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Metrc Readiness Guide for New York Retailers

Madison Bunce avatar
Written by Madison Bunce
Updated today

New York’s cannabis industry is officially moving to Metrc, the state-mandated seed-to-sale tracking system.

By December 17, 2025, all licensed dispensaries must record every cannabis product movement and sale in Metrc.

Flowhub integrates directly with Metrc so you can automatically report inventory and sales data without double entry. This guide walks you through how to get credentialed, connect your system, import inventory, manage day-to-day compliance, and stay audit-ready long-term.

Step 1: Get Credentialed with Metrc Learn

Before you can connect Flowhub to Metrc, your business must complete Metrc’s official training and credentialing process. Credentialing for retailers opened on November 7, 2025.

Complete Required Training

Any license holders in New York must finish the “New Business Fundamentals” course in Metrc Learn. This training covers system basics and is required before you receive login credentials.

Credentialing & Setup Process

After completing the course, Metrc will email the primary license holder with login credentials. Once received, log in to:

  1. Verify your license information

  2. Create locations

  3. Create inventory

  4. Add employees as users so they can receive their own credentials

  5. Order tags

Ordering Package Tags

Starting December 17th, every regulated cannabis item in your inventory must have a valid Metrc Package Tag (also known as UID) associated to it. This number corresponds to the "Regulatory Id" field on Inventory, and is what is used to link inventory between Flowhub and Metrc, and report your sales to Metrc.

If any inventory in your store will still be on your shelves on December 17th, you must tag it. Otherwise, all incoming product should already be tagged prior to receiving it.

You can not order tags until you're are credentialed in Metrc. This is important when “Beginning Inventory”, which we cover further down in this guide.

Step 2: Connect Metrc to Flowhub

Once you’re credentialed, it’s time to link Flowhub to Metrc. This connection allows Flowhub to automatically report transactions, imports, and adjustments on your behalf.

Read the full Add Metrc API Key article or follow the instructions below.

Generate Your API Key in Metrc

  1. Log in to Metrc and select New York as your state.

  2. Click your name or badge ID in the top-right corner, then choose API Keys.

  3. Click Generate API Key and copy the long string of letters and numbers.

If you ever change your Metrc password, you’ll need to regenerate a new key.

Add the Key in Flowhub

Follow the Add Metrc API Keys guide:

  1. In Flowhub, click your initials in the upper right corner → Account Settings.

  2. Scroll to Regulator Credentials.

  3. Select “New York,” paste your key, and click Save.

Note: For live sales push, every budtender will need a Metrc API key so that every transaction can be attributed appropriately for auditing and compliance reasons.

Common Setup Troubleshooting

If Flowhub shows an error such as “Problem contacting Metrc’s API,” double-check:

  • The key was copied correctly (no spaces).

  • Your Metrc account is active and has required permissions.

  • The key matches the right user profile.

  • The license number that appears in Metrc for your store matches Flowhub exactly (reach out to Product Support to double check this).

Once the key is accepted, you’re ready to start bringing in inventory sent to you in Metrc from Suppliers.

Enable your Store's Metrc Regulatory Compliance Settings

Navigate to Store Settings by selecting the name of your store in the upper right corner and select "Store Settings." Then, Navigate to the Regulatory Compliance section and set up the following:

  1. Assigning an Admin Regulatory User: In Store Settings under the "Regulatory Compliance" section, there is a setting named "User's API key will be used when auditing Metrc Sales Uploads." Select the user who has a valid Metrc API key for this, and Flowhub will use this key for repairing or repushing any failed sales.

  2. Enable On Hold Packages: this provides support for viewing when a Package is on Administrative Hold in Metrc automatically in Flowhub inventory. More on On Hold packages here.

  3. Enable Automatically Look up External Inventory IDs when Saving Inventory Items: this enables support for Metrc Retail Id in Flowhub, which is required for New York. Flowhub will automatically save the Retail IDs on inventory that is sent to you from Suppliers, and you'll see a QR code icon next to that inventory indicating it has a Metrc Retail ID.

  4. [When you have tagged Metrc inventory and are selling it - enable Sales Push options: ]

    1. Enable Live Sales Push: This will automatically attempt to report your sales to Metrc. If you are selling items without Metrc Package tags, its expected you'll receive an error after completing the sale. It's recommended to wait to enable this as close to Dec 17 as possible.

