In the event of a product recall or a state regulatory agency otherwise deems a product unsellable (sometimes referred to as Administrative Hold), no matter your state, Treez recommends following these Best Practices:
Does Treez Prevent the Sale of On Hold Inventory?
Treez syncs the latest on-hold status from METRC when the Inventory > Purchasing > "Import From METRC" page is initiated and will prevent on-hold packages from being added to a transaction in SellTreez POS, Fulfillment, and by a third-party API partner, regardless of the current inventory location.
On-hold packages do not count toward the product's sellable inventory. With FIFO enabled when scanning or adding a product, the next available package of that product is added to the sale. If there are no other available packages that are not on hold or if scanning the specific inventory barcode for the on-hold package, the errors for 'No Inventory Found' or 'Insufficient Inventory' will be returned by the POS and external API, respectively.
If a package is put on hold after being added to a sale, Treez blocks the order from proceeding through Fulfillment or from being completed until the package is either removed or the hold is lifted.
When completing an Out for Delivery order, a warning about on-hold packages appears but can be bypassed, allowing the retailer to decide how to proceed, as the product is likely already delivered. Although rare, the on-hold status can change at any point, even after the order is moved to Out for Delivery. It's recommended to contact your state's cannabis regulatory authority for further guidance.
TIP: To keep the On Hold package status up to date in Treez, be sure you are loading the Inventory > Purchasing > 'Import From METRC' page with relative frequency, as this is when the package status is updated.
If you do not receive daily deliveries, it is good practice to load this page at least once daily to refresh the package status.
How Do I Know a Product Has Been Recalled or Placed on Administrative Hold?
Retailers should check with their jurisdiction's regulatory agency to find out how they can expect to be informed about recalls or administrative holds. However, in markets where METRC is the Track & Trace Provider, retailers can check the Packages > On Hold tab to locate these packages.
A banner should also appear in your METRC account indicating a number of packages on Administrative Hold. This should appear on nearly every page of the METRC UI.
Additoinally, a banner should appear in your METRC account indicating a number of a package on Administrative Recall. This should appear on nearly every page of the METRC UI.
When the on-hold status is updated in Treez (see TIP above), within the Treez inventory card, under the Metrc Information panel, the Is On Hold will display 1 for true.
Physically Remove the Recalled Product
Retailers should physically remove the impacted product(s) from their sales floors and relocate them to a secured location within your facility that is designated for products under Administrative Hold. Designating a specific location for such products ensure that retail employees know these products should not be sold or returned to the sales floor until further notice avoiding a situation where the products are inadvertently sold to your customers.
Move the Recalled Product to a Non-Sellable Treez Location
While Treez syncs the latest on-hold status from Metrc when the Inventory Purchasing > 'Import From Metrc' page is initiated and will prevent on-hold packages from being added to a transaction in SellTreez POS, Fulfillment, and by a third-party API partner, regardless of the current inventory location, its a good idea to move these packages to a non-sellable location once you are made aware of their on-hold status.
Retailers should move the products to a non-sellable location in Treez to ensure they are tracked in inventory separately from packages that are not on hold. Before doing so, confirm if there are any active orders that contain this product that were added to the sale before the recall notice and remove them from the sale. Learn how to create new locations in Location Management by clicking here.
Go to Inventory > Inventory Management
Click on the Inventory Adjustment Tab
Search the package tag
Check the Reserved and P&R columns for saved/draft tickets
If any, locate the ticket(s) in the POS and remove the package from the sale
Click on the Inventory Control Tab
Search the package tag
Select package(s) to be moved
Click the "Move" at the bottom of the screen
Move to Quarantine or other designated location
The Quarantine location is a default location in SellTreez, however you may choose to create a new location called "Recall", "Administrative Hold", "On Hold" (or something that is relevant to your business and procedures) to help keep these products differentiated from other products in your quarantine location.
Add Notes indicating why this is being moved, such as "Moving due to recall".
NOTE: If a recalled product passes re-testing or is otherwise released from hold, the retailer may need to re-label their flower/prerolls, etc. with the new test information including testing facility, tested batch number and tested date in order to sell the product, per your jurisdictions regulatory requirements. If the package is no longer on hold in Metrc, Treez will sync the new status, and the product can be sold again once the package is moved to a sellable location.
Pending Regulating Authority Orders
Depending upon the Regulating Authority Orders you can
Wait for more guidance from your regulatory authority
Notify the Customer
Should customer notification be necessary you will need to identify the State Tracking ID associated with the packages.
Navigate to Reports > Sales > Product > Product Log
Export the product report making sure the date range includes the initial date you received the batch of products through the current date.
Search/filter the export for state tracking ID identified for the affected product(s)
If the sale was tied to a customer account, each line item will contain the customer information available at the time of sale such as
Customer Name
Customer ID
Email
Phone
Address
Contact customers as appropriate or required by your regulatory agency. If you are unsure, please contact your states cannabis regulatory authority for additional guidance.