In Vermont, all cannabis products must have an active registration number (commonly referred to as a P-number) on file with the Vermont Cannabis Control Board (VCCB). These registrations are valid for one year. If a product’s registration expires, VCCB will block attempts to sell the product in Dutchie.
To prevent checkout disruptions, Dutchie provides automated tools to track expirations and update registration numbers automatically.
Before you begin
Every cannabis product in your Dutchie catalog must have its VCCB P-number entered into the External ID field (e.g., P-01234).
VCCB Product Registration Updates Report
This report serves as your "early warning system" for upcoming expirations and a log of state-level data changes.
How to access
- Navigate to Reports > Operations.
- Search for Vermont Cannabis Control Board (VCCB) Product Registration Updates.
Understanding the Data Columns
| Column | Description |
| Product | The name of the product as it appears in your Dutchie Catalog. |
| Current Registration # | The P-number currently saved in the product's External ID field. |
| Current Expiration Date | The date the current registration expires according to the VCCB. |
| New Registration # | If the manufacturer has renewed the product, the state issues a new P-number. It will appear here once published by the VCCB. |
| New Expiration Date | The expiration date for the renewed registration. |
| Status | Indicates if the product is Active, Expiring Soon, or Expired. |
Sync schedule
- 5:00 AM ET: Dutchie automatically downloads the latest master spreadsheet from the VCCB portal.
- 7:00 AM ET: Dutchie runs a matching job to compare the state's data against your specific store's inventory and updates the data in the report.
- Note: While the VCCB typically updates their portal weekly (usually on Wednesdays), Dutchie checks for new data daily to ensure you have the latest information.
You can set up a schedule for the VCCB Product Registration Updates Report to have it run automatically on a daily or weekly basis and be emailed to selected recipients. Learn how.
Automatic registration updates
You can authorize Dutchie to automatically update your catalog when a new P-number is issued by the state. This eliminates the need for manual data entry during renewal periods. This authorization applies to all locations in your LSP and will update P-numbers across all locations because your Product catalog data is also shared across all locations.
- Navigate to Settings > Integrations.
- Select VCCB.
- Under Company Level Settings, locate Auto-Update Registration Numbers.
- Toggle the setting to Enabled.
- Click Save.
What happens next?
When Dutchie detects a new registration number for an existing product in the daily 7:00 AM ET sync, it will automatically update the External ID field for that product. This ensures that when the old number expires, your POS is already using the new, valid number.
After you enable automatic registration updates, the first updates will take place the following morning.
Best practices for inventory managers
Review the report regularly: Whether you enable automatic registration updates or not, we recommend you continue to regularly review the Vermont Cannabis Control Board (VCCB) Product Registration Updates report.
Check for "No Renewal Found": If a product is expiring within 30 days and the New Registration # column says "N/A" or "No Renewal Found," the manufacturer likely hasn't finished the renewal process with the state. We recommend contacting the vendor or cultivator immediately. If they do not renew, you will be unable to sell that remaining inventory after the expiration date.
Filtering out "noise": By default, the report hides products that are Retired or Sold Out to keep your view focused on actionable inventory. If you need to see compliance data for old products (for auditing purposes), click More Filters and toggle on Show Retired Products.
Manual overrides: If you need to manually update a P-number:
- Click the Product Name directly from the report to open the product's detail page.
- Update the External ID field.
- Click Save.
Please note Dutchie will not update your manual overrides automatically with the report. It’s important that if you have to do this you make sure the numbers are 100% accurate.
Troubleshooting
- Product is missing from the report: Check the product details in your catalog. If the External ID field is empty, the system cannot pull VCCB data for that item.
- Checkout is still failing: Verify that the P-number in the report matches the P-number in your catalog. If you just updated the ID, remember that it may take one sync cycle for the status to clear. If automatic updates are turned on this action should not be needed.
- Integration turned off: Do not turn off your VCCB integration to bypass an expired P-number. This creates compliance gaps. Instead, use the report to identify the expired item and update it with the valid registration number.