Government of Canada reporting requirements for cannabis stores

The weight of the cannabis product is the weight of the actual cannabis product minus any packaging. This is the weight that is required to appear on the label as per the labelling requirements of the amended Cannabis Regulations. For Cannabis Tracking System reporting, this must be reported in kilograms. The weight does not refer to the amount of THC in the product or the equivalency of the product to grams of dried cannabis (which also are required on the label).

In the case of non-solid edibles (i.e., beverages), the labelling requirements of the regulations require the net volume (expressed in millilitres) on the label. For the purposes of Cannabis Tracking System reporting, a 1 millilitre = 1 gram volume to weight ratio for beverages should be used. When reporting topicals, if the weight is less than .001, you may report .001 as the weight.

The new Cannabis Tracking System order requires cannabis oil to be reported as either extracts – ingested, or edibles – nonsolid. In either case, the new Cannabis Tracking System order requires the packaged and unpackaged quantities of these cannabis products to be expressed in kilograms, as opposed to litres.

For packaged cannabis oil products, the current regulations require cannabis oil labels to include weight and volume; therefore, products must have the weight identified on the label. If there is a technical impediment preventing a cannabis licence or authorzation holder, distributor or retailer from directly calculating the weight of its cannabis oil inventory, a density of 0.93 grams per millilitre (or kilograms per litre) may be used to calculate the weight of cannabis oil based on the volume for the purposes of Cannabis Tracking System reporting.

To be consistent with the labelling requirements regarding possession equivalencies, teas (leaf) and dry powder beverage mixes must be reported as Edibles - Solids in the Cannabis Tracking System.

Dry Sift Kief:  Extracts – inhaled

Hexo Fleur De Lune: Extracts – other

Beverages: Edibles – non-solid

Tea Leaf: Edibles - solids

CBD Isolate: Extracts - ingested

Reporting the number of employees:  When you enter a number in any of the five cells, you will see a warning that states ‘Number of employees must be a whole number less than 10,000’. To remove the error, ensure a number (zero or above) is entered in all cells. 

Cannabis Product Inventory: To view definitions of products, click on the question mark symbol.  This displays the same definitions that are found on the Liquor and Cannabis Regulation Branch federal reporting template 2.0 and on the Cannabis Tracking System Monthly Reporting Guide (Section 7.7).

Reasons for not being able to submit:

• Closing inventory must be equal to (Opening Inventory + Additions – Reductions)
• Opening inventory does not match previous months closing inventory
• If you have a closing inventory, you MUST have a value and a weight
• Reductions to Inventory – Domestic, MUST equal Sales to Consumer (retail) units.
• Weight – must be in KILOGRAMS.  If you get an error about too many decimals, tab to the next cell, go back to the weight cell and enter in weight again. 
• Do not enter any numbers ending in .00. For example, if sales are $2300, do not enter 2300.00 into the system. 
• Data entry is taking longer than 20 mins.  It is suggested that you have all your information filled out for reference prior to entering in your numbers.  If you are taking longer than 20 minutes to fill in your information, the system will lose your information.  You can enter in one category, click save for later, and then continue on with your next category.  When everything is entered, you will be able to click Submit Monthly Report.

Submitted:  Once your report is submitted, its submitted status will be displayed. To view this, follow these steps:

1. Click on the bell shaped ‘notifications’ icon in the top right of the page
2. Scroll down to the section ‘federal reporting’. Click on the relevant licence and month. The status should show as ‘submitted’.