changes to qualifying persons for a publicly or privately held corporation or in a LLC.  A change for sole proprietorship, general partnership, limited partnership, or limited liability partnership, will require a new application to be submitted.

What kind of tracking system do I need to operate a Producer Facility?

Most states require an extensive seed-to-sale cannabis tracking system to monitor cultivation efforts and inventory.  Our cultivation seed-to-sale-tracking solution provides comprehensive data tracking with an emphasis on compliance.  Customized to meet the unique regulatory frameworks in each state, BioTrackTHC also features an all-in-one business tool to help you operate every aspect of the cultivation business by itself, or as part of the vertically-integrated cannabis business.

**Any entity and/or principals within an entity are limited to no more than three marijuana producer licenses.

Processors – Processors take harvested cannabis from Cultivators and create derivative extracts for edibles, concentrates, topicals, and prepacks. Finished products are transported to Dispensaries.

Washington Cannabis Processor Licenses (Not currently available)

Marijuana Processor License – Permits the licensee to process, package, and label usable cannabis and cannabis-infused products for sale at wholesale to licensed cannabis retailers.  Also permits the licensee to blend useable cannabis from multiple lots into a single package for sale to a licensed cannabis retailer providing the label requirements for each lot used in the blend are met and the percentage by weight of each lot is also included on the label.

  • $266 Application Fee (Non-Refundable)
  • $1062 Annual Fee for Issuance and Renewal

What kind of tracking system do I need to operate a Processing or Manufacturing Facility?

Most states require an extensive seed-to-sale cannabis tracking system to monitor processing and manufacturing efforts, which is especially important in this part of the supply chain due to conversions into multiple byproducts and higher amounts of waste.  Our processing seed-to-sale-tracking solution provides comprehensive conversion tracking focused on compliant data points.  Customized to meet the unique regulatory frameworks in each state, BioTrackTHC also features an all-in-one business tool to help you operate every aspect of the cultivation business by itself, or as part of the vertically-integrated cannabis business.

Can I make changes to my Washington Cannabis Retail License?

Washington Cannabis License Change of Location – $75
Close your current business and move to a new location.

Washington Cannabis License Ownership Change – $75
Permits changes to qualifying persons for a publicly or privately held corporation or in a LLC.  A change for sole proprietorship, general partnership, limited partnership, or limited liability partnership, will require a new application to be submitted.

Change your Site and/or Physical Operating Plan – $80
Request physical alterations to your licensed retail premise, or to change your previously submitted operations plan.

**Any entity and/or principals within an entity are limited to no more than three marijuana processor licenses.

What kind of tracking system do I need to operate a Processing or Manufacturing Facility?

Most states require an extensive seed-to-sale cannabis tracking system to monitor processing and manufacturing efforts, which is especially important in this part of the supply chain due to conversions into multiple byproducts and higher amounts of waste.  Our processing seed-to-sale-tracking solution provides comprehensive conversion tracking focused on compliant data points.  Customized to meet the unique regulatory frameworks in each state, BioTrackTHC also features an all-in-one business tool to help you operate every aspect of the cultivation business by itself, or as part of the vertically-integrated cannabis business.

Laboratories (testing facilities) can test cannabis for concentration and contaminants.  Prior to entering the consumer market, all regulated cannabis is required to undergo Quality Assurance testing.

Washington Laboratory Licenses (Testing Facilities)

Established medical labs in Washington can act as 3rd party testing labs for testing both medical and recreational cannabis if they meet certain certification criteria.  The WSLCB has partnered with the Center for Laboratory Sciences on the Campus of the Columbia Basin College to conduct the laboratory certification process.  You can get more info on how to get certified for cannabis testing here.

Dispensaries sell legal cannabis, and cannabis products, to responsible adults in compliance with local regulations.

Washington Marijuana Dispensary Licenses (Not currently available)

Marijuana Retailer License – Permits the sale of only usable cannabis, cannabis-infused products, cannabis concentrates and cannabis paraphernalia at retail in retail outlets to persons 21 years of age and older.

