BioTrack is New York's official seed-to-sale (STS) tracking system and offers many benefits to cannabis businesses, but sometimes learning a new system can feel overwhelming, especially if you're trying to figure it out all on your own.

That's why we've put together this comprehensive guide to help you find your way, step by step!

We'll break down the essentials, demystify its features, provide step-by-step instructions for essential processes, and offer practical tips to help you leverage BioTrack and ensure compliance with New York cannabis regulations. Read on!

Understanding BioTrack New York

First things first, let's understand what BioTrack is, how it works, and its purpose in New York's cannabis industry.

What is BioTrack?

Essentially, BioTrack is a track-and-trace solution developed specifically for the cannabis industry. Its primary purpose is to ensure transparency throughout the supply chain by monitoring cannabis products from when they're tiny seeds until they're sold to customers.

Designated as New York's official STS tracking system, BioTrack provides a comprehensive, traceable record of every step in the lifecycle of cannabis goods – from cultivation and production to transportation and retail sale, helping the state's Office of Cannabis Management (OCM) regulate both medical and adult-use cannabis industries, prevent the diversion of cannabis to the illicit market, and ensure all products are high quality and safe for consumption.

In New York, all cannabis operators are required to use an inventory tracking system that integrates with BioTrack. Additionally, cannabis laboratories should send product testing data through this system.

BioTrack Software Features

BioTrack is equipped with plenty of industry-required features, many of which are designed for operational management, reporting, and cannabis inventory tracking in New York and other states. Below are the most relevant ones:

Automatic reporting to the state's system
Unique alphanumeric tags
Real-time data, analytics, and reports
Custom compliance-focused reporting
Integration metrics
Custom, compliant product labels
Transport manifest generation
Industry-leading security standards

Some features are specifically tailored to New York cannabis regulations and needs, including the following:

Go-live support: BioTrack's support team is willing to help you integrate your software solutions into this STS system, providing guidance if you need to address common pitfalls and helping you ensure compliance.
Custom receipts: With BioTrack, you can create custom receipts that display all the necessary details, from license numbers and budtender IDs to tax calculations.
Purchase limits: By leveraging the features of Biotrack New York, your dispensary can avoid dispensing cannabis products beyond legal limits, ensuring sales are safe and compliant.
State-compliant labels: BioTrack can generate labels that include all required variables and comply with New York cannabis regulations.

How Does BioTrack Work in New York?

BioTrack is tightly integrated with the OCM. If you operate a licensed cannabis business in this state, you must record and report all of your activities through this system, documenting the movement of each cannabis product from start to finish.

Here are some simplified examples for other cannabis operators:

Cultivators should track and report the growth of their plants, with information on strains, planting dates, location of cultivation (indoor/outdoor), harvest methods, irrigation, pest management, and disposal of plant material.
Processors must document the transformation of raw cannabis into other products, such as concentrates or edibles, including data on cannabis extraction methods, solvent handling, raw material and finished product storage, packaging, and testing.
Distributors should track and report the movement of cannabis products from cultivators to retailers or other licensed businesses, recording information on transfers, quantities, and transportation methods.
Retailers and dispensary operators must record all sales to customers, including information on quantities, prices, returns, packaging, labeling, and disposals of expired items.

When you enter this data into BioTrack, the system creates a comprehensive and auditable trail that gives state regulators access to a traceable history of every cannabis product produced and sold in their jurisdiction.

The Role of BioTrack in Cannabis Traceability and Compliance

As we mentioned above, the OCM relies on the use of BioTrack to effectively regulate cannabis-related activities, monitor the industry, and ensure all related laws are respected.

This system provides a comprehensive chain of custody that allows both operators and regulators to trace cannabis products back to their origin and identify those that may be non-compliant or pose a safety risk.

For cannabis businesses, BioTrack provides the tools necessary to operate within the legal framework. Its features facilitate accurate inventory management by helping you track your inventory in real time to ensure you stay within legal limits and minimize discrepancies.

Additionally, BioTrack simplifies reporting, which is a must in this industry, by creating detailed, accurate reports for the OCM and generating records you can use to demonstrate compliance during audits or inspections.

Compliance Requirements

With BioTrack in New York, compliance isn't a one-time thing but a daily responsibility. Here are the requirements you must comply with.

