Module 1: Introduction to METRC

METRC (Marijuana Enforcement Tracking Reporting Compliance) is the backbone of cannabis compliance in Ohio. This module provides a comprehensive foundation for understanding METRC's role in maintaining regulatory compliance.

Learning Objectives

  • Understand METRC's purpose and importance in Ohio's cannabis industry
  • Navigate the METRC interface efficiently
  • Recognize key terminology and concepts
  • Identify Ohio-specific METRC requirements

What is METRC?

METRC is a comprehensive cannabis track-and-trace system that monitors cannabis products from seed to sale. In Ohio, all licensed cannabis businesses must use METRC to remain compliant with state regulations.

Key Functions of METRC:

  • Inventory Management: Track every cannabis product in your facility
  • Compliance Reporting: Automated reporting to state regulators
  • Chain of Custody: Document product movement and ownership
  • Data Transparency: Real-time visibility for regulators

Why METRC Matters in Ohio

Ohio's Division of Cannabis Control (DCC) requires all licensees to use METRC for:

  • Recording all cannabis inventory movements
  • Tracking patient and adult-use sales separately
  • Ensuring product testing compliance
  • Managing recalls efficiently
  • Maintaining accurate business records

⚠️ Critical Compliance Note

Failure to properly use METRC can result in severe penalties including fines, license suspension, or revocation. Every transaction must be recorded within the timeframes specified by Ohio regulations.

METRC Interface Overview

The METRC interface consists of several key areas:

1. Dashboard

Your central hub displaying important metrics, notifications, and quick access to common tasks.

2. Plants

Manage all plant-related activities including propagation, vegetative, and flowering stages.

3. Packages

Create, manage, and track all product packages throughout your facility.

4. Transfers

Handle incoming and outgoing transfers between licensed facilities.

5. Sales

Record patient and adult-use sales, manage receipts, and track daily limits.

Essential METRC Terminology

Package Tag
A unique RFID tag assigned to each package in METRC for tracking purposes
Manifest
An official transport document required for all transfers between facilities
Batch
A group of plants or products from the same harvest or production run
Item
A specific product type with defined attributes (strain, product form, etc.)
Compliance Window
The timeframe within which actions must be recorded in METRC

Practice Exercise

Complete the following tasks to reinforce your learning:

  1. Log into the METRC training environment
  2. Navigate to each main section and familiarize yourself with the layout
  3. Review your facility's license information
  4. Check for any system notifications or alerts

Module 2: Initial Setup & Configuration

Proper METRC setup is crucial for ongoing compliance. This module covers essential configuration steps, user management, and facility setup requirements specific to Ohio operations.

Facility Setup Requirements

Before you can begin tracking in METRC, your facility must be properly configured:

Initial Setup Checklist

  • Verify facility license information is accurate
  • Configure facility addresses and contact information
  • Set up rooms/areas within your facility
  • Create employee accounts with appropriate permissions
  • Configure strain library
  • Set up item categories and products
  • Establish tag ordering procedures
  • Configure integration with POS system (if applicable)

User Roles and Permissions

METRC allows granular control over user permissions. Understanding these roles is essential for security and compliance:

Role Typical Permissions Best For
Owner/Manager Full system access, user management, reporting Facility owners, compliance managers
Inventory Manager Package creation, transfers, adjustments Inventory staff, cultivation leads
Sales Associate Sales transactions, limited package access Budtenders, retail staff
View Only Read-only access to specified areas Auditors, new employees in training

Security Best Practices

  • Use strong, unique passwords for each user
  • Enable two-factor authentication when available
  • Regularly review and update user permissions
  • Immediately deactivate accounts for terminated employees
  • Maintain an access log for compliance audits

Room and Location Setup

Accurate room configuration ensures proper inventory tracking:

Room Types in METRC

Propagation/Clone Room

For mother plants and clone production

Vegetative Room

For plants in vegetative growth stage

Flowering Room

For plants in flowering stage

Drying Room

For harvested plant material drying

Storage/Vault

For packaged products and inventory storage

Sales Floor

For retail display and sales areas

Tag Management

RFID tags are the foundation of METRC tracking. Proper tag management prevents compliance issues:

Tag Ordering Process

  1. Estimate tag needs based on production/sales volume
  2. Order tags through METRC with sufficient lead time
  3. Maintain minimum tag inventory (recommend 2-week supply)
  4. Store unused tags securely
  5. Report lost/damaged tags immediately

⚠️ Ohio Tag Requirements

Ohio requires tags to be applied at specific points:

  • Plants: When moved to vegetative stage (over 8 inches)
  • Packages: Immediately upon creation
  • Never reuse or transfer tags between products

Module 3: Package Management Fundamentals

Packages are the core unit of tracking in METRC. This module covers package creation, management, and the critical compliance requirements for package tracking in Ohio.

