CCRS - How to Perform a Return Manifest
In this article, you will learn how to submit a return manifest in Washington, as well as some tips for a smoother experience and a compliant one. At the bottom of this article, there is a small section explaining contingency manifests and when they are needed.
Be Proactive about Submitting the Manifest Early
- We highly recommend not submitting a manifest on the day of the manifest's pick-up date because of the delay in the manifest being confirmed by the LCB. Please submit return/transfer manifests 48-72 hours before the scheduled pick-up. We have created a table explaining the estimated time to receive the confirmation email based on the time and day of the week. The email confirmation will be sent from info@lcb.wa.gov
Notice: This is based on when the majority will receive the confirmation email - this is not guaranteed 100% of the time. Manifests are confirmed on Mondays, Wednesdays, and Fridays, which means if you submitted a manifest on a Monday and it didn't get approved that day, it will most likely be approved on Wednesday, but there are instances when it could be delayed further.
- If you submitted a manifest on the day of, and the confirmation email with the manifest information hasn't been received, but the courier drive needs paperwork in order to return the products, you can always print out a contingency manifest as a placeholder temporarily. You can find this under Inventory --> Return Manifests, then click the PDF button to download the contingency request. Print it out and give it to the courier driver.
How to create & generate a return/transfer manifest from the POSaBIT portal
- Login to the POSaBIT POS portal.
- Navigate to Inventory from the main navigation menu, and select Return Manifests.
- From the return manifest index page, click on the 'New Return Manifest' button in the top right corner, and fill out the transfer manifest details.
- Fill out the fields on the transfer form (*required, ^vendor pickup only):
- *Pick-up time
- *Transportation Type (Vendor Pickup or 3rd Party Courier)
- Notes
- *Marijuana Lots to Transfer (copy/paste each lot, then hit Add)
- *Destination(return destination or store location)
- *Destination Email
- *^Driver name
- *^Courier (If Applicable)
- *^Vehicle ID
- *^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)
- Fill out the fields on the transfer form (*required, ^vendor pickup only):
Notice: Make sure that all information is entered correctly or the manifest will not go through.
- Hit Save.
- Hit Save.
- Once you've saved the return/transfer manifest, POSaBIT will generate the WCIA manifest transfer file and CCRS copy for you, which is accessed from the Transfer/Return Manifest page on the portal. The manifest file should be sent to the supplier 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.
- You will receive an email from LCB confirming the manifest was successful. This will be sent to the email that is filled in the Email Alerts field under Inventory Settings.
NOTICE: After submitting a manifest, there could be a 48-72 hour delay in receiving the confirmation email, depending on when the manifest was submitted. The confirmation email will come from info@lcb.wa.gov
Voiding a Return/Transfer Manifest
To void a Return or Transfer Manifest, go to the Return/Transfer Manifest page and select the Red Void button on the far right side of any manifests that have been transferred or are in the waiting state. A popup will ask if you're sure you want to void the selected manifest. Click Okay and the manifest will be voided.
Contingency Manifest Clarification
Contingency manifests are only meant to be used when CCRS is down and not able to produce the required manifest. That means you don't need to worry about contingency manifests UNLESS CCRS is down.
From the Washington State Liquor and Cannabis Board:
The contingency manifest is to be used if CCRS is unable to produce the required manifest for movement of cannabis products within the I-502 market. When you complete the contingency manifest, the manifest must be sent to manifest@lcb.wa.gov. Once CCRS is working again, the license will need to submit the exact same information on a regular CCRS manifest. Any contingency manifest that is completed, requires the license to still complete a regular CCRS manifest, the contingency manifest is primarily to assist with the transportation of cannabis and should not be used in place of the primary CCRS manifest.
This contingency manifest can be used to transport Cannabis products to their destination. Completion and use of the contingency manifest meets the expectations as laid out in WAC 314-55-085. This does not meet a license’s reporting responsibilities as outlined in WAC 314-55-083. To maintain those requirements, it is expected that the license will submit a Manifest.CSV to CCRS with the same information provided on the contingency manifest as soon as reasonably allowed by CCRS.
If a contingency manifest is used, the expectation is a primary CCRS will be completed as soon as possible, with the same Manifest ID. The LCB will perform checks to ensure any contingency manifest has a primarymanifest uploaded to CCRS.
For additional assistance please reach out to POSaBIT support @ 1 (855) POSaBIT OR SUPPORT@POSaBIT.COM