    2. Enable Nightly Repair Jobs (recommended to enable): If any sales fail to report during the day and are not repushed manually, enabling "Automatically Report Any Unreported Sales Nightly (4am Eastern)" and "Automatically Audit Metrc Sales and Re-Push Failed Sales" will auto-repair any sales that are able to be repushed using the Admin user's API key that was set up under "User's API key will be used when auditing Metrc sales uploads."

  5. [if your store performs Deliveries] Enable "Automatically Audit Metrc Deliveries": This will re-push failed Delivery sales reported to Metrc, similar to the Audit Metrc Sales and Re-Push Failed Sales setting.

Here's what the Regulatory Compliance section of Store Settings should look like for a New York dispensary fully integrated to Metrc and reporting sales:

Step 3: Beginning Inventory

Flowhub can automatically sync your Metrc inventory to keep both systems aligned. Each package in Metrc has a unique ID (UID), also called a package ID, that Flowhub uses to match data.

Importing Inventory from a Supplier Manifest in Metrc

Moving forward, keep an eye out for incoming inventory from Suppliers that has been transferred to you in Metrc. These items should be brought into your Flowhub inventory via Flowhub's standard Metrc integration. There are a few different options on importing inventory from Metrc in Flowhub - most commonly used is importing by Manifest. More on those options here:

After the Beginning Inventory period closes on Dec 17, all inventory will be imported into Flowhub via Metrc Manifests transferred to you in Metrc by your Supplier.

Creating Beginning Inventory in Metrc from Flowhub (Nov 14 - Dec 17 only)

The Beginning Inventory period in Metrc is from November 14th to December 17th. After December 17th, the go live for the integration for all licensees in New York, this process will no longer be available.

Prerequisites for creating Beginning Inventory:

  1. You can log into Metrc

  2. You've ordered and received Package Tags for all of your inventory from Metrc

  3. Your Locations are set up in Metrc

  4. Your Items ("Products") and Strains ("Flower Strains referenced on Flower items in Metrc") are created, and you've used the exact Product Names and Variant Names that are on your Products in Flowhub.

    1. If there is a mismatch between the Product Name in Flowhub and the Item Name in Metrc, this will cause issues with us sending the External Transfer for you to create Beginning Inventory.

    2. If we receive errors that there are Items that have yet to be created, we will send those to you so they may be created as Items in Metrc.

  5. Once the above is complete, you'll fill out a form to confirm that the above is complete, and request that Flowhub create your External Transfer with your Flowhub inventory to Metrc.

Request Flowhub to send an External Transfer to Metrc

External Transfer

  1. Once we receive your request and confirmation that your Metrc environment is ready for Beginning Inventory, we will create your External Transfer in Metrc. The External Transfer will contain all Regulated Cannabis Inventory in your Flowhub store that does not have any value (is blank) in the "Regulatory ID" field.

    1. This ensures that we don't create anything in Metrc that already has a tag on it that you've recieved from a Supplier.

  2. When we create your External Beginning Inventory Transfer, we'll submit the Flowhub Inventory Id for each item as the "External ID" on the transfer, to allow us to link that item, when tagged, back to the original Flowhub inventory item, at the end of the Beginning Inventory process.

    1. If we are unable to create this Transfer because there are Items that have yet to be created in Metrc, you will be provided with a list of those Items that need to be created.

    2. Once they are created, you will request us to submit the External Transfer again.

  3. When the External Transfer is successfully created in Metrc, you'll receive it in Metrc and assign a Metrc Package Tag that you ordered and received to every inventory item. This is what tags your inventory in Metrc.

  4. Once you've assigned all your tags and completed the External Transfer, you'll notify us that your inventory is tagged in Metrc.

Linking Tagged Products in Metrc back to Flowhub Inventory

  1. Once your External Transfer has been processed and tags are associated to all inventory in Metrc, you will notify us that you are ready for us to link your tagged inventory to Flowhub.

  2. We'll then match up your Metrc inventory with tags to the original Flowhub Inventory ID sent on the External Transfer and populate the Package Tag into the "Regulatory ID" field in Flowhub, so your inventory is synced between Metrc and Flowhub and ready for Dec 17.

