Ohio Hybrid Licensee Guide - Dutchie POS

Learn about the Ohio adult-use market and how to stay compliant with Dutchie POS.

Notice

Dutchie does not provide compliance advice. Merchants are responsible for their own compliance. Internal and external Dutchie compliance documentation has been prepared for informational purposes only, and is not intended to provide, and should not be relied on for, tax, legal or compliance advice. Dutchie provides tools that assist in compliance in many optional configurations. Merchants should consult their own tax, legal and compliance advisors to determine how best to configure Dutchie compliance settings and, in general, how best to operate within the cannabis industry.

Table of contents

Enable recreational customer type 

In order to sell to recreational customers, you’ll need to enable the recreational customer type in the Backoffice. This allows you to differentiate between your medical and recreational customers. To update customer types:

  1. In the Backoffice, go to Customers.
  2. On the Customers page, select Actions > Manage customer types.
    pos-backoffice-customers-manage
  3. In the list of available customer types, choose Show for the customer types that are relevant to your location, and choose Hide for the rest.
    pos-backoffice-customers-manage
  4. Click Save.

Anonymous customers

Dispensaries cannot deny a sale if a consumer refuses to have the purchase tracked or a profile created. However, customers still need to scan their ID at dispensaries that use ID Scan. In this instance, to keep customers anonymous, dispensaries can use ID Scan for fraudulent checks, but disconnect from Dutchie POS so that data does not flow to Dutchie POS.

 

Ohio tax configuration 

You can build taxes for recreational customers in the Settings module in Dutchie Backoffice. It is important to be mindful of the tax code in your area and confirm with state compliance or an accountant. To configure taxes:

  1. Go to Settings > Taxes & compliance.
  2. Click the Add rate button.
  3. Fill out the tax rate fields as follows:
    Note: Be sure to Name the rate something easily identifiable to your team.
Field  Setting Notes
Rate name Enter a name Name the rate something easily identifiable to your team.
Rate type Percentage  
Rate amount 10% It’s important to use the decimal format in this field as a whole number will yield the wrong rate. If you enter 1 instead of .1 the system will collect 100%. 
Arms length  No  
Customer types  Rec only You can select Recreational under the Apply to selected types toggle.
Tax categories Select the categories this tax applies to, cannabis, non-cannabis, or apparel.  
Zones Apply to all  
Gross tax No  
Is excise tax No  
Tax type Sales  

 

Dutchie E-Commerce tax configuration

Be sure to also set up taxes in Dutchie E-Commerce that match your Dutchie POS taxes:

  1. In Dutchie E-Commerce, go to Settings > Taxes > Add A Tax.
  2. Select Sales Tax from the Type drop-down.
  3. For Name, enter the Name for this tax. Consumer receipts and checkout screens display this name.
  4. For Rate, enter in the percentage for this tax rate.
  5. For Applies To, select whether this tax applies to Recreational or Medical consumers. Note: Both options are available even if you’re a medical-only or recreational-only facility.
  6. Click Add Tax to save your tax settings.

Set tax categories and apply to product categories

In order for taxes to be applied properly, ALL products must be assigned a tax category. Recommended tax categories are Cannabis an Non-Cannabis, and can be configured in Settings > Taxes & Compliance > Taxes.
Tax categories: Cannabis and Non-Cannabis options.

Once set up, tax categories can be applied at the catalog level to product categories. We recommend you set the Tax Category at the product category level as this will be the default for any products assigned to that category. The Catalog level tax category will override the product category settings. 

Apply tax categories to product categories

  1. Go to Products > Configure > Categories.
  2. In the Tax categories field, select a tax category of Cannabis or Non Cannabis. 
    OH_tax categories.jpg
  3. Click Update.
  4. Go to Products > Catalog.
  5. Select the products you want to edit.
  6. Click the Bulk actions dropdown.
  7. In the Catalog Bulk edit window, select Tax categories from the field dropdown and leave the Tax categories dropdown blank to remove existing tax categories.
  8. Click Save. 

