Washington | Create manifests and transfer inventory in Dutchie POS

Table of contents

• Before you begin
  • Enable Cars and Drivers for Wholesale
  • Create car and driver profiles
  • Create customer profiles for receiving licensees
  • Confirm the inventory you're transferring exists in CCRS
• Add a manifest
• Add transport details
• Add items
• Submit the manifest to CCRS
• Validation errors and solutions

Before you begin

Before you can create and transfer manifests, there are a few setup steps to complete:

Enable Cars and Drivers for Wholesale

1. In the Backoffice, go to Settings > Location.
2. Scroll to the Inventory section and check the box for Enable Cars and Drivers for Wholesale.
   
3. Click Save.

Create car and driver profiles

Create profiles in Dutchie POS for any drivers and vehicles that transport cannabis from your facility, including your own drivers and vehicles, as well as those from any receiving licensees or third-party transporters you may use. 

1. In the Backoffice, select Delivery from the side menu.
2. On the Cars tab, click Add car.
   
3. Enter a Name for the vehicle. 
4. If the vehicle belongs to your facility, fill in all other vehicle details. If the vehicle belongs to another licensee, enter as much detail as possible with placeholder text for any details you don't have.
5. If the vehicle belongs to a third-party transporter, turn on the Operated by a 3rd party toggle and enter their transporter license number in the 3rd party license number field.
   
6. Click Add.
7. On the Drivers tab, click Add driver.
   
8. Enter the driver’s information. 
   • Not all fields are required, but we recommend filling in as much detail as possible
   • Note that the License number field is for the driver’s license to operate a vehicle, not a cannabis transporter license number.
9. Click Add.

Create customer profiles for receiving licensees

Before creating a manifest to transfer inventory, a customer profile for the destination facility/receiving licensee must exist in the Backoffice. If you have multiple locations in Dutchie POS, profiles for your other locations may already exist.

1. Go to Customers.
2. Select Actions > Manage customer types and make sure the relevant licensee types (Retailer, Distributor, Cultivator, Processor, etc.) are set to Show and click Save.
3. Click Add customer.
4. Select the appropriate Type (Retailer, Distributor, Cultivator, Processor, etc.)
5. In the Identification section, enter the licensee's:
   • MJ state ID (6-digit cannabis license number). Do not use the Code / license number field.
   • Address, City, State, and Zip code.
   • Phone
   • Email address
   • If these details are missing, CCRS will not accept the manifest.
6. Click Save.

Confirm the inventory you're transferring exists in CCRS

• Confirm that all inventory on your manifest exists in CCRS. If an item does not exist in CCRS, you'll get an "Invalid Inventory Identifier" error and will either need to upload it to CCRS or remove the item from your transfer and then recreate the manifest in Dutchie POS.
• If you split inventory packages before transferring them, make sure the inventory is uploaded to CCRS before adding it to a manifest in Dutchie POS.

Add a manifest

1. In the Backoffice, go to Products > Manifests.
2. On the Wholesale tab, click Add manifest.
3. Enter a description for the manifest in the Title field.
4. Select the manifest Type:
   • For a transfer to one of your other Dutchie POS locations, select Transfer.
   • For all other transfers, select Order.
5. Select the To location (for Transfer) or Customer (for Order).
6. Enter the Date that the transfer will take place.
7. Click Create.

Add transport details

1. From the Manifests list, select the manifest that you just created.
2. Select Actions > Edit driver.
   
3. Add the Driver, Car, Arrival time, and Departure time.
   
4. Enter the driving Directions between your location and the destination or click Get directions to automatically generate directions from your facility's address to the receiving licensee's address.

   If auto-generated directions appear incorrect, verify that the receiving licensee's customer profile has an accurate and complete address listed. Otherwise, your own facility's address may be outdated or incorrect in Dutchie POS. Contact Dutchie Support if you need to correct or update your facility's address.

5. Click Save.
6. Select Actions > Edit details.
   
7. For the Is pickup option:
   • Select Yes if the receiving licensee is picking up the inventory with their own driver and vehicle. This will set the manifest's Transportation Type as Pick-up. 
   • Select No if the transfer will be completed by your own driver and vehicle or by a third-party transporter. This will set the manifest's Transportation Type as Regular, unless you assigned a car with the Operated by a 3rd party toggle on, which will set the Transportation Type as Transporter Licensee. 
8. Click Save.

Add items

1. Scroll down to the Items section and click Add item.
   
2. Search and select the package you're transferring and select the quantity from that package.
3. Click Add.
4. Repeat for any additional packages.

Submit the manifest to CCRS

1. After completing the above steps, click Manifest to CCRS.
   This generates a manifest CSV file and submits it to CCRS. CCRS responds by generating a PDF version of the manifest and sending it to the email addresses listed on the manifest for the sender, recipient, and transporter company (if applicable). If there are errors or discrepancies in the submitted manifest, CCRS sends a report describing the error(s) that need to be corrected before it can generate the PDF (see below)
2. Print the PDF from CCRS. This must be provided to the driver. We recommend also printing the manifest from Dutchie POS by selecting Actions > Print Manifest and providing this copy to the driver as well.
3. Click Actions and choose WCIA Export to download the JSON file of the items you’re returning. Email the JSON file to the vendor so they can use it to receive the inventory.
4. Once you've given the products on the manifest to the driver, go to Products > Inventory and adjust inventory quantities so the transfer is reflected in CCRS reporting.

It may take between 5 minutes and 1 hour to receive a response from CCRS on whether the manifest was generated successfully or if there are any errors on the manifest.

Validation errors and solutions

If you receive an error email with a CSV file attachment from CCRS, open the CSV and look at the error column. 

You can also view the CSV that was submitted to CCRS to check for missing or incorrect fields

1. In the Backoffice, go to Settings > Integrations > CCRS > Upload history tab
2. Locate the manifest you created by time and date
3. Download the manifest

Correct any errors or fields according to the table below:

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