Overview of Compliance Requirements for Using BioTrack in New York

In New York, you must use an inventory tracking system to report all your activities and trace cannabis products from seed to sale, but you're free to choose any software as long as it's compatible with BioTrack.

In other words, you can choose a solution from a third-party vendor, but it MUST integrate with the OCM's STS system. Your inventory tracking software must be able to transmit data to BioTrack through an application program interface (API), as established by Section 78 of the state's Cannabis Law.

Moreover, you must purchase inventory tags from BioTrack before entering your inventory into the system. The OCM announced that it'd cover up to $250,000 in these purchases across licensees for this program launch, but more details will be unveiled soon.

If you rely on this integration for your day-to-day operations, you may also be subject to the following requirements and best practices:

Ensure all data you enter into your inventory system is comprehensive, up-to-date, and accurate.
Enter all required information in a timely manner as specified by the OCM regulations.
Reconcile your physical inventory with the information recorded in your chosen software and BioTrack.
Only use point-of-sale (POS) systems compatible with BioTrack.
Train your staff on how to use all integrated systems correctly.
Maintain accurate, detailed records of all your activities and of the information that is input to BioTrack.

Using an inventory tracking system that integrates with BioTrack automates data transfer between the two systems and eliminates the need for manual data entry, reducing the risk of errors and discrepancies while helping you meet your reporting obligations. Additionally, it can streamline key processes, from inventory management to sales tracking, in order to boost operational efficiency.

Reporting Obligations to the Office of Cannabis Management (OCM)

Reporting is a key responsibility for cannabis businesses in New York right from the start. For instance, retailers must submit an Initial Inventory Report as soon as they are licensed and before they begin selling, and this document must include information on all sales, inventory adjustments, and any materials received during reporting periods.

All cannabis businesses have reporting obligations. Furthermore, this requirement holds throughout the supply chain. The OCM may ask you to report on the following:

Inventory levels, including additions and removals
Sales transactions
Cultivation and processing activities, including yields and waste generated
Testing results
Water disposal methods

Plus, New York cannabis regulations state that all businesses or individuals authorized to transport cannabis must generate a shipping manifest, which must contain the purpose for the transport.

Integrating BioTrack with Distru

As of January 17th, 2025, it's mandatory for all cannabis businesses in New York to choose an inventory tracking system that integrates with BioTrack. If you're looking for a reliable option, we have good news: Distru ticks all the boxes!

Our comprehensive Enterprise Resource Planning (ERP) system is designed to help cannabis operators navigate all the complexities of this highly regulated and competitive industry.

With Distru, you can manage every aspect of your business, from cultivation to sale – all from a single platform! Plus, our solution seamlessly integrates with BioTrack, helping you automate reporting to improve data accuracy, minimize errors, and ensure compliance.

Benefits of Distru for Cannabis Operations

Distru offers many benefits to cannabis operators, including the following:

Real-time inventory tracking with automated stock alerts and detailed product information
Streamlined manufacturing and production planning with improved batch tracking and quality control
Enhanced order management and efficiency through streamlined logistics and distribution processes
Simplified sales management through seamless integration with POS systems and e-commerce platforms
Access to valuable insights into operations and performance through its robust reporting and analytics capabilities
Enhanced productivity and reduced administrative overhead by automating key processes across the supply chain
Increased operational efficiency through a centralized platform that collects all important data from cannabis businesses

Seamless Integration with BioTrack

Another key benefit of Distru is that it's an excellent solution for BioTrack New York compliance! Our all-in-one seed-to-sale software can easily integrate with BioTrack, reducing the administrative burden on cannabis businesses.

Distru automatically transfers the required data directly to the OCM's system, ensuring that all information is accurate and reported to regulators on time. Moreover, our software generates reports that are compatible with BioTrack's requirements, so you can make sure your business complies with New York regulations.

The BioTrack API allows Distru to connect with this system and securely transfer data in real time. We ensure full compatibility! Just get in touch with our team to learn more about our solution's integration capabilities.

Creating OCM Manifests with Distru

One of the biggest advantages of Distru is that you can automate key processes to boost efficiency and ensure compliance with New York's strict regulations. This includes reporting.

