Market – Washington 2017-11-30T20:33:01+00:00

WASHINGTON SEED TO SALE TRACEABILITY

KNOWLEDGE CENTER

Created to provide helpful information about the Washington Cannabis Industry.

November 1 Leaf Data Transition FAQ’s & Contingency Plan

**REQUIRED INSTRUCTIONS FOR ALL LICENSEES CAN BE FOUND BELOW. MUST BE PERFORMED BY ALL LICENSEES**


Contingency Plan, Unified Contingency System and Required Instructions for All Licensees

LCB’s Contingency Plan

The LCB has announced that the new provider, MJ Freeway, will not be able to make the November 1st date to have their Leaf Data System up and running.  Because of that, the LCB has announced their intent to launch a contingency plan for licensees to remain compliant during the system outage.  Information surrounding the LCB’s contingency plan can be found here.

BioTrackTHC Unified Contingency System

BioTrackTHC, in agreement with several third-party software providers, is planning to launch a “Unified Contingency System”, which will essentially be a private-sector, independent clone of the current BioTrackTHC Traceability System.  This system will allow all BioTrack customers, as well as licensees utilizing 3rd-party solutions that have agreed to participate in this solution, will be able to submit required compliance data in the same way that you currently do.  In order to to utilize this system and remain compliant, licensees must follow a brief set of instruction, which can be found below.At this time, the following 3rd-party software providers have agreed to participate; BioTrackTHC, WeedTraqr, Greenbits, GrowFlow, TraceWeed, MisterKraken, S2Solutions and DopePlow.  At this time, if you are not using one of the listed software solutions, you will be required to follow the LCB’s pen-and-paper Contingency Plan, which can be found above.

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.  

In addition to ensuring that your system is feeding data correctly to the UCS, here are some other important details you need to be aware of:

  • Inbound Transfers (TODAY ONLY, 11/1).  If a sending licensee submitted a transport manifest yesterday, 10/31/17, then that manifest should be viewable within the UCS for inbound transfer to the receiving licensee.
  • Inbound Transfers (TOMORROW, starting 11/2).  
    • If a sending licensee submits a transport manifest INSIDE the UCS (“in network”), then the receiving licensee in UCS will be able to see it and accept the inbound transfer.  
    • If the sending licensee submits the manifest OUTSIDE of the network (ie, they submitted it via manual spreadsheet to the LCB), then it won’t be found in the UCS.  The receiving licensee will need to log into the UCS WEBSITE and perform the “Order Manifest” functionality that we just added.  The Order Manifest functionality allows the receiving licensee to create the inbound transfer on the fly, keying in the identifiers, product names, quantities, etc.  (BEFORE starting the order manifest process, they first need to make sure that they have the products created in the system).  Once they’ve created the Order Manifest, they can accept the inbound transfer.  Once it has been accepted within the UCS, they need SYNC up.  Then, they can go back to CORE and SYNC down… Core will then have the freshly brought in inventory and the licensee can use it moving forward within Core.
  • Outbound Manifests.  Because the manifest rules just recently changed, we are still working on the Manifest Functionality within the UCS.  We hope to that that up and running by tomorrow.  
  • Destruction.  We hope to have the destruction functionality completed by close-of-business Friday.  Please hold off on submitting destruction notices until this functionality is up this weekend.
  • QA Results.  For now, the laboratories have access to the UCS just as they did the old traceability system.  The labs can select samples and add lab results, and the licensees can retrieve results as they did in the old system.  By next week, we hope to have the functionality where the licensees can manually input the lab results themselves directly into the system.

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.

REQUIRED INSTRUCTIONS TO SUBMIT DATA TO UCS

For licensees using BioTrackTHC’s commercial software, this is the only step you need to perform tonight, October 31st, after the close of business.

  1. After your business has closed, login to BT;
  2. Go to Administration>State Monitoring>Settings;
  3. Change “Hostname” from wslcb.mjtraceabilty.com to wa.biotrackthc.net;
  4. Click “OK”.