  • Internet sales, online ordering and delivery of cannabis product is prohibitied in Washington.
  • Cannabis retailers may not sell cannabis products below their acquisition costs in Washington

Can I make changes to my Washington Cannabis Retail License?

Washington Cannabis License Change of Location – $75
Close your current business and move to a new location.

Washington Cannabis License Ownership Change – $75
Permits changes to qualifying persons for a publicly or privately held corporation or in a LLC.  A change for sole proprietorship, general partnership, limited partnership, or limited liability partnership, will require a new application to be submitted.

Change your Site and/or Physical Operating Plan – $80
Request physical alterations to your licensed retail premise, or to change your previously submitted operations plan.

**Any entity and/or principals within any entity are limited to no more than three retail marijuana licenses with no multiple location licensee allowed more than thirty-three percent of the allowed licenses in any county or city.

What kind of point-of-sale do I need to operate a Dispensary?

Most states require dispensaries to track and trace all of their cannabis-related products for regulatory and compliance reporting requirements. Our Dispensary Point of Sale and inventory management system provides comprehensive seed-to-sale cannabis tracking with a focus on compliant data points.  If your state requires seed-to-sale systems to stay compliant, BioTrackTHC has you covered.  Our system is customized to meet the unique regulatory frameworks in each and every state.

Caregivers can grow and process cannabis on behalf of patients. They cannot charge for cannabis, only recoup the costs of goods.  Caregivers are also able to purchase cannabis on behalf of a licensed medical patient.

In Washington, recreational cannabis is legal, so interested parties are not required to register as medical patients to obtain cannabis.  However, possession/purchase limits and overall costs are affected for registered medical cannabis patients.

How can I obtain a Washington Medical Marijuana Card?

Washington medical marijuana cards are processed and distributed by the state’s Department of Health.  Here’s how you can apply:

  • Get a Medical Marijuana Authorization – Receive a Medical Marijuana Authorization from a healthcare practitioner who is permitted to authorize marijuana for medicinal use.  This will allow the patient to grow up to 4 marijuana plants.
  • Join Patient Database and get a Medical Marijuana Card – After patients have received a valid Medical Marijuana Authorization, you can then join the medical marijuana authorization database, which will allow you to get a medical marijuana card from a medically-endorsed marijuana retail store (dispensary).  This will allow you to grow up to 15 plants and allows the purchase of cannabis and cannabis-related products, sales tax-free.  Patients under the age of 18 are able to follow the same process, however, they are required to register in the patient database.

What are possession limits for a Medical Marijuana Card in Washington?

  • Possession of up to 3 ounces of usable cannabis.
  • Possession of up to 48 ounces of cannabis-product product in solid form.
  • Possession of up to 216 ounces of cannabis-infused product in liquid form
  • Possession of up to 21 grams of cannabis concentrate.

How much can I grow with a Washington Medical Marijuana Card?

**Numbers apply to patients that are registered in the state’s patient database.

  • Allow up to 6 plants for personal, medical use.
  • Possession of up to 8 ounces of usable cannabis produced from their grown plants.

Healthcare practitioners may deem patients to require more than the allowable amount, they are able to authorize:

  • Allow up to 15 plants for personal, medical use.
  • Possession of up to 16 ounces of usable cannabis produced from their grown plants.

**Note: Patients and designated providers who aren’t entered into the patient database are limited to 4 plants and 6 ounces of usable cannabis, even if a higher number of plants is indicated on their authorization.

Transportation – Most states require a special license, which permits the transportation of cannabis and cannabis-related products between licensed locations.

Do I need a Cannabis Transportation License in Washington?

A Marijuana Transportation license is required for the licensee to physically transport or deliver marijuana, marijuana concentrates, and marijuana-infused products between licensed marijuana businesses within Washington State.  A license must be posted at each location where the licensee operates. You may not begin this business activity until you receive a Business License document listing the required endorsement(s).

You can apply for a transportation license here.

Washington Seed-to-Sale Traceability Info

For the latest cannabis-related legislative updates on Washington, check out our Cannabis Bill Tracker!

