New York | Metrc migration FAQ

Find answers to frequently asked questions about Metrc onboarding in New York State.

What is the timeline for migration?

Beginning inventory transfers can begin as soon as Friday, November 14 per Metrc’s implementation timeline (see slide 4).

Dutchie will have supported onboarding starting on Monday, November 17 through Wednesday, December 17 (excluding Fridays, weekends and holidays).

All operators are required to be on Metrc by Wednesday, December 17.

We highly recommend you begin the migration process as soon as possible so you have enough time to complete and troubleshoot within the window provided.

What if I can’t make my migration timeline? How can I change the date?

To effectively serve all our customers, we are scheduling a limited number of migrations daily. Please indicate your preferred date (Mondays through Thursdays only) from November 17 through December 17, and the anticipated onboarding start time for your migration to Metrc. We will do our best to accommodate your request and confirm if we can move you to your preferred date.

Who can I contact if I have questions during the migration process?

Please reach out to ny-integrations-help@dutchie.com for questions related to New York Metrc onboarding. This address will be your primary point of contact during the migration process.

What hours will the Dutchie team be available to help?

Our migration team will be supporting customers from 9 AM to 8 PM ET, Monday through Thursday.

How much time should I expect the migration to take?

We suggest allowing 2 to 4 hours per location to complete the digital aspect of onboarding. This will give you an additional buffer for troubleshooting if issues arise. This estimate does not include physical onboarding requirements such as labeling of inventory, performing final inventory counts, etc.

We recommend stores close early on your onboarding date if possible, to ensure you have access to support should any issues arise during onboarding, our team will be available until 8 PM ET for onboarding support.

Processors and Cultivators: Due to the Retail ID requirements, you should plan to set aside additional time to label your finished good inventory with Metrc Retail IDs. You will need Retail ID QR codes affixed to each finished good package. It is recommended that you have a team to divide and conquer the onboarding process.

When will the Metrc integration be available?

Metrc integration is now available for all New York operators in the Dutchie Backoffice. Go to Settings > Integrations > Metrc and find setup instructions here.

How do we prepare for migration?

Please refer to New York | Metrc migration overview on how to prepare for your migration.

What data needs to be cleaned up?

In Products > Catalog:

  • External Categories - review our Item Mapping sheet for further information.
  • Grams/concentration - ensure all quantity-based products have an accurate and valid value in the Grams/concentration field.
  • Strains - a Strain must be assigned to all traceable products in your Catalog.

In Delivery > Configure:

  • Cars - needed for outbound manifests, if applicable to your operations; Make, Model, and Plate Number are required for all vehicles used to transport cannabis.
  • Drivers - needed for outbound manifests, if applicable to your operations; Name and Driver’s License Number are required for all drivers.

How many tags do I need to order?

To estimate how many tags you will need: 

  1. In the Dutchie Backofficego to Products > Inventory 

  2. Click the More filter button.

  3. Under Types, check the All cannabis box, then click the X to close the More filters window.
    bo_inventory_more filters_all cannabis.png

  4. At the bottom right, you'll see how many lines of cannabis packages you have in your inventory. 
    bo_inventory_number of lines.png
    We recommend ordering slightly more than this number so you have extras. You only need one tag per package/batch, not per unit (i.e., a package of 100 pre-rolls needs 1 tag, not 100).

Reasons you may need additional tags include:

  • You are live on Metrc, but receive untracked inventory that you need to input into Metrc and assign tags to.

  • You receive a shipment and some of the inventory is damaged, you need to split the damaged units onto a new package ID to send back to the supplier

  • You receive inventory with damaged tags and need to assign a new one.

Metrc Tags : Standard Shipping 4-7 Business Days , Overnight Shipping is available for additional cost.
We highly encourage you to choose overnight shipping to meet the Dec 17th Deadline for ALL inventory to be in Metrc.

Where can I find resources and documentation?

Who can I contact with questions after my migration?

Please contact POSSupport@dutchie.com for post-migration support.

I am live on Metrc, but I received untracked inventory from a vendor that hasn’t integrated yet. What do I do with this untracked inventory?

