The New York Office of Cannabis Management requires retailers to submit an Initial Inventory Report after receiving their license and before beginning retail sales. This report must include all inventory received and on-hand for retail sale for opening day. Additionally, New York Office of Cannabis Management requires licensees to submit a weekly report which includes all sales, inventory adjustments and inventory received during subsequent reporting periods.
Make a copy of the OCM Initial Inventory Template: NY OCM Initial Inventory & Weekly Template
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Initial Inventory Report
To compile your Initial Inventory Report and format for submission to OCM, follow these steps:
Export Distributors and Import into Template
Navigate to Inventory > Purchasing > Distributors.
Export the Distributors by clicking the 3 vertical dots in the upper right corner and selecting “CSV Export”.
Navigate to Distributor Export tab in the Template.
Click File > Import.
Click the “Upload” option.
Click “Browse” and select the downloaded Distributor Export from your file explorer.
Select “Replace current sheet” from the Import Location drop down, leave Separator Type as “Detect automatically”, ensure "Convert text to numbers, dates and formulas" is checked and then click “Import data”.
Export Inventory Log from Reports Inventory and Import into Template
Navigate to Reports > Inventory > Log.
Set the Date filter for the first date you began receiving your initial inventory and the date you last received your initial inventory.
Click the blue Filter Icon (
) and set the following filters.
Product Type - Uncheck “Non Cannabis” which will uncheck Merch and Non-Inventory product types as OCM does not require reporting of Non-cannabis inventory. Then click the blue “Apply” button.
Activity - Click the white “Clear button to clear all checkboxes, then select on “Invoice Received” and Revert Invoice”. Then click the blue “Apply” button.
Navigate to Inventory Log Export tab in the Template.
Click File > Import.
Click the “Upload” option.
Click “Browse” and select the downloaded Distributor Export from your file explorer.
Select “Replace current sheet” from the Import Location drop down, leave Separator Type as “Detect automatically”, ensure "Convert text to numbers, dates and formulas" is checked and then click “Import data”.
Fill In Cannabis Inventory Period, License Information and Preparer Information
NOTE: The following information is provided based on our understanding of the New York OCM report and does not constitute legal advice. Please ensure you are following all instructions provided by OCM and defer to OCM if you have any questions about submitting the OCM report.
Navigate to the “Inventory Form” tab on the OCM Template.
Cannabis Inventory Period
Inventory Period - Enter “Initial Inventory” instead of a date.
It is important that the Inventory Period is entered as “Initial Inventory” exactly as this is an OCM requirement as well a how the Template will now to pull in data from the initial inventory tabs. If this field says anything other that "Initial Inventory", it will update to pull information from the "Weekly RA Export" tab.
License Information
License Number - Enter the entire OCM issue license number.
Entity Name - Enter the Entity name as registered with OCM.
Entity DBA(s) - Enter the Entity DBAs as registered with OCM.
Location Address - Enter the physical address of the license.
Preparer Information
Name - Enter the full name of the employee who prepared the OCM report.
Title - Enter the title of the employee who prepared the OCM report.
Date Prepared - Enter the date the report was prepared. If it took you multiple days to prepare this report, enter the date in which the report was finalized (the last day the report was worked on before it was sent to OCM).
Email Address - Enter the email address of the employee who prepared the report.
Phone Number - Enter the phone number of the employee who prepared the report.
Review and Send Report
Be advised, repeated instances of late or incomplete reports will be considered non-compliance as set forth in Part 133, Violations, Hearing and Enforcement Emergency Regulations, §133.3(e). Such non-compliance will result in an issuance of a statement of findings. In addition, as set forth in §133.4(c), the Office may impose certain sanctions, including but not limited to, civil penalties, fees or fines, suspension, cancellation, or revocation of a license, debarment, non-renewal, a stop order to cease all licensed activity, seizure or quarantine of product, and referral to state or local, civil or criminal investigative or enforcement entities, or any combination thereof.
Review the report for accuracy. It is the licensees responsibility to ensure that the report is submitted accurately, completely and on time.
Ensure that all Distributor/Supplier licenses are present and accurate.
Ensure all inventory units are accounted for and represented.
If you need to make manual edits to the Inventory Form, make the edits on the "Distributor Export" tab or the "Inventory Log Export" tab as this will allow the Inventory Form to automatically update. You may edit fields on the downloaded copy of the Inventory Form however, you cannot edit the fields on the Inventory Form when working from the template file as this will break the auto calculation formulas.
Once satisfied, export your completed OCM Initial Inventory Report from the Google sheet by clicking File > Download.
Select either Comma Separated Value (.csv) or Microsoft Excel (.xlsx)
Email your completed OCM Initial Inventory Report to [email protected]
TIP: We suggest saving each OCM report (Initial and every weekly report) to a safe and secure cloud storage space for future reference.
