Traceability & Compliance
Introduction
To ensure an efficient and accurate receiving process, we require our vendors to provide an exported room data file from BioTrack in CSV format and photos of how the delivery will be shipped before scheduling a delivery date. This proactive step enables our team to quickly verify and receive deliveries with minimal errors. The exported room data allows us to create a receiving report that ensures Certificates of Analysis (COAs) match the products being delivered. Additionally, reviewing inventory types ensures proper product conversions, while THC% verification confirms the results have been released by the testing lab. Scannable barcode tags containing product information such as BioTrack ID, strain, product name, and THC% are also crucial. These measures reduce the receiving process from 30 minutes to just 3 minutes, streamlining the workflow and enabling immediate identification and notation of discrepancies such as shortages, overages, or damages.
If the vendor uses another platform such as GrowFlow or the free version of BioTrack, there should be a similar report that can be exported - Please reach out if you require assistance.
Steps to Export Room Data in BioTrack Core
Log In to BioTrack Core:
Open the BioTrack Core application.
Enter your login credentials.
Navigate to Inventory Management:
On the main dashboard, locate and click on the Inventory or Rooms section (specific naming may vary depending on your BioTrack Core configuration).
Select the Desired Room or Inventory:
Choose the specific room or inventory location you want to export data from; this room should contain only products being delivered to us.
You may need to filter by room, product type, strain, or other attributes to narrow the data.
Run a Report:
Click Customize, make sure all boxes are checked.
Look for option Export; save as .CSV file.
Export the Data:
Once the report is generated, look for an Export button.
Select the preferred file format (e.g., CSV, Excel, or PDF).
Confirm the export and choose a location to save the file on your system.
Verify the Exported Data:
Open the exported file to ensure it contains the required information.
Check for critical details like BioTrack IDs, strain names, THC%, and quantities.
Additional Notes:
Permissions: Ensure that you have the necessary user permissions to generate and export reports in BioTrack Core. If permissions are restricted, contact your system administrator.
Customization: Some BioTrack Core versions allow customization of export fields. Confirm with your team what fields are mandatory for compliance and receiving purposes.
Technical Support: If you encounter issues, consult the BioTrack Help Center or contact their customer support team for platform-specific guidance.
Packaging and Compliance Checklist
To ensure your products align with Schwazze’s compliance standards, please send us images of your current packaging and labels; this can include die lines, 360* images of the packaging etc; download and review the Packaging and Compliance Checklist before distribution.
Labeling Best Practices:
Expiration Dates: Clearly marked in MM/DD/YY format on the visible label (VBL), allowing budtenders to identify expiring inventory easily.
Usage Information: We prefer separating the intended use and directions for clarity. This helps both budtenders and customers understand the product's nature and application, especially for items like applicators that might be sold as either concentrates or edibles.
Scannable Labels: All barcodes should be scannable, we prefer if the 16-digit compliance barcode was printed with no spaces after the 4th digit, for example:
1234 5678 9101 1213 - NO
1234567891011213 - YES
Samples
When delivering, it is important that the invoice and the manifest match so that the quantities ordered and received match the invoices uploaded for payment.
If delivering samples or promotional units along with the product, please manifest the those separately so they are not mistaken for live inventory and received with a cost.