COMPLIANCE KEY FEATURES

Compliance is in our minds through all facets of our Seed-to-Sale Cannabis Tracking

  • Custom Compliance-Focused Reporting
  • Track Waste, Destruction and Account for Conversion and Moisture Losses
  • Transport Manifests With All Necessary Information
  • Real-Time Patient and Customer Limit Tracking
  • Real-Time Product Recalls
  • Compliant Labels Customized with Your Business Logo, Name, and Much More

 

Utilizing a locally hosted server, as opposed to a cloud server, increases security and reliability. Retain 100% database ownership knowing no one, not even BioTrackTHC employees, can access sensitive client or operational data.

Adherence to state and local cannabis regulations in all active markets. Print compliant labels, enforce sales limits, and verify recommendations quickly and accurately. Regular system updates ensure compliance if regulations change.

Take advantage of over 100 advanced reports to make profit-minded decisions based on predictive yields, sales trends, average wait time and more. Need to upload financial reports to an accounting system? Easily export reports, save in the desired format, and upload.

Live Phone, Chat, and Email support from 8am-8pm PST. Supplement initial training with online tutorials, wikis, and monthly best practices features.

WASHINGTON SUCCESS STARTS WITH CONTACTING US!

Plans vary by state.
Want to learn more?

Give us a call

Have questions?

Official Washington API Manuals

Compliance Scripts for Producer

The following is a list of actions to be completed in the traceability system to demonstrate the applicants ability to report their activities. Please follow this script as closely as you can as it goes through a typical product lifecycle for marijuana and many of the functions cannot be performed without the step prior. When creating employees, vehicles, rooms, strains etc, please use fictitious names unless specified in the instructions. When asked for numbers for events, type in any number for quantity and weight amounts, unless specified in the instructions. Read more here.

Compliance Script for Processor

The following is a list of actions to be completed in the traceability system to demonstrate the applicants ability to report their activities. Please follow this script as closely as you can as it goes through a typical product lifecycle for marijuana and many of the functions cannot be performed without the step prior. When creating employees, vehicles, rooms, strains etc, please use fictitious names unless specified in the instructions. When asked for numbers for events, type in any number for quantity and weight amounts, unless specified in the instructions. Read more here.

Compliance Script for Retailer

The following is a list of actions to be completed in the traceability system to demonstrate the applicants ability to report their activities. Please follow this script as closely as you can as it goes through a typical product lifecycle for marijuana and many of the functions cannot be performed without the step prior. When creating employees and rooms, please use fictitious names unless specified in the instructions. When asked for numbers for events, type in any number for quantity and weight amounts, unless specified in the instructions. Read more here.

Compliance Script for Producer/Processor

The following is a list of actions to be completed in the traceability system to demonstrate the applicants ability to report their activities. Please follow this script as closely as you can as it goes through a typical product lifecycle for marijuana and many of the functions cannot be performed without the step prior. When creating employees, vehicles, rooms, strains etc, please use fictitious names unless specified in the instructions. When asked for numbers for events, type in any number for quantity and weight amounts, unless specified in the instructions. Read more here.

BioTrackTHC MJTraceability Manual for Producer/Processor

  • BIO-TECH MEDICAL SOFTWARE, INC.
  • BioTrackTHC WASHINGTON TRACEABILITY SYSTEM
  • LICENSEE MANUAL – PRODUCER-PROCESSORS

Download the pdf

BioTrackTHC MJTraceability Manual for Processor

  • BIO-TECH MEDICAL SOFTWARE, INC.
  • BioTrackTHC WASHINGTON TRACEABILITY SYSTEM
  • LICENSEE MANUAL – PRODUCER-PROCESSORS

Download the pdf

BioTrackTHC MJTraceability Manual for Retailer

  • BIO-TECH MEDICAL SOFTWARE, INC.
  • BioTrackTHC WASHINGTON TRACEABILITY SYSTEM
  • LICENSEE MANUAL – PRODUCER-PROCESSORS

Download the pdf

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