New Mexico traceability migration hub: BioTrack to NMS2S

1. Monitor for Integration Availability Notice 0:25

• Watch for pop-up notifications and email correspondence from Dutchie announcing when the New Mexico S2S integration is available.
• Expect the rollout timing to be around September 2nd based on the transcript guidance.
• Do not begin setup until the integration card is visible in the Backoffice.

2. Navigate to the Integration Settings Page 0:35

• In the Dutchie Backoffice, go to Settings.
• Select Integrations from the Settings menu.
• Locate the New Mexico S2S integration card on the page.

3. Generate a Unique Location Token in NMS2S 0:46

• Log in to NMS2S.
• Open Locations and find the specific location you are configuring.
• Generate a location token for that location.
• Confirm you are using the token for the correct location before proceeding.

4. Enter the Token into the Integration Card 0:58

• Copy the generated location token from NMS2S.
• Paste the token into the Location Token field on the New Mexico S2S integration card.
• Use the token only for the matching location; do not reuse the same token for multiple locations.

5. Save and Enable the Integration 1:13

• Click Save after entering the token.
• Confirm the integration is enabled.
• Note that the token may appear to disappear after saving; this is expected behavior for security purposes.

6. Confirm Required Fields Are Not Manually Entered 1:34

• Verify the Base URL is already populated on the integration card.
• Do not enter your own URL.
• Do not copy or use the sandbox URL shown on the card.
• Leave Organization ID and Location ID blank, as they are not required at this time.

7. Refresh and Verify Integration Status 1:55

• Perform a hard refresh of your browser after saving and enabling the integration.
• Reopen the integration card if needed to confirm the setup remains active.
• If the token is hidden after saving, treat that as normal and not an error.

8. Review Traceability and Integration Audit for Discrepancies 2:10

• Open the Traceability and Integration Audit page.
• Review any packages that appear discrepant between Dutchie and NMS2S.
• Use this page as a reconciliation tool when inventory differences need to be investigated.

9. Export Audit Data if Needed 2:24

• Use the Actions dropdown to export the audit data.
• Review the exported file in a spreadsheet if that format is easier for reconciliation.
• Share the export with relevant team members if additional review is needed.

Notes

• Do not reuse a location token across multiple locations; each location requires its own unique token.
• Do not enter a custom Base URL or use the sandbox URL shown on the card.
• Organization ID and Location ID are not required at this time and should be left blank.
• After saving, the token may appear hidden or disappear; this is expected behavior and does not mean the token was removed.
• Wait for Dutchie's official notice before attempting setup, as the integration card may not be available immediately.

Tips

• Keep the NMS2S location page open in one tab and the Dutchie integration card open in another to reduce switching time.
• Save the generated token immediately in a secure internal note or approved password manager before pasting it into Dutchie.
• After setup, use the audit page first when troubleshooting inventory mismatches instead of manually comparing records line by line.
• Export the audit data to a spreadsheet when reconciling larger discrepancies, as it is easier to sort and filter.

1. Confirm migration dates and blackout restrictions 0:10

• Review the New Mexico RLD website for the latest migration timeline before taking any inventory action.
• Treat Tuesday, August 25 through Wednesday, September 2 as an inventory blackout period.
• During the blackout period:
  • Do not transfer inventory between licensees.
  • Do not receive new inventory.
  • Do not send new inventory to other operators.
  • Do not perform store-to-store transfers.
• Retail sales may continue as normal during this period.
• Adjust inventory counts before the migration begins so the data migrated into NMS2S is as accurate as possible.

2. Prepare for system access and integration timing 0:58

• On Monday, August 31, producers and manufacturers (non-retailers) gain access to NMS2S.
• Non-retailers should:
  • Update inventory in NMS2S.
  • Reconcile inventory between Dutchie and NMS2S.
  • Confirm both systems match before proceeding.
• On Wednesday, September 2, retail inventory should be migrated into NMS2S by midday.
• Retailers should reconcile any sales made during the interim and verify inventory counts in both systems.
• On Friday, September 4, BioTrack will no longer be available.
• Do not disable the BioTrack integration until the official cutoff date.
• Watch for emails or Backoffice pop-ups announcing when the NMS2S integration is available for credential entry.