Understanding Packages in METRC

A package represents any quantity of cannabis or cannabis products that moves together through the supply chain. Every package must:

  • Have a unique RFID tag attached
  • Contain products from the same batch/lot
  • Be tracked from creation to final disposition
  • Include accurate weight/count information

Package Creation Process

Step 1: Prepare Product

Ensure product is ready for packaging (dried, cured, processed as needed)

Step 2: Select Source

Choose the source package(s) or harvest batch

Step 3: Create Package

Enter package details in METRC (item type, weight, count)

Step 4: Apply Tag

Physically attach RFID tag to package

Step 5: Verify

Double-check all information before finalizing

Package Types and Categories

Harvest Packages

Created directly from harvested plants

  • Flower
  • Trim
  • Shake
  • Waste

Production Packages

Created from processing activities

  • Pre-rolls
  • Extracts
  • Edibles
  • Topicals

Lab Sample Packages

Created for required testing

  • Potency samples
  • Contaminant testing
  • Terpene analysis

Weight and Unit Management

Accurate weight tracking is critical for compliance:

Weight Entry Best Practices

  • Always use calibrated scales
  • Record weights immediately after packaging
  • Include packaging weight when required
  • Use appropriate units (grams for small amounts, pounds for bulk)
  • Account for moisture loss in flower products

Ohio-Specific Weight Requirements

  • Flower must be tracked by weight (grams)
  • Manufactured products tracked by unit count AND weight
  • Daily purchase limits calculated by product weight
  • All weights must be within 3% variance for compliance

Package Adjustments

Sometimes package information needs to be corrected. METRC allows certain adjustments:

Adjustment Type When to Use Documentation Required
Weight Adjustment Moisture loss, packaging errors Reason, new weight, date/time
Item Correction Wrong item type selected Original item, correct item, reason
Quantity Adjustment Count errors in unit-based items Original count, new count, explanation
Waste Reconciliation Damaged/unsaleable product Amount wasted, method, witness

⚠️ Adjustment Compliance

All adjustments must be:

  • Made within 24 hours of discovery
  • Supported by documentation
  • Reviewed by management
  • Available for state inspection

Package Labeling Requirements

Ohio requires specific information on all cannabis package labels:

Required Label Elements

  • Package tag number
  • Product name and type
  • Net weight or count
  • THC and CBD content
  • Harvest/production date
  • Testing information
  • Universal symbol
  • Warnings as required by OAC 3796

Module 4: Inventory Tracking Best Practices

Effective inventory tracking is the cornerstone of METRC compliance. This module covers daily procedures, reconciliation techniques, and strategies to maintain accurate inventory.

Daily Inventory Procedures

Morning Routine

  1. Print current METRC inventory report
  2. Perform physical count of high-value items
  3. Verify all packages are properly tagged
  4. Check for expired or expiring products
  5. Review previous day's adjustments

Throughout the Day

  • Update METRC immediately after each transaction
  • Document any discrepancies as they occur
  • Monitor for system sync issues
  • Verify transfers upon receipt

Closing Procedures

  1. Complete final inventory reconciliation
  2. Review all day's transactions
  3. Ensure all sales are synced
  4. Lock and secure inventory areas
  5. Generate end-of-day reports

Inventory Organization

Best Practices

  • FIFO Method: First In, First Out rotation
  • Zone System: Group similar products together
  • Clear Labeling: Visible tags and expiration dates
  • Segregation: Separate areas for different stages
  • Quarantine Area: For products pending testing or disposal

Common Inventory Discrepancies

Type Common Causes Prevention
Weight Loss Moisture evaporation Proper storage, regular adjustments
Count Errors Manual counting mistakes Double-counting, barcode scanning
Missing Items Theft, misplacement Security cameras, access control
Data Entry Typos, wrong units Verification procedures, training

⚠️ Critical Compliance Points

  • All adjustments must be documented within 24 hours
  • Variances over 3% require investigation
  • Pattern of discrepancies triggers audit
  • Failure to reconcile can result in violations

Module 5: Sales & Patient Management

Proper sales recording and patient management in METRC ensures compliance and accurate tracking. This module covers the complete sales process and patient interaction requirements.