BioTrackTHC will submit all required weekly and as-needed reports, except for the monthly Producer/Processor Sales and the Retailers Sales and Excise Tax, to the WSLCB on behalf of all BioTrackTHC commercial system customers.

For licensees using 3rd party software solutions (other than paid BioTrackTHC). This INCLUDES those who wish to simply use the provided web interface.

  1. You are now able to sign up for the Unified Contingency System here. Please note, this process can take several hours and may not allow you to immediately login, so please plan accordingly;
  2. Click “Register Here”;
  3. Enter your current WSLCB login credentials to register;
    1. This will connect your system access and begin a sync of your data;
    2. Reach out to your provider to see if they are registering you using Bulk Import.

Additional FAQ’s

When is the last day to register for the UCS?

Today, 11/3/2017, in order to backup your data. You can register at anytime after that but you will not have access to any of your historical data.

Will the UCS or BioTrackTHC keep my spreadsheets?

Yes; they will both capture your data and submit your weekly reports to the LCB automatically.

Will the UCS file my manifest for me and my destruction events?

No; you will need to file those yourself at:

Manifests: https://lcb.wa.gov/mjtrace/manifest

Destruction Events: https://lcb.wa.gov/mjtrace/destruction

I’m a paying BioTrackTHC, customer do I still need to submit my spreadsheets weekly?

No; BioTrackTHC will automatically submit them for you.

I’m a paying BioTrackTHC customer, do I still need to file my manifest via the lcb.wa.gov page?

No; you will create outbound manifest the same.

How do I process an inbound transfer now?

As long as the sending party has opted into the UCS than everything will work the same.

How do labs submit QA Sample results?

Labs can submit results in the same way they always have.

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.

What’s changing in November?

For our paid, commercial partners, nothing will change.  You will be able to continue operations as usual.  For our free traceability users, we will no longer be providing the free BioTrackTHC traceability interface.  However, by switching to our paid service you will be able to keep your workflows and also maintain all of your historical data; we are offering a discounted rate of our paid, commercial service to free traceability users who wish to convert.

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 is the LCB moving to a new system?

In December 2016, the LCB notified BioTrackTHC that the LCB would not be renewing the Traceability System contract and that the system was to be turned off at the end of the current contract term as of midnight on October 31, 2017.  The LCB issued a competitive bid at the end of March 2017 for a new system; BioTrackTHC was invited to participate but chose to not submit a bid for unrelated business reasons.  At the end of May, the LCB announced that Franwell was named the Apparent Successful Vendor for the new contract, and it was reported that Franwell withdrew themselves from the contract during negotiations with the LCB days later.  Shortly thereafter, it was announced that the runner-up, MJ Freeway, would be providing the LCB with their Leaf Data System to replace the current Traceability System by November 1, 2017.  BioTrackTHC will continue to be a contractual partner with the LCB until the expiration of the contract on October 31, 2017 and will fulfill all of our obligations stemming from said contract.

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!

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!

WHY BIOTRACKTHC?

BiotrackTHC Iconography_cultivaton

CULTIVATION OPERATIONS

Closely monitor thousands of plants in our easy-to-use cultivation grid, while logging strain notes to monitor genealogy and ongoing clone potency, optimize your future yields and watering/nutrient cycles; all while easily staying compliant.

BiotrackTHC Iconography_processing

PROCESSING AND MANUFACTURING

Convert multiple barcodes and any variation of product conversions you please. Easily stay compliant while managing your inventory down to the exact milligram.

BiotrackTHC Iconography_dispensaryBiotrackTHC Iconography$

DISPENSARY POINT-OF-SALE

Monitor thousands of products through a single interface. Automatically keep track of expiration dates, product recalls, and test results, keeping you safe from legal complications.

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

Locally Hosted Solution

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.

Driven by Data

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.

Compliance Focused

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.

Customer Service Oriented

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!

 

 

Contact Us

Plans vary by state.

Want to learn more?

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

Other Useful Links