DHSS 2.0 Training Manual - Tutorial 23: Manifests and Transfers

Tutorial 23: Manifests and Transfers

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Purpose:

The Manifest and Transfer process is used to record, track, and manage the legal movement of cannabis inventory between licensed facilities. This includes transfers between your own locations, to vendors, or when sending QA samples to testing labs.

Best Practices

Always verify quantities and locations before creating manifests.
Ensure all selected items are from the same room.
Double-check employee and vehicle assignments for accuracy.
Keep all manifests and transfer records for at least one year.
Never complete a transfer until the product is physically leaving the facility.
Avoid including the same item in multiple manifests.

Before Creating a Manifest

Before creating a manifest, confirm the following:

Correct Quantities Available
- If you only want to send a portion of an item (for example, 50g from a 100g item), you must first perform a sublot to split it.
- Refer to Tutorial 18: Sub-lot / Batch for detailed steps.
- The manifest creation window will always send the entire available quantity of the selected item.
Employee and Vehicle Setup
- Each manifest requires at least one employee and vehicle to be assigned.
- To add these:
  - Navigate to Shortcuts → Employees
    - Enter Name, Employee ID, Birthday, and Hire Date, then click Save.
    - You can also modify or delete existing employees here.
  - Navigate to Shortcuts → Vehicles
    - Enter Nickname, Color, Make, Model, Year, Plate #, and VIN #, then click Save.
    - You can also modify or delete existing vehicles here.
Inventory Room Check
- Ensure you are currently in the inventory room where the items you plan to send are located.
- You can only select items from one room at a time when creating a manifest.

Creating a Transport Manifest

Navigate to Shortcuts → Transport Manifest (bottom left).
You’ll be presented with three manifest types:

1. Regular Manifest

Used when your employees are physically transporting the product in your own company vehicle.

Steps:

Click Regular Manifest.
In the Arrival field, select the destination vendor from the dropdown list (all vendors in the system will appear here).
Select the items you want to send.
- Only items in the current room will appear as selectable.
Choose the Employee, Employee #2, and Vehicle.
Enter Departure and Arrival times matching when the physical product will leave and arrive.
Review or enter Route information.
- If the Google Maps API cannot locate the address, you may see an error message.
- This is normal — in such cases, manually enter the route information.
(Optional) Click Add New Stop if you want to create a multi-stop manifest. Repeat the above steps for each stop.
Click Create Manifest to finalize and generate the manifest. It will generate in PDF format
Ensure to print a copy.

2. Pickup Manifest

Used when a vendor or lab sends their own vehicle to pick up your inventory.

Steps:

Click Pickup Manifest.
In the Arrival field, select the destination vendor from the dropdown list (all vendors in the system will appear here).
The vendor’s employees and vehicles should populate automatically, but you’ll still need to know the correct employee names and vehicles in order to select them from the dropdown menus.
Select the items you want to send.
- Only items in the current room will appear as selectable.
Enter Departure and Arrival times matching when the physical product will leave and arrive.
- If you receive an error regarding departure time, make sure to move it forward a few minutes.
Review or enter Route information.
- If the Google Maps API cannot locate the address, you may see an error message.
- This is normal — in such cases, manually enter the route information.
(Optional) Click Add New Stop if you want to create a multi-stop manifest. Repeat the above steps for each stop.
Click Create Manifest to finalize and generate the manifest. It will generate in PDF format
Ensure to print a copy.

3. 3rd Party Transport Manifest (Not Currently Active in ARstems)

Used when a licensed transporter is used to deliver the product.

Steps:

Click 3rd Party Transport Manifest.
Select the Third Party Transporter from the dropdown.
- The transporter must be registered in your system to appear.
Select the items you want to send.
- Only items in the current room will appear as selectable.
Enter Departure and Arrival times matching when the physical product will leave and arrive.
Review or enter Route information.
- If the Google Maps API cannot locate the address, you may see an error message.
- This is normal — in such cases, manually enter the route information.
(Optional) Click Add New Stop if you want to create a multi-stop manifest. Repeat the above steps for each stop.
Click Create Manifest to finalize and generate the manifest. It will generate in PDF format
Ensure to print a copy.

Completing the Transfer

Once a manifest has been created and is ready for the product to physically leave the facility, you must complete the transfer.

Steps:

Navigate to Shortcuts → Transfer Inventory → I’d like to send an outbound shipment.
Select the manifest you created earlier.
Enter the sales price for each item being sent. (Only available when sending products to a external license not part of your UBI)
Once all items have a price entered, click Complete Transfer, then Confirm.
- Note: This step marks the inventory as officially transferred out of your facility and should only be performed when the physical product departs.
Manifests can be voided if a mistake was made, refer to the section below Voiding Manifest/Transfers

Transfer Types Overview

Navigate to Shortcuts → Transfer Inventory → (Select Transfer Type). There are four available transfer types:

1. I’m Expecting an Inbound Shipment

Used to receive incoming inventory from another licensee.

Select the manifest to receive.
Click Select to view the manifest items.
For each item, choose Accept (partial or full) or View QA Results (if applicable).
If accepting partially, enter the amount to receive.
If accepting fully, review quantity and optionally enter the purchase price.
Click Complete Transfer when all items have been received.
Received items will always be in the Bulk Inventory room

2. I’d Like to Send an Outbound Shipment

Used to send inventory after a manifest has been created.

Select the manifest from the list.
Enter sales prices for each item.
Click Complete Transfer, then Confirm.

3. I’d Like to Receive a Rejected Shipment

Used to receive inventory back that was rejected by the recipient.

For partial rejections, a new barcode number may be generated (sublot).
Once received, the items reappear in your current inventory.

4. I’d Like to View Unreceived Shipments

Displays all shipped manifests that have not yet been received by the destination licensee.
Useful for tracking pending transfers.

Voiding Manifest/Transfers

If a manifest was made in error or an order is canceled, it can be voided. There are two scenarios depending on whether it was transferred or not:

Scenario 1: Manifest Generated but Not Yet Transferred

Navigate to Manifests → (Type of Manifest: Regular, Pickup, or Transporter).
Locate the manifest.
Ensure the manifest status is "Quarantine"
You’ll see three available actions:
- View: Generates a PDF of the manifest.
- Void: Allows you to void the manifest.
- Modify: Allows you to modify employees attached to the manifest.

Scenario 2: Manifest Already Transferred (Shipped)

If the manifest was already shipped, it cannot be voided until the transfer is voided first.

Steps:

Navigate to Inventory → Transfers.
Locate at least one item from the manifest.
Scroll right to view available actions.
Choose:
- Modify: To adjust the sale price.
- Void: To void the transfer for that item (and all other items in the same manifest).
Once the transfer is voided, return to Manifests → (Manifest Type) to void the manifest itself.

Note: Transfers can only be voided if the vendor has not yet received the shipment electronically.

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