Sales Process in METRC

Step-by-Step Sales Recording

  1. Patient Verification
    • Check ID and MMCP card
    • Verify in OARRS
    • Confirm active status
  2. Create Sales Receipt
    • Select patient from database
    • Add products to cart
    • Verify limits not exceeded
  3. Process Transaction
    • Apply any discounts
    • Calculate taxes
    • Record payment method
  4. Finalize in METRC
    • Submit sale
    • Print receipt
    • Update inventory

Patient Database Management

Required Patient Information

  • Full legal name (as on ID)
  • Date of birth
  • MMCP registration number
  • Address (current)
  • Phone number
  • Email (optional but recommended)
  • Caregiver information (if applicable)

Special Sales Situations

Returns and Exchanges

Ohio regulations on returns:

  • Generally prohibited once product leaves facility
  • Exceptions for defective products
  • Must be documented in METRC
  • Returned products must be destroyed

Voided Sales

When and how to void:

  • Only before patient leaves premises
  • Must void in both POS and METRC
  • Document reason for void
  • Manager approval required

Sales Compliance Tips

  • Always check limits before finalizing
  • Never hold product for patients
  • Cash handling procedures must be followed
  • All discounts must be documented
  • Keep detailed records of refused sales

Module 6: Transfer Manifests

Transfer manifests are critical documents for moving cannabis products between licensed facilities. This module covers manifest creation, management, and compliance requirements.

Understanding Manifests

A manifest is a detailed shipping document required for all cannabis transfers between licensed facilities in Ohio.

Required Information

  • Origin facility license number and address
  • Destination facility license number and address
  • Driver information and vehicle details
  • Detailed product list with package tags
  • Route information
  • Estimated departure and arrival times

Creating Outgoing Transfers

Step-by-Step Process

  1. Verify destination facility license
  2. Select packages for transfer
  3. Create manifest in METRC
  4. Enter transportation details
  5. Print manifest (multiple copies)
  6. Package products securely
  7. Complete final verification

Receiving Transfers

Acceptance Procedures

  1. Verify manifest matches METRC
  2. Check all package tags
  3. Inspect for damage or tampering
  4. Weigh/count all items
  5. Note any discrepancies
  6. Accept or reject in METRC
  7. File manifest copy

⚠️ Common Transfer Violations

  • Transporting without manifest
  • Deviating from approved route
  • Exceeding time limits
  • Incorrect package information
  • Accepting without proper verification

Transportation Requirements

Requirement Details
Vehicle Enclosed, locked cargo area, no markings
Driver Licensed employee, manifest agent
Route Direct, no unnecessary stops
Communication Two-way communication required

Module 7: Testing & Compliance

All cannabis products must be tested by state-approved laboratories before sale. This module covers testing requirements, procedures, and how to manage test results in METRC.

Ohio Testing Requirements

Mandatory Tests

  • Potency: THC, CBD, and other cannabinoids
  • Microbials: Bacteria, mold, yeast
  • Mycotoxins: Aflatoxins and ochratoxin
  • Heavy Metals: Lead, cadmium, arsenic, mercury
  • Pesticides: Prohibited pesticide residues
  • Foreign Matter: Visual inspection
  • Water Activity: For certain products

Sample Collection Process

Creating Lab Samples

  1. Select batch for testing
  2. Create sample package in METRC
  3. Follow lab's collection protocol
  4. Apply sample package tag
  5. Complete chain of custody form
  6. Schedule lab pickup/delivery

Managing Test Results

Result Actions

Result Action Required
Pass Products released for sale
Fail Quarantine, possible remediation
Remediation Re-test after approved process
Destruction Document and destroy failed products

Testing Compliance Best Practices

  • Never sell untested products
  • Maintain test results for 5 years
  • Display potency on all labels
  • Quarantine products immediately upon failure
  • Follow remediation protocols exactly

Module 8: Waste Tracking & Destruction

Proper waste tracking and destruction is crucial for preventing diversion. This module covers compliant waste management procedures and documentation requirements.

Types of Cannabis Waste

  • Plant Waste: Stems, leaves, roots, dead plants
  • Product Waste: Expired, damaged, or recalled products
  • Lab Waste: Failed test samples
  • Production Waste: Trim, shake, processing byproducts
  • Returned Products: Customer returns (if allowed)

Waste Disposal Methods

Approved Methods in Ohio

  1. Grinding and Mixing
    • Grind cannabis waste
    • Mix 50/50 with non-consumable material
    • Examples: coffee grounds, cat litter, soil
  2. Composting
    • On-site composting allowed
    • Must be secured area
    • Document all additions
  3. Waste Management Service
    • Licensed waste hauler
    • Manifest required
    • Certificate of destruction

METRC Waste Tracking

Recording Waste

  1. Create waste package in METRC
  2. Add all waste items with weights
  3. Document reason for waste
  4. Record disposal method
  5. Note date and time of destruction
  6. Identify witnessing employee

⚠️ Waste Compliance Requirements

  • All waste must be rendered unusable
  • Video surveillance required during destruction
  • Two employees must witness destruction
  • Records kept for 5 years minimum
  • Report unusual waste patterns

Module 9: Reporting & Analytics

METRC provides powerful reporting tools for compliance monitoring and business intelligence. This module covers essential reports and how to use analytics for better compliance.