3. Open the receive inventory workflow in NMS2S 2:30

• Navigate to Products > Inventory.
• Select Receive Inventory.
• Use the standard receive workflow already familiar in Dutchie.
• Expect all incoming inventory to appear in a single receive queue rather than as separate transfers or manifests.
• Locate incoming items under the pending transfers drop-down labeled New Mexico Inventory Not Yet Received.

4. Receive and assign inventory items 3:12

• Open New Mexico Inventory Not Yet Received.
• Review each product in the inbound inventory list.
• Match each item to the correct catalog record.
• Assign the inventory to the appropriate room, such as the sales floor room.
• Complete the receive process for all items in the batch.
• Verify that all received inventory is accurately placed and categorized before closing the workflow.

5. Handle new inbound inventory from NMS2S first 3:19

• If new inventory arrives that must be received in the seed-to-sale system first, process it in NMS2S before attempting to receive it in Dutchie.
• After the inventory is entered in NMS2S, it will transfer into the Dutchie receive queue.
• Return to New Mexico Inventory Not Yet Received and complete the normal receive workflow.
• Follow the same catalog assignment and room placement steps used for other inbound inventory.

6. Use the integration audit to reconcile discrepancies 3:46

• Access the audit tool from the main menu:
  • Traceability
  • Integration Audit
• Review packages flagged as discrepant between Dutchie and NMS2S.
• Use the audit as a reconciliation tool to identify mismatches.
• Investigate any package differences and correct them in both systems as needed.
• Keep records aligned so inventory remains accurate across platforms.

Notes

• Do not disable BioTrack early. Keep it enabled until the official cutoff date.
• Do not receive, transfer, or send inventory during the blackout period unless the state issues updated guidance.
• Dates may change, so always verify the latest information on the RLD website.
• The traceability system is still in progress, so inventory adjustments must be made in both Dutchie and NMS2S to stay reconciled.
• If inventory counts do not match, resolve discrepancies before proceeding with additional receiving.

Tips

• Reconcile inventory counts before the migration window to reduce cleanup later.
• Monitor Backoffice notifications and email closely for integration availability updates.
• Use the Integration Audit regularly during the transition period to catch mismatches early.
• When receiving a batch, complete catalog matching and room assignment in one pass to avoid rework.
• Keep a simple reconciliation log of any adjustments made in both systems for easier follow-up.

1. Review Required Training Manuals 0:12

• Before processing retail deliveries, review the manuals available on the RLD page.
• Prioritize the Courier Training Manual if a third-party courier is used for retail delivery sales.
• Review the Transfers and Manifest Training Manual for instructions related to:
  • Adding drivers
  • Adding new vehicles
  • Building records directly in the NMS2S system
• Use these manuals as the source of truth before configuring delivery records.

2. Build Matching Vehicle and Driver Records in NMS2S and Dutchie 0:46

• Add all required drivers and vehicles in the NMS2S system first.
• After creating those records, mirror the same data in Dutchie.
• Go to Back Office → Delivery → Configure to update delivery records.
• Ensure the following data is aligned between systems:
  • Vehicle license plate number
  • Driver's license number
• Keep all other vehicle details as-is unless your internal process requires updates.

3. Verify Vehicle Information Matches Exactly 1:24

• Confirm the license plate number in Dutchie matches the license plate number in NMS2S exactly.
• This is the most critical vehicle field for successful delivery processing.
• Other vehicle fields such as:
  • Name
  • Make
  • Model
  • VIN
  • Year
  • Color can remain unchanged if already populated.
• Do not proceed until the plate number is an exact match.

4. Verify Driver Information Matches Exactly 1:55

• Confirm the driver's license number is entered correctly in Dutchie.
• The system verifies the last four digits of the driver's license number.
• Make sure the last four digits in Dutchie match the last four digits in NMS2S.
• If the driver license data does not match, the delivery will not process without error.

5. Add Items to the Cart and Start the Delivery Workflow 2:29

• Begin the retail delivery as a normal sale.
• Add the applicable inventory items to the cart.
• Use the Delivery button to begin the delivery setup.
• Generate the delivery time and arrival time as required.
• Use Get Directions to populate the GPS route if needed.
• Select the correct driver and vehicle for the order.