Weekly Inventory Report
The weekly reporting period currently defined by OCM is Sunday through Saturday of each week with the finalized weekly report due by the end of day each Monday, regardless of store closures or holidays. The weekly report must include all sales of cannabis items, cannabis inventory received and any inventory adjustments, including their OCM defined inventory adjustment reasons that accrued during the reporting period. Treez has has provided an automated report available in Retail Analytics for New York operators to streamline the nuances of weekly reporting.
NOTE: The OCM requires that all negative inventory adjustments be reported as positive numbers in the "Quantity of Inventory Adjustments" column while any positive inventory adjustments be reported as Inventory Received in the "inventory Received column.
Export Retail Analytics OCM Report and Import Into Template
Navigate to the Dashboard and select "Retail Analytics" from the left hand menu.
Select "OCM Report" from the secondary navigation bar at the top of the page.
Select the store you wish to run the OCM report for by clicking the "Store" option from the Controls panel.
Select the date you wish to run the report for by clicking into the date selector under "Select Date". Selecting any day during a reporting period will set the "Report Period" to the appropriate Sunday through Saturday reporting period to include the date selected automatically. You will see the "Report Period" update to show the date range the report will be generated for.
Ensure that the Data Freshness many shows your Most Recent data timestamp is AFTER the reporting period. This timestamp shows you up to what date your data is synced through. If this timestamp falls within your reporting period and you export the OCM report, you may be missing sales, inventory adjustments of invoices received. The data powering this report should update hourly.
Hover over the table below the filters which shows the OCM required data columns such as Distributor, Product Description etc. until you see a box with an icon showing 3 vertical dots (
), then click the 3 vertical dots (
)..
Select the "Export to CSV option in the menu that appears after clicking the 3 vertical dots.
Save the CSV for use in the next steps
Open your copy of the NY OCM Initial Inventory & Weekly Template
Navigate to the "Weekly RA Export" tab with the blue highlight
Click File > Import.
Click the “Upload” option.
Click “Browse” and select the downloaded Distributor Export from your file explorer.
Select “Replace current sheet” from the Import Location drop down, leave Separator Type as “Detect automatically”, ensure "Convert text to numbers, dates and formulas" is checked and then click “Import data”.
Fill in Cannabis Inventory Period, License Information and Preparer Information
In this panel you will enter the relevant license and preparer information related to the weekly report.
NOTE: The following information is provided based on our understanding of the New York OCM report and does not constitute legal advice. Please ensure you are following all instructions provided by OCM and defer to OCM if you have any questions about submitting the OCM report.
Navigate to the “Inventory Form” tab on the OCM Template.
Cannabis Inventory Period
Inventory Period - Enter the beginning and ending date of the weekly reporting period beginning with the Sunday and ending with Saturday.
Once the Inventory period is changed to anything other than "Initial Inventory", the Template will automatically update to pull in the information your previously imported into the Weekly RA Export tab. If you do not change this, it will display information from the Initial Inventory tabs, if any date resides in those tabs.
License Information
License Number - Enter the entire OCM issue license number.
Entity Name - Enter the Entity name as registered with OCM.
Entity DBA(s) - Enter the Entity DBAs as registered with OCM.
Location Address - Enter the physical address of the license.
Preparer Information
Name - Enter the full name of the employee who prepared the OCM report.
Title - Enter the title of the employee who prepared the OCM report.
Date Prepared - Enter the date the report was prepared. If it took you multiple days to prepare this report, enter the date in which the report was finalized (the last day the report was worked on before it was sent to OCM).
Email Address - Enter the email address of the employee who prepared the report.
Phone Number - Enter the phone number of the employee who prepared the report.
Review, Finalize and Send Report to OCM
Be advised, repeated instances of late or incomplete reports will be considered non-compliance as set forth in Part 133, Violations, Hearing and Enforcement Emergency Regulations, §133.3(e). Such non-compliance will result in an issuance of a statement of findings. In addition, as set forth in §133.4(c), the Office may impose certain sanctions, including but not limited to, civil penalties, fees or fines, suspension, cancellation, or revocation of a license, debarment, non-renewal, a stop order to cease all licensed activity, seizure or quarantine of product, and referral to state or local, civil or criminal investigative or enforcement entities, or any combination thereof.
Review the report for accuracy. It is the licensees responsibility to ensure that the report is submitted accurately, completely and on time.
Ensure that all Distributor/Supplier licenses are present and accurate.
Ensure the license numbers are capitalized appropriately.
Ensure all inventory units are accounted for and represented.
If you need to make manual edits to the Inventory Form, make the edits on the "Weekly Ra Export" tab as this will allow the Inventory Form to automatically update. You may edit fields on the downloaded copy of the Inventory Form however, you cannot edit the fields on the Inventory Form tab when working from the template file as this will break the auto calculation formulas.
