CCRS - How to Generate and Export a Manifest File for Return/Transfer Manifests

Updated 1 day ago

POSaBIT and the WCIA have joined forces to provide our cannabis partners a solution to transfer manifest data between software platforms.

Anytime a retailer is transferring inventory out of the POSaBIT system, manifest details must be entered in for every item the store is sending out of the store.

IMPORTANT: Review the new regulations put in place in January 2023, see HERE to make sure all steps are followed to stay compliant.

Before you start a return/transfer manifest, you must complete the following:

• The venue must have at least one email entered into the Inventory Email Alerts section on the Settings > Inventory Settings page. CCRS return manifests are only sent to the first email listed, so make sure your inventory team has access to that inbox.

  

• This isn't a requirement, but it causes fewer issues if this information is already filled out: Fill in Supplier information by going to the Inventory dropdown menu --> Suppliers, then select the Supplier that is receiving the manifest, or create a new supplier by selecting the New Supplier button on the Suppliers page. Supplier profile MUST have the Supplier's Name, License Number, Email, and Telephone number.

  

  

Here are the steps to create & generate a return/transfer manifest from the POSaBIT portal:

1. Login to the POSaBIT POS portal.
2. Navigate to Inventory from the main navigation menu, and select Return Manifests.

   

3. From the return manifest index page, click on the blue 'New Return Manifest' button, and fill out the transfer manifest details.

   

   • Fill out the fields on the transfer form (*required, ^vendor pickup only):
     • • *Pickup time
       • Estimated arrival at
       • *Transportation type (Vendor pickup or 3rd Party Courier)
       • Notes
       • *Marijuana Products To Return (select each lot, then hit Add)
       • *Destination (return destination or store location), plus Destination license, email address and telephone
       • *^Driver name
       • *^Vehicle ID / VIN
       • *^Color
       • *^Make
       • *^Model
       • *^License Plate

     

   • Hit Save as Completed to finalize the manifest, OR select Save in Progress to save the manifest without uploading it. (Biotrack & CCRS States Only)

     

4. Once you've saved the return/transfer manifest, POSaBIT will generate the manifest transfer file and CCRS copy for you, which is accessed from the manifest index page (blue WCIA Data button). The manifest file should be sent to the vendor along with the return/transfer manifest so that they can use it to import the details into their inventory management system on the receiving end (if their software platform supports that functionality).
   • For Transfer Manifest between venues under the same Merchant, at the receiving store, the transfer manifest will appear under the Incoming Manifests tab. Once you click on the manifest, each package tag will be displayed with the product already assigned to each tag.
5. POSaBIT automatically submits your completed manifest to CCRS. If you need the manifest confirmed sooner, you can submit it to CCRS yourself using the Submit Manifest button. See Submitting the Manifest to CCRS Yourself below.
6. You will receive an email from LCB confirming the manifest was successful. This will be sent to the first email in the Inventory Email Alerts list under Inventory Settings.

The Return Manifests page shows the State of each manifest (for example Pending, CCRS File Generated, Transferred Out or Voided) - use the All States filter on the left to narrow the list. Each row has buttons to download the WCIA Data, Show the manifest, or Void it. See below for example:

Submitting the Manifest to CCRS Yourself

Selecting Submit Manifest on a completed return/transfer manifest opens a page with everything you need to submit the manifest directly to CCRS, along with step-by-step instructions.

1. Download both CCRS files to your computer using the links on the page:
   • Inventory file (for example, inventory_123456_20260210010345.csv)
   • Manifest file (for example, manifest_123456_20260210010345.csv)
2. Log on to https://cannabisreporting.lcb.wa.gov/ using your Secure Access Washington admin account and select Upload files.
3. In the Choose File section, select Browse, choose the Inventory file you downloaded, then select Upload. You will see a confirmation on the page if the file uploaded successfully.
4. If you did not receive an error for the inventory file, select Browse again, choose the Manifest file you downloaded, then select Upload. You will see a confirmation on the page if the file uploaded successfully.
5. You will receive an email from the LCB with the manifest PDF once the file is processed successfully.

If there are errors with either file, you will receive an email with a CSV file that outlines the errors. Please reach out to support@posabit.com and attach that CSV for guidance.

For additional assistance please reach out to POSaBIT support @ 1 (855) POSaBIT OR SUPPORT@POSaBIT.COM

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