Step 4: Daily Compliance Workflows

Compliance is a daily practice that everyone working in a dispensary should be working toward. Flowhub simplifies your everyday tasks so you stay compliant without extra work.

1. Receiving Stock

Whenever new products arrive with a Metrc transfer manifest, immediately import them into Flowhub by using the Manifests tab in Inventory. As you associate Metrc Packages to Products in Flowhub, Flowhub will "learn" which Product you associate, and in the future, you can Bulk-Import those items into Flowhub with automatic Product association.

More on the Import by Manifest process in Metrc here.

2. Reporting Sales

All cannabis sales must be reported to Metrc, and Flowhub offers a few options and settings to make the process as seamless as possible.

  1. Real-Time (Live) Reporting: Each sale is sent to Metrc automatically when the transaction completes. This is recommended to enable for ease of sales reporting. Enable “Live Sales Push” in your Store Settings under Regulatory Compliance.

  2. Batch Reporting: If you opt to not push your sales live to Metrc, and do not enable the "Enable Live Sales Push" setting in Store Settings, you may push sales manually in bulk at the end of the day. Go to Sales → Bulk Push to Regulator, select the date, and Flowhub will upload only unreported transactions.

  3. Check that all sales are marked Reported in Flowhub. Use filters to spot and retry any failed uploads.

For setup details, see the Push Sales to Regulator guide.

3. Reconciling Inventory

Run daily or weekly checks to ensure your Flowhub inventory matches Metrc.
In Inventory → Metrc tab, click Sync from Metrc and review discrepancies:

  • Quantity Mismatch: One system shows more/less stock.

  • Active Pkg Not in Flowhub: Import missing packages.

  • Not Found in Metrc: A UID in Flowhub isn’t recognized in Metrc—check for typos in the "Regulatory ID" field, or if the Package is Finished in Metrc.

Use Flowhub’s one-click “Fix Flowhub” or “Fix Metrc” options to reconcile and add reason codes. Learn more in Metrc Discrepancy Management.

Perform reconciliation either before opening or after closing so quantities remain stable during review.

Step 5: Troubleshooting & Common Errors

Even with automation, sync errors occasionally occur. Most are quick fixes.

API Key or Permission Errors

Error: “Problem contacting Metrc’s API” → Your key is wrong, expired, or lacks permissions.
​Fix: Regenerate your API key in Metrc and re-enter it in Flowhub. Confirm your Metrc account is active and the license number in Metrc matches the license number on your store in Flowhub (contact Product Support to check this).

Failed Sales Uploads

In Flowhub’s Sales view, “Upload Failed” means Metrc rejected a sale. Common causes:

  • Invalid Package Tag: Wrong UID on the item.

  • Finished Package: Metrc thinks the package is closed.

  • Invalid Medical ID: For medical markets only.

Open the sale → choose Resolve Metrc Sales Errors. Enter the correct package UID or reopen the package if it was closed by mistake, then click Repush to Metrc.
See Correct Regulator Sales for step-by-step help.

Package Discrepancy Errors

Error: “Quantity Exceeds Available” → Flowhub allowed a sale from a package Metrc shows as depleted.
​Fix: Reconcile inventory. Adjust whichever system is inaccurate and repush the sale once counts match.

UID Not Found

If an item’s UID doesn’t exist in Metrc, find the correct package ID and edit it in Flowhub. Once corrected, re-push the transaction.

Unit-of-Measure Issues

Metrc has a Reporting Unit of Measure (in Flowhub as "Regulatory UOM") that defines whether items are to be reported by the Gram or by Each (the unit). The majority of inventory in New York will have a Regulatory UOM of Each, as everything is prepackaged before it arrives at the dispensary. Flowhub’s integration automatically pulls the appropriate Grams vs Each on the package from Metrc when you create inventory in order to ensure sales report correctly.

Prevention Tips

  • Import all packages before selling.

  • Don't adjust the "Regulatory UOM" field on Inventory that's imported from Metrc.

  • Avoid manually finishing packages in Metrc unless they’re truly empty and there is no physical product left at the store on that Package.

  • Train staff on the proper intake workflow so every product has a valid UID.

Step 6: Staying Compliant Long-Term

Compliance doesn’