Ohio recreational purchase limits

Configure purchase limits

  1. Go to Settings > Taxes & compliance > Purchase limits.bo_settings_taxes and compliance_add limit.png
  2. Click Add limit and set up a new adult-use purchase limit for flower:
    • Customer type: Recreational
    • Categories: Select all flower product categories
    • Purchase limit: 70.75 grams
    • Limit type: Per Calendar Day
    • Calendar days: 1
      bo_settings_taxes and compliance_purchase limits_edit purchase limit OH per calendar day flower.png
  3. Click Save.
  4. Click Add limit again and set up a new adult-use purchase limit for concentrates:
    • Customer type: Recreational
    • Categories: Select all concentrate product categories
    • Purchase limit: 15 grams
    • Limit type: Per Calendar Day
    • Calendar days: 1
      bo_settings_taxes and compliance_purchase limits_edit purchase limit OH per calendar day non-flower.png
  5. Click Save. Your adult-use purchase limits should appear similar to this configuration (your exact categories may vary):
    bo_settings_taxes and compliance_purchase limits_OH rec purchase limits example.png
  6. Go to Products > Configure > Categories to verify that each cannabis product type is assigned to the correct Purchase limit category.
    bo_products_configure_categories_master categories example OH.png
     

Enter and verify grams/concentration values

Dutchie POS enforces Ohio's adult-use purchase limits based on the Grams/concentration value entered on catalog products and inventory packages, so it's important to make sure these are consistently and accurately recorded.

At the product catalog level, the Grams/concentration field represents the typical amount for the product and is used as the default value for new inventory.

At the inventory package level, the Grams per concentration field represents the exact amount for that specific package. This is the value that is used for purchase limit enforcement. This is generally the same as the catalog-level default, but may vary from package to package.

The DCC has clarified that a product’s intended THC content can be used for purchase limit enforcement, as opposed to package-specific THC content.

This means dispensary operators in Ohio only need to enter grams/concentration values for each product in their Dutchie POS catalog, but do not need to enter grams/concentration values for each package. The catalog-level values will be automatically applied to each package.

Flower products

For all flower packages, the grams per concentration is the packaged weight of the flower.

Non-flower products

When entering the grams per concentration for non-flower packages in Ohio, use the Unit THC Content of the product as it appears in Metrc. 

To view the THC content registered to the product, in Metrc, go to the Packages page and select the magnifying glass next to the package tag. 

metrc_packages_magnifying glass.png

Note the quantity (in milligrams) in the Unit THC Content field.

metrc_package detail_unit THC content.png

In Dutchie POS, enter this quantity (in grams) in the Grams per concentration field on the package detail. For example, a Unit THC Content of 455 mg in Metrc should be entered in Dutchie POS as 0.455. You can also enter this value when receiving inventory.

bo_inventory_package detail_grams per concentration.png

 

Because flower equivalency is the system default for enforcing purchase limits and grams/concentration is only used when flower equivalency is blank/null, it's important for Ohio operators to make sure the flower equivalency fields on products and packages are always left blank to ensure only grams/concentration is used. 

bo_inventory_OH_verify gc leave fe blank.png

We recommend hiding flower equivalency fields to avoid accidental entries.

Ohio label requirements

Adult-use labels have two requirements: 

  • Dispensary Name
  • Dispensary License number.
    • Labeling requirements may be configured for these labels in the POS. We recommend pre-labeling products for Adult Use and placing a Medical label over the Adult Use label if the product is sold as Medical.

Ohio receipt guidance

Per Ohio guidelines, dispensaries are not allowed to print customer information on Receipts. You can configure your settings in Dutchie so that no customer information prints on the receipts at checkout. Customizable settings include:

  • Header settings: Customize information that displays at the top of the receipt.
  • Line item settings: Customize product or package information that is displayed on the receipt.
  • Footer settings: Customize the information that is displayed at the bottom of the receipt.
    Note: This section may be used to satisfy the DCC requirements requiring Dispensaries to display their return policy.
  • General settings: Print an extra receipt at the close of a sale.

To configure receipt settings:

  1. Go to Settings > Receipts.
  2. Choose the information you want to display.
    • Set Show transaction type to Yes. This satisfies the requirement to show adult use or medical purchase type on the receipt.
    • As Ohio moves towards Adult Use, we recommend disabling all settings that populate customer information on the receipts.
  3. Click Save. 

Configure Ohio Metrc integration setting

Configure Metrc Settings to record sales by customer type instead of license type

  1. Go to Configuration > Integrations > Metrc > Settings, then find the dropdown called "Report Sales by" and choose "Customer Type".
  2. Click Update to save these settings.

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