  1. Use the Onboarding Wizard as you did with your initial onboarding to push those packages into Metrc as beginning inventory. 
  2. Then, accept the beginning inventory and tag the inventory in Metrc. 
  3. From there, use the onboarding wizard to sync the inventory packages back into Dutchie. Once this is complete, you can then sell that inventory as traceable packages.

I am not live on Metrc yet, but I received tracked inventory from a supplier that is already integrated. What do I do with this tracked inventory?

There are 2 options for this scenario:

  • If you want to make the items available for sale immediately, you should receive the inventory in Dutchie with your current process (manually receiving), and sell as normal. Once you are live on Metrc, copy the tag numbers/package IDs from Metrc and paste them into the External Package ID field on each package in Dutchie. Then, if necessary, adjust the inventory quantities in Dutchie to align with what is actually on hand.

  • If you don't need to make the items available for sale immediately, wait to receive on the inventory until you’ve completed Metrc onboarding (see Metrc: Receive inventory from a pending transfer in Dutchie POS)

How do I set up Dutchie POS for retail deliveries?

For details on delivery setup and workflows in Dutchie POS, see:

When creating your delivery vehicles, note that New York State requires:

  • Name of Vehicle
  • Model of Vehicle
  • License Plate
  • For on foot/bicycle modes of transportation, you cannot have these fields blank, so fill them in with placeholder information to satisfy requirements

When creating your delivery drivers, note that New York State requires:

  • Employee Name
  • License number (the number that appears on the employee's driver's license or state ID)
  • Phone number

Finally, there are two other important settings to note:

  1. In Dutchie POS, go to Settings > Integrations > Metrc and make sure the Delivery Transaction Action is set to Metrc Delivery.
  2. If you're integrated with Dutchie E-Commerce, log in to Dutchie E-Commerce Admin, go to Settings > Checkout, and enable Require drivers license number for delivery orders. In order to successfully post a delivery to Metrc, the consumer must have a valid driver’s license or state ID number entered on their Dutchie customer profile.

What potential issues should I be on the lookout for?

Incorrect Metrc integration settings in Dutchie

  • Configure the Metrc integration in Dutchie exactly as shown here.

  • Make sure Prevent Untested Inventory Sales is set to No until you've finished selling through all beginning inventory packages. All beginning inventory will have a testing status of “not submitted”, which is expected. If Prevent Untested Inventory Sales is set to Yes, the integration will block sales due to this testing status. Once you are finished selling through all beginning inventory packages, you can change this setting to Yes to ensure sales of untested inventory are blocked.

Individual user API keys missing in Metrc

New York State is requiring the use of individual user API keys for all employees. Any employee that performs traceable actions in your system (inventory actions, sales, etc.) will need to have their own individual user key generated and entered in Metrc:

Do not enter Metrc tag numbers into Dutchie Package ID fields

All tagging should be done directly in Metrc: 

If you manually enter or paste Metrc tag numbers into your Dutchie inventory without doing the above steps, Metrc does not know that tag was associated to that package. This will prevent you from selling that inventory once you are live.

Do not create Strains/Rooms/Products(Items) in Metrc

While this may be necessary with other Metrc integrators, Dutchie has built tools to automate this process for you. See: Push Rooms, Strains, and Products to Metrc using the Metrc Onboarding Wizard.

Why does Prepare and Push Products show “0 of 0 Products Completed?”

This means your cannabis catalog products do not have the flag Sync to Metrc Item set to YES. Once all cannabis catalog records have this setting flipped to YES, the onboarding wizard will reflect the product amount on the tracker. You can bulk update this flag by following the steps here:

prepare.png

Do I have to Push ALL of my cannabis products to Metrc? What if I don’t carry that product anymore?

No, at the minimum all cannabis products with inventory associated should be pushed to Metrc to onboard - ensuring all those catalog product records have the flag Sync to Metrc Item set to YES.

For any catalog products you no longer carry, it is recommended to have the flag Sync to Metrc Item set to NO and you can also Retire those records from your catalog.

 

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