With the transition to CCRS, we know you have a lot of questions and this is where you can find the answers you need to make this transition as easy as possible for you and your shop. We will cover topics like:

 

• Manifests
• Sales
• Data & Reporting
• Taxes
• General

 

Updated January 18, 2022: Instructions on how to create a JSON Manifest can be found in this help article Creating an Inbound Cannabis Manifest (CCRS)

 

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CCRS Manifest Changes

• When can we expect the updated transport manifest form?
  • The webform manifest reporting will launch at the same time that as CCRS reports. The combination of the two (Webform Manifest & CCRS reports) is required for reporting.

 

• Will there be manifests or anything to assist in inventory transfers? How will the retailer know what the FromInventoryExternalIdentifier is?
  • Manifests must be recorded as part of the Webform Manifest. The licensee sending product is responsible for providing the FromInventoryExternalIdentifier to the receiving licensee for their use in reporting on the applicable .CSV reports. 

 

• Can the captcha be removed so we can have bulk uploads to the form?
  • Captcha is a standard security feature that will NOT be removed prior to the CCRS launch. The Webform Manifest is NOT designed for bulk uploads. 

 

• Why does the LCB believe the captcha is necessary? 
  • Captcha is a standard security feature that will not be removed prior to CCRS launch. The Webform Manifest is not designed for bulk uploads.  

 

• Is there a timeframe relative to the delivery of goods in which the manifest must be submitted via the SAW webform (assuming the licensee already generated a printed manifest for the delivery from an integrator system)?
  • The Manifest Webform must be uploaded to the agency website BEFORE transporting any product.

 

• A licensee is allowed to use a printed manifest generated from an integrator system. Must the manifest ID generated from the integrator system match the ID generated when the manifest is submitted via the SAW website?
  • There are no SAW reports that require the Drupal Manifest confirmation number, nor any SAW reports that require a manifest ID.  The Inventory Transfer report and the Plant Transfer report that is filled out by the licensee receiving the product require ExternalIDs related to the product, inventory, or plants being transferred.  The External IDs for the inventory, product, or plants should match the detail provided on what has been transferred.  It is highly recommended that if using a third-party printed manifest that the Webform Drupal number be referenced on that document for sourcing in the event that there is a traffic stop during transportation of the material.

CCRS Sales Submissions

• When entering the discount and tax information in the Sales CSV does the detail apply to the individual unit or the whole transaction?
  • For the Sales CSV in a row entry in which QTY is more than 1, the discount and taxes are reflective of the entire transaction. Unit Price is the price of one unit before discount or taxes.   A reminder that "Other tax" is an Excise tax and is required for retail sales. Example:  QTY  = 3  Unit Price  = $5.00  Discount and tax are recorded as they applied to the total of: 3x$5.00 = $15.00

 

• How are Medical Tax Exemptions applied?
  • The Sale CSV will record the transaction as a RecreationalMedical sale. The tax for which the qualifying individual is exempt will not be charged and not collected from the individual and is, therefore, $0.00.  A reminder that a tax exemption is not a "discount".
     

 

Data & Reporting

• Is there any expectation for license holders to submit historical data to CCRS?
  • There will be an initial upload for required reports to start with the CCRS model. The reports will be “point-in-time” from the date of upload forward. Records maintenance requirements do not change in the switch to this new model.

 

• Currently, imported CBD materials are required to be entered into the system, will that still be the case?
  • Yes. Imported CBD is required to have the necessary tests to allow it to be added to marijuana and the records and reporting requirements continue.

 

• In the webinar, it was stated there is no API but it was stated in the documentation that integrators can be granted access by licensees to upload on their behalf. How can integrators upload on behalf of licensees and are individual forms the only mechanism?
  • .CSV is the only upload method.  KlickTrack cannot submit sales or any .CSV uploads on your behalf unless you Add KlickTrack as an Integrator.

 

• What is the process for seeing what has previously been reported to CCRS for a given license, so that we can align our future .CSV imports to use the same external identifiers?
  • Licensees will need to request CCRS records through a Public Records request if seeking licensee-specific information. There is no direct access to the data that has already been reported. This is also true for KlickTrack - we do not have direct access to what has been reported. The original licensee records still fall under the archive requirements found in WAC 314-55.

 

• For the inventory sheet, is ‘total cost’ the individual unit cost * quantity in stock, or the unit cost for each item in stock?
  • Page 28 of the User Guide explains the following: TotalCost is the total cost associated with the Inventory item: For the purposes of reporting, this field must always be $0.00. For all licensees filling out this report, the appropriate entry for Total Cost is $0.00. 

 

• Can you confirm that concentrate for inhalation is an intermediate product versus an end product? Concentrate For Inhalation in LeafData was tracked as an end product that was transferred to retailers. Is this not the case with CCRS?  What should we use as an inventory type for a product that is sent as an extract to a retailer that has a unit weight?
  • Concentrate for Inhalation is really an End Product, and we are aware of this. A “Change Request’ will be submitted to have this corrected; however, it will not be completed before launching of CCRS. So in the meantime, you will need to use the Inventory Category of “Intermediate Product” for it, as shown on page 22 of the CCRS Data Model File Specification Manual. The second question, Inventory type should be End Product.
                                                                                                                

 

How will KlickTrack submit reports to CCRS?

• KlickTrack submits the necessary documents on the backend on your behalf through our Integrators Portal with CCRS. This will happen on a weekly basis.
   

What is KlickTrack going to do if they find an error in the reporting?

• If an error is found, KlickTrack will partner with your shop to identify what the error is, how it came about, and what steps need to be taken to resolve it. If it can be done on the backend, KlickTrack will work to resolve it for you, but if your assistance is required, we will work together to resolve the error.
   

Taxes

• Do we still pay taxes through KlickTrack or do we do them through the new state program?

  • Taxes and CCRS are exclusive from each other -- the tax portal will stay the same. CCRS is strictly a data reporting platform and is not affiliated with the Dept of Revenue.

 

 

General

What does SAW mean and why is it separate from my Leaf account?

• SAW stands for Secure Access Washington. This is separate from your Leaf account. Your Leaf account is how you get into the state’s traceability system; whereas your SAW account is linked to your business account. This is how a business submits taxes or conducts business procedures.  Instead of having two separate accounts with SAW and LDS, your SAW account will be connected to CCRS. 

 

• Does KlickTrack plan to join other integrators to reduce the manual input of manifests?

  • KlickTrack considered joining the other integrators and weighed the pros and cons of joining. Ultimately, we decided not to join and the main reason for this was because we always want to put our customers’ data and privacy first. There have been data breaches in the past with some of our competitors and we had major concerns with joining the alliance where sensitive information was going to be shared back and forth with multiple companies.

  • Another major concern centers around what pricing and manifest information would be shared. This information would be readily available, in real-time, that could put your business at risk. As your competitors would be able to see your pricing in real-time and could undercut and steal business from you.

  • Our ultimate goal is to provide you with the best solutions possible, and we had serious concerns about the security of your data, which is why KlickTrack decided against joining the other integrators.

 

What customer information do you share with the state?

• No customer name or information is included in any CSV data field. As such, there is no reporting of customer information to the state.