For example, you can use Distru to generate OCM manifests in just minutes! Here's what you should do:

Click the Sales and Fulfillment tab.
Create a new sales order.
Enter all sale details, including customer information, delivery date, order line items, batches, and applicable discounts.
Save the order and create an invoice for it (you can choose whether to get an email copy sent).
Go to the shipment tab for your recently created order.
Click edit and fill in details that will appear on the manifest, such as departure time, estimated arrival, shipper, receiver, and distributor information.
Submit the order shipment details to generate the OCM manifest.
Preview the OCM manifest under the shipment tab.
Have your shipment manifest ready for your order!

Distru's quick-fill fields will auto-populate the OCM manifest, so you can save time. The process is so straightforward, and you can watch it in this video! Additionally, there's a preview available for improved accuracy!

BioTrack Support and Training Resources

Do you want to learn more about BioTrack? You have plenty of information to review!

Both the OCM and the developer behind this software offer valuable BioTrack training resources. We'll list some of them below!

Where to Find Training Resources for BioTrack in New York

The OCM offers information and educational resources about BioTrack through its website, specifically on its "Seed-to-Sale Integration" page. Also, it has conducted several webinars to train users on the required integration with inventory tracking solutions.

Find all of the OCM's BioTrack API Training webinars here.

The OCM also provides a FAQ guide on the BioTrack THC System, where you can find more information about it, as well as the API documentation to confirm compatibility with third-party vendors.

The BioTrack team also offers tools and resources for users who need support or want to learn more about this system, including the following:

Distru is committed to helping cannabis operators understand BioTrack, too. Check out our blog to find valuable articles and guides, such as the following:

Support Options Available for BioTrack Users

BioTrack offers ongoing support to users through different channels. If you have any questions or are experiencing any problems, you can call the following phone numbers:

Technical Support: 1.844.420.8324
Training Department: 1.844.229.6632
Sales Department: 1.844.216.2667
Onboarding Department: 1.844.296.3800
Billing Department: 1.800.404.6025

You can also send your inquiries to ILHelp@biotrackthc.com or create a case through the BioTrack Help Center, where you can find more information and educational resources on different topics.

FAQS

What Is BioTrack and How Does It Work in New York?

BioTrack is New York's official traceability system, meaning it's used by the OCM to monitor cannabis products from seed to sale. Cannabis operators must enter key data – from information on cultivation methods to sale reports – to create a history of each cannabis good that is auditable by regulators.

If you operate in this state, you'll be required to use inventory tracking software that integrates with BioTrack.

Is It Mandatory to Use BioTrack for Inventory Tracking in New York?

While you aren't required to use BioTrack for inventory tracking in New York, you must use software that integrates with this system to transfer the required data to the OCM.

How Can I Know If My Inventory Tracking Software Is Compatible with BioTrack?

You should share the API with your chosen vendor to determine if the inventory tracking software meets all the requirements set by the OCM and can seamlessly integrate with BioTrack.

How Much Does BioTrack Cost?

While there's no information on BioTrack pricing publicly available, the OCM has clarified that licensees won't be charged any fees for submitting their data through New York's STS system.

Cannabis businesses will be required to purchase 16-digit identifiers (tags) that integrate with BioTrack, and the OCM has committed to covering up to $250,000 of such purchases. However, more details are yet to be released.

How Do I Integrate My Cannabis Business with BioTrack New York?

You can do this through a compatible inventory tracking system. This means you should work with your chosen software vendor to determine if their solution is compatible with BioTrack's API and set up the integration.

Final Thoughts

BioTrack has become a key piece of New York's regulatory framework, so it's important to understand what it is and how it works if you want to thrive in this state's highly regulated market.

We know that the system can seem complex, and you have to learn about all of the related regulations to ensure compliance on top of that. However, understanding BioTrack's core functionalities and its role in New York's traceability framework can help you streamline your business practices to boost efficiency and operate your business within legal boundaries.

Do you have more questions? Besides offering cannabis compliance software that easily integrates with BioTrack New York, Distru is willing to help you succeed in the cannabis industry. Schedule a demo to try out our solution or contact our team for more information!

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How to Navigate BioTrack New York for Cannabis Businesses