Essential METRC Reports

Compliance Reports

  • Inventory Snapshot: Current inventory by category
  • Sales by Date: Daily transaction summary
  • Transfer History: All incoming/outgoing transfers
  • Adjustment Report: All inventory adjustments
  • Waste Report: Disposal tracking
  • Lab Results: Testing history and results

Creating Custom Reports

Report Builder Features

  1. Select date range
  2. Filter by product type
  3. Choose specific locations
  4. Add custom fields
  5. Export to Excel/PDF
  6. Schedule automated reports

Using Analytics for Compliance

Key Metrics to Monitor

Metric Why It Matters
Adjustment Frequency High adjustments may indicate problems
Waste Percentage Excessive waste needs investigation
Transfer Accuracy Discrepancies show process issues
Testing Turnaround Delays impact inventory

Reporting Best Practices

  • Run daily inventory reports
  • Review weekly trends
  • Archive monthly summaries
  • Share reports with management
  • Use data to improve processes

Module 10: Common Errors & Troubleshooting

Even experienced users encounter METRC errors. This module provides solutions to common problems and strategies for preventing issues.

Frequent METRC Errors

Top 10 Errors and Solutions

  1. Package Already Exists

    Solution: Check for duplicate tag numbers, use new tag

  2. Insufficient Inventory

    Solution: Verify source package quantity, check for pending transactions

  3. Invalid Date/Time

    Solution: Ensure date is not in future, check time zone settings

  4. Tag Not Found

    Solution: Verify tag number, ensure tag is assigned to facility

  5. Sync Failure

    Solution: Check internet connection, retry sync, contact support

Prevention Strategies

Avoid Errors By

  • Double-checking entries before submitting
  • Training staff thoroughly
  • Using barcode scanners when possible
  • Maintaining consistent procedures
  • Regular system maintenance

When Things Go Wrong

Escalation Process

  1. Document the error (screenshot)
  2. Try basic troubleshooting
  3. Check METRC bulletins
  4. Contact METRC support
  5. Notify management
  6. Document resolution

⚠️ Never Do These

  • Create "placeholder" entries
  • Share login credentials
  • Backdate transactions
  • Delete records to "fix" errors
  • Ignore sync failures

Module 11: Ohio-Specific Requirements

Ohio has unique METRC requirements that differ from other states. This module covers Ohio-specific rules, timelines, and compliance considerations.

Ohio METRC Timeline

Critical Deadlines

  • Package Creation: Within 24 hours of harvest/production
  • Sales Recording: Real-time (before patient leaves)
  • Transfer Manifests: Created before transport begins
  • Lab Results: Entered within 2 business days
  • Waste Disposal: Recorded within 24 hours
  • Inventory Adjustments: Same business day

Ohio-Specific Features

Unique Requirements

  • Whole Day Units: Ohio's unique dosing system
  • 90-Day Supply: Rolling calculation method
  • Tier System: Products categorized by THC content
  • Indigent/Veteran Discounts: Special tracking required
  • Home Delivery: Specific manifest requirements

State Reporting

Required State Reports

Report Frequency Deadline
Monthly Sales Summary Monthly 15th of following month
Inventory Audit Quarterly 30 days after quarter end
Annual Compliance Yearly With license renewal

Ohio Compliance Tips

  • Understand whole day unit calculations
  • Track indigent/veteran status properly
  • Follow Ohio's specific testing requirements
  • Maintain separate medical/adult use inventory (when applicable)
  • Comply with Ohio advertising restrictions

Module 12: Best Practices & Optimization

This final module consolidates best practices for METRC excellence and provides strategies for optimizing your compliance workflows.

METRC Excellence Framework

Five Pillars of Success

  1. Accuracy: Right first time, every time
  2. Timeliness: Real-time updates, no delays
  3. Consistency: Standard procedures followed
  4. Documentation: Complete records maintained
  5. Continuous Improvement: Learn from mistakes

Optimization Strategies

Workflow Improvements

  • Automation: Use integrated POS systems
  • Templates: Create standard operating procedures
  • Training: Regular refreshers for all staff
  • Technology: Barcode scanners, tablets, labels
  • Delegation: Clear roles and responsibilities

Building a Compliance Culture

Key Elements

  • Leadership commitment to compliance
  • Regular team meetings on METRC topics
  • Recognition for compliance excellence
  • Open communication about challenges
  • Investment in tools and training

Future-Proofing Your Compliance

Stay Ahead By

  • Following METRC updates and bulletins
  • Participating in industry associations
  • Building vendor relationships
  • Preparing for regulatory changes
  • Investing in staff development

🎯 Your Path to METRC Mastery

Congratulations on completing this comprehensive METRC training! Remember:

  • Practice makes perfect - use the system daily
  • Stay curious - explore new features
  • Help others - share your knowledge
  • Stay compliant - it protects everyone

Additional Resources

Quick Reference Guides

Video Tutorials

Compliance Documents