Once satisfied, export your completed OCM Initial Inventory Report from the Google sheet by clicking File > Download.
Select either Comma Separated Value (.csv) or Microsoft Excel (.xlsx)
Upload your Weekly Inventory Report to the OCM portal.
To use the portal, just click on the report portal link, enter a few basic details, and upload your report. Below are the basic instructions for submitting the most recent reporting template through the portal.
Prove you are not a robot by solving the CAPTCHA.
Select “new” or “revised.” “Revised” only if re-submitting a report after making changes.
Enter your email address (for confirmation of receipt).
Enter your license number (just type the last few #s, then select your full # from the list).
Enter your entity name.
Select the first day of report period (Sunday).
Download the most recent reporting template.
Enter your inventory onto the most recent report template.
Upload your report; created using the most recent template.
Review confirmation screen and verify that submission details are correct.
Print confirmation screen and/or check your email for message confirming receipt.
NOTE: At this time, the portal is the only acceptable method for submitting your inventory report.
Reports submitted to the Office via email will be returned, and the report may be considered late if not resubmitted through the portal, as required, before the reporting deadline.
TIP: We suggest saving each OCM report (Initial and every weekly report) to a safe and secure cloud storage space for future reference.
Troubleshooting, Notes & Nuances
Its important to remember to ender your Supplier license accurately, in uppercase letters.
Lot number must be entered exactly as they appear on the product label.
If information from the Inventory Form tab needs to be edited, they must be edited on the tab the relevant Export Tab or after you have downloaded the finalized report from the Template. This is because the Inventory Form tab of the template automatically calculates and aggregates data from the Export tabs. Editing the Inventory Form page will break the formulas within the sheet.
If generating an Initial Inventory Report and you need to edit product information or quantities, you will need to edit them on the Inventory Log Export tab of the template.
If the distributor license needs to be updated on the Initial Inventory Report you must edit it on the Distributor Export tab of the template.
If generating a Weekly Report, all edits must be made on the Weekly RA Export tab of the template
Invoiced Received and later reverted:
Initial Inventory Report
The formulas will calculate the units original received and subtract the units reverted. If the invoiced is received again, after the revert, the numbers should automatically adjusted to take this into consideration.
Weekly Report
If the invoice is received and reverted in the same week, the Invoiced units will be subtracted from the reverted units leaving 0 units. If the Invoice is again received, after the revert, within the same week, the received units will reflect the new aggregated total of unites.
If the invoice is received and reverted in a different week, the reverted units will be reflected as an inventory adjustment because a report was already submitted to OCM the previous week showing the Invoiced quantity and in considered an inventory adjustment. If the invoice is received again, after being reverted in a different week AND the quantity of units on the most recent received date is MORE than the original invoice, the additional units will be added to the Quantity Received column as these are considered to be received in that week.
Inventory Adjustments
OCM considers all NEGATIVE inventory adjustments as an adjustment and must be represented on the Quantity of Inventory Adjustment column as a POSITIVE number.
EX: If there was an inventory adjustment of -2 units, the Quantity of Inventory Adjustments column will display "2"
OCM considers all POSITIVE inventory adjustments and Quantity Received and as such will show up in the Quantity Received column of the Weekly Report as a positive number.
EX: If there was an inventory adjustment of +1 units during a reporting period, the Quantity Received column will be increased by 1 unit and nothing will be shown as a reason on the Inventory Adjustment column.
If there are multiple inventory adjustments on the same Lot with different adjustment reasons during a reporting period, only a single adjustment reason may be listed in the Inventory Adjustment column. The Weekly RA Export will list the adjustment reason associated with the greatest quantity change per OCM advise.
EX: LOT 12345 had an adjustment of -2 units with an adjustment reason of "Damaged" and a second adjustment of -1 unit with adjustment reason of "Display/Sample", the Weekly RA Export will show -3 in the "Quantity of Inventory Adjustment" column and the "Damaged" reason in the Inventory Adjustment column due to the unit count of the Damaged adjustment being greater than the unit count of the "Display/Sample" adjustment.
Cannabis Inventory Period
Its important to ALWAYS enter "Initial Inventory" in this field when submitting your initial inventory.
This is the OCM mandated value for this field for initial inventory.
The Inventory Form tab monitors this field for the value "Initial Inventory" to determine how to calculate the report and which Tabs to source the data from.
The Inventory Log Export and Distributor Export tabs are always used when the "Cannabis Inventory Period" value is set to "Initial Inventory"
The "Weekly RA Export" tab is always used when the "Cannabis Inventory Period" value is set to anything other than "Initial Inventory" as OCM mandates that the actual start and end date of the inventory period is entered as the value in this field when submitting a weekly report.