In BioTrack-integrated locations, inventory that can't be sold or returned to a vendor should be destroyed according to the process outlined below.
Reasons for destroying inventory include:
- An item was returned by a consumer, and it can't be re-sold.
- The inventory was damaged in the possession of your dispensary and can no longer be sold.
- Getting rid of cultivation waste or retired plants.
If you receive damaged or otherwise unacceptable inventory from a vendor, you can create a manifest to return it to the vendor.
Things to know
- This article provides a general overview of scheduling and recording the destruction of cannabis inventory and cultivation waste in BioTrack states. Individual states have different rules and procedures for the actual physical destruction of cannabis inventory depending on the scenario, so check the state-specific rules that apply to your operations.
- Destroying inventory packages destroys the entire quantity of the selected package. To destroy a partial quantity, sublot the desired amount first.
- The destruction manager runs on a sync time and is not real-time; it may take up to 5 minutes for destroyed items to appear.
- Packages in the destruction manager may still appear in the integration audit until their destruction is finalized from the destruction manager.
Video walkthrough
Schedule inventory for destruction
Before you can actually destroy a package, you first schedule it for destruction. This begins a 72-hour waiting period.
Packages in the waiting period are ineligible for destruction. Packages that have completed the waiting period are eligible for destruction unless state authorities deem a package ineligible for destruction. You will be able to see that item has been scheduled for destruction in the Status column as well as the date you can destroy it on.
To destroy packages:
- Go to Products > Inventory:
- Click the ellipsis on the line item you want to destroy.
- Select Destroy from the list of actions.
- Enter a reason for destruction and click OK.
- After the 72-hour state approval process, go to Settings > Integrations > BioTrack > Destruction Manager to complete the destruction of your inventory.
For operators in Florida, the destruction manager screen is split into two tabs: Inventory destruction (for package destructions) and Plant destructions (for cultivation waste).
For plants in the Ineligible tab, you can cancel destruction by selecting Undestroy from the actions list. Note that the Undestroy option is only available for plants, not inventory, and does not impact the state system. Therefore you'll need to reach out to BioTrack to make changes on that end.
Destroy plants or cultivation waste
- For cultivators, mature plants are destroyed using the "retire plant" functionality, which can be done individually or via bulk actions.
- Plant retirement reasons need to be configured manually under cultivation > configure, as they are not pulled from the BioTrack API.
- Waste records can be added through the cultivation modal and waste manager. Adding a waste record creates a waste lot in the BioTrack system.
- To destroy a waste record, you must initiate the destruction by clicking the three dots next to the record and selecting "destroy." This will then send the waste lot to the destruction manager.
- It's important to consult state representatives or compliance managers regarding waste requirements to ensure proper compliance with regulations.
- Cultivators may destroy mature plants by selecting Retire plant in the Cultivation module. Note that plant retirement reasons need to be configured manually under Cultivation > Configure, as they are not pulled from the BioTrack API.
- Cultivators may also destroy waste material by creating waste records. Adding a waste record creates a waste lot in BioTrack. To destroy a waste record, you must initiate the destruction by clicking the three dots next to the record and selecting "destroy." This will then send the waste lot to the destruction manager.
Returned items
When processing returns at the Register, users are asked whether the item should be returned to inventory.
- If you select No, you can issue the customer a refund or exchange without taking the item back. In this case, nothing is reported to state traceability. Consult your compliance officer about whether this is allowed by your state regulations and store policy.
- If you select Yes, the item is automatically sublotted and assigned a new BioTrack ID.
- If you have enabled the BioTrack integration setting Schedule Returns for Destruction, the item is also automatically scheduled for destruction.
- Otherwise, the item is placed in a quarantine room, from which you can manually schedule it for destruction or create a manifest to return it to the vendor.
- Returned items generally cannot be resold and must be either destroyed or transferred back to the vendor.