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      Retail | California Delivery Ledger Overview 2023

      This article will assist you in setting up BLAZE so your deliveries comply with the Delivery Ledger requirements for California beginning in 2023.

      Overview

      Metrc regulations require that delivery-specific information be entered into CCTT beginning no later than April 1, 2023. Below is an outline of the steps to take in Blaze to have the delivery ledger created for you with each delivery.

      These changes will require the following process changes:

      • Driver must start a cash drawer before leaving the facility, after the vehicle is loaded. 
      • Operator to maintain a separate inventory for each driver.
      • Operator to transfer inventory for each pizza style (scheduled) order to be accepted by driver.
      • Driver must accept each inventory transfer for pizza style (scheduled) orders
      • Driver must end the cash drawer at the end of their shift. 

      NOTE:  This option is only available for shops in the state of California

      Operating a Delivery Service

      Watch the Webinar:  CA Cannabis Delivery Ledger Best Practices

      Best Practices

      1.  Create an inventory for each driver.

      • Create an inventory for each delivery driver/vehicle if one does not exist. The inventory valuation is pulled from the inventory assigned to the driver.  This valuation displays on the Delivery Ledger.
      • Global Settings > Current Shop Settings > Inventories
      • Instructions on how to create an inventory


      2.  Create a terminal for each driver.  

      • Create a terminal for each driver.  This will work with the Cash Drawer that must be started on each driver's shift.
      • Global Settings > Current Shop Settings >Terminals
      If you are maxed out on Terminals, reach out to support via Chat, email or phone, and they can increase your number of terminals available.

      NOTE:  Once the cash drawer is closed, it cannot be re-opened for adjustments, etc.  Re-opening the cash drawer restarts the Delivery Ledger with Metrc. 

      3.  Check your settings for your Cash drawers to disable auto Cash Drawers. 

      • The delivery drivers' cash drawer should not be started until they are ready to leave to make deliveries.
      • Global Settings > Current Shop Settings > Shop Information

      4.  Vehicle info created or existing info added
             (All vehicle info details need to be added )
        • Company Settings > Vehicles
        • Required fields are: Vehicle Make, Vehicle Model, License Plate

       

      5.  Verify the Driver employee profile.

      • Global Settings > Manage Employees > All Employees
      • Required Fields are: Driver name, Driver's Lic. No., Driver's Phone number
      • Make sure that the Driver option is enabled
      • Make sure the terminal for the driver is listed in the employee profile

      driver2

      6.  Verify the Roles & Permissions for Inventory Transfers for all roles.

      • To accept the transfer, the permission "Inventory transfer in web" must be enabled in the Roles & Permissions section with Global Settings.

      7.  Refresh your Metrc Permissions and API Key. 

      • You will want to make sure and update your Delivery driver’s permissions in metrc. Once you have updated permissions in Metrc you will want to generate a new metrc API key and update it in Blaze.  Follow the steps in this support article if you need assistance in creating a new API key. 

      8.  Definitions:

      • Planned Delivery - Pizza Style delivery
      • Unplanned Delivery - Ice Cream Truck Style delivery

      9.  Deliveries for the next day or a future date

      • Do not Assign future deliveries to a driver until the day of delivery.  The delivery ledger only contains information for that day's deliveries.  Either leave these future orders in Unassigned or create a fictitious driver to whom you can assign them until the delivery date.

       

      Daily Steps to Process Delivery Orders

      These steps have been created so that you can update your workflow processes.  There are points in the process where information is digitally sent to Metrc concerning the deliveries, inventory quantity, valuation and driver location.

      Warning:  Mass Updates will not transfer inventory to the driver.  Assignment/ReRouting will need to be performed individually for each order.

       

      **** No Partial orders for Transfers.  All orders must either be 100% fulfilled or not fulfilled at all.

       

      Pizza Style Delivery

      1.  Assign orders to the drivers

      2.  Create Inventory Transfers for the Driver's inventory. 

      • Before the Cash Drawer is started, you may perform a Submit and Accept when using the Inventory Transfer V1 or V2 for the inventory transfers. 
      • However, after the Cash Drawer has been started, you should only submit the transfer through the Assign Driver option.  The driver will need to accept the inventory transfer, but only when they are physically located at the shop.  
      • How to accept an inventory transfer in the Delivery App, see the Incoming section.