6. Mark the Order Ready for Delivery 3:08

• Click Ready for Delivery once the driver and vehicle are selected.
• This step triggers a verification check against NMS2S.
• The system confirms:
  • Driver identity
  • Driver's license number
  • Vehicle license plate number
• If any of these values do not match, an error will appear and the order cannot proceed.

7. Create and Start Delivery Routes 3:33

• If your operation uses route management, continue using the existing route workflow.
• Build the route in the Route section of the system.
• Once the route is created, open the order route and start the route.
• Return to the cart/order workflow to complete the transaction after the route is started.

8. Close Out the Delivery Transaction 4:06

• After the route and delivery steps are complete, close out the cart/order as usual.
• Confirm the delivery transaction has been processed successfully.
• Verify the order is finalized according to your standard closing process.

9. Process Returns Using the Void Option 4:22

• For returns related to delivery orders, use the Void option for now.
• Open the order details.
• Select the three dots menu.
• Choose Void to reverse the transaction.
• This action will:
  • Return the allotment to the customer
  • Return the inventory back into the system

Notes

• License plate numbers must match exactly between Dutchie and NMS2S.
• Driver's license numbers must match, especially the last four digits used for verification.
• If the vehicle or driver data does not match, the system will generate an error when marking the order ready for delivery.
• For third-party couriers, ensure the courier training manual is reviewed before processing deliveries.
• Use the Void option for returns until a different return process is officially provided.

Tips

• Build and verify driver/vehicle records in NMS2S first, then mirror them in Dutchie to reduce rework.
• Keep a checklist of required matching fields for each driver and vehicle before starting a delivery.
• Use Get Directions to speed up route setup and reduce manual entry.
• Confirm route assignment before closing the cart to avoid having to reopen the order.
• Standardize a pre-delivery verification step so staff check plate and license data before clicking Ready for Delivery.

The NMS2S API only supports Sales, Deliveries, Patient Validation, and Voids at this time. 

Any inventory management actions such as conversions, splits, or adjustments must be manually entered into NMS2S to keep the systems in sync. You can import new inventory into the Dutchie Backoffice, but products must be received in NMS2S first.

Dutchie looks forward to providing a more seamless integration when the RTS team is able to make those endpoints available. 

Please refer to the NMS2S user guides for more information.

All products must be in a ‘Sales Floor’ or ‘Consumption Lounge’ room in NMS2S before they can be successfully reported from Dutchie. Please ensure you’ve moved all products you intend to sell to an appropriate room in traceability. You can find instructions on moving products to a sales floor in the NMS2S Retail User Guide. This error may also occur for products that do not exist in NMS2S.

The newly created Package should be available to be received in Dutchie, as if it were a new package. 

Keep in mind you will need to adjust down the quantity of the source package in Dutchie to keep these inventory levels in sync. 

The most common error we’ve noted for Purchase limits are Dutchie purchase limits that are configured to include Medical patients, usually because they’re configured to an ‘All Customers’ customer type. 

The NMS2S integration should automatically return the available allotment for patients with a valid MMJID, so Dutchie purchase limits can be configured to only apply to ‘Recreational’ customer types. You can update your purchase limits by going to Settings > Taxes & compliance > Purchase limits. Learn more.

Only an Admin user in NMS2S is able to generate a location token to enable the integration. Please ensure that you are logged into an NMS2S admin profile before generating your token.
Tokens are case sensitive, so keep in mind that if you paste your token into a software that auto-corrects, it may capitalize the first letter (e) which can result in errors. A token error will present itself as a variation of an ‘Unauthorized’ error.

This issue occurs when the products have not been moved to the Sales Floors, or there is an issue with the NMS2S Token. Be sure you have moved your product to a sales floor in NMS2S, and confirmed your Token has been entered into Dutchie correctly. 

This error comes from NMS2S, and is based on the current CCD interpretation of limit mapping, which points Topical products towards the 'Edible' purchase limit of 800mg.

If you have questions about product mapping for retail products, please reach out to the New Mexico Cannabis Control Division.

Per the NMS2S Website you can get help with NMS2S: 

• By visiting their support center
• Using their support portal: nms2s.org/support-request.html
• Or by calling 505-524-0940.