      3.  Start the driver's Cash Drawer.  It is again very important that the cash drawer is not started until the driver is ready to leave to begin the deliveries. Starting the cash drawer sends the information to Metrc that you are beginning your route.

      4.  Proceed with deliveries as normal.

      5. Assign an order to a Pizza Style Delivery Driver , use the inventory transfer on the Assign Driver popup to transfer inventory. 

      •   The Driver needs to be at the shop location when they accept the transfer.  This way, the Delivery Ledger will only reflect what is physically in the vehicle.  Accepting a transfer before the product is physically in the vehicle will show that inventory on the ledger and the ledger would be incorrect if a driver were stopped for inspection. 
      • How to accept an inventory transfer in the Delivery App, see the Incoming section.

      6. The driver must close their Cash Drawer at the shift's end.  

      NOTE:  Once the cash drawer is closed, it cannot be re-opened for adjustments, etc.  Re-opening the cash drawer restarts the Delivery Ledger with Metrc. 

      7.  At any point, you can view the Delivery ledger in the Web or the Delivery App.  The Delivery Ledger Overview will walk you through both options.

       

      Warning:  Mass Updates will not transfer inventory to the driver.  Assignment/ReRouting will need to be performed individually for each order.

      Ice Cream Truck Style Delivery

      1.  Assign orders to the drivers

      2.  Create Inventory Transfers for the Driver's inventory. 

      • Remember the $10,000 retail value limit.
      • Before the Cash Drawer is started, you may perform a Submit and Accept when using the Inventory Transfer V1 or V2 for the inventory transfers.
      • However, after the Cash Drawer has been started, you should only submit (not submit and accept) the V1 or V2  transfer.  You can also use the Create Transfer option for the order if it is just the order that needs to be transferred.  The driver will need to accept the inventory transfer, but only when they are physically located at the shop.  
      • How to accept an inventory transfer in the Delivery App, see the Incoming section.

      3.  Start the driver's Cash Drawer.  It is again very important that the cash drawer is not started until the driver is ready to leave to begin the deliveries. Starting the cash drawer sends the information to Metrc that you are beginning your route.

      4.  Proceed with deliveries as normal.

      5.  Assign an order to a Ice Cream Truck / Hybrid style delivery.  You can change the Create Transfer field to No if the driver has the product in inventory.

      6. The driver must close their Cash Drawer at the shift's end.  

      NOTE:  Once the cash drawer is closed, it cannot be re-opened for adjustments, etc.  Re-opening the cash drawer restarts the Delivery Ledger with Metrc. 

      7.  At any point, you can view the Delivery ledger in the Web or the Delivery App.  The Delivery Ledger Overview will walk you through both options.

       

       

      Re-Route / Reassign a Delivery Driver

      1.  Click on the Re-route box for the transaction

      2.  Select the driver that you would like to assign this order to

      3.  Select Full or Partial

      • Full:  Transfer all of the products on the order to the drivers inventory
      • Partial:  Not available at this time

      4.  Select the Inventory to transfer from in the drop down list


      5.  Click Save

       

       

      Create A Transfer

      1.  Use this option if you need to replenish a driver's inventory for a delivery.

      2.  From the "In Progress" view, click on the 3 dots in the box for the transaction 3.  Select Create Transfer

      4.  Select Full or Partial

      • Full:  Transfer all of the products on the order to the drivers inventory
      • Partial:  Not available at this time.

      5.  Select the Inventory to transfer from in the drop down list


      6.  Click Submit

       

      Reconciliations

      1. Metrc locks the batch on a product if any quantity is on a delivery ledger.
      2. This means that reconciliations will fail.
      3. Best Practice to reconcile:
        1. Close the delivery ledger that the product is in (close the cash drawer)
        2. Transfer those products that need to be reconciled back to the Safe or Store inventory.
        3. Reconcile the product
        4. Transfer product back to the inventory for the delivery ledger if needed
        5. Start the delivery ledger by opening the cash drawer for this inventory
       

      Best recommended practice is to reconcile at the end of the day after the ledger is closed.

       

      If you have further questions, please reach out to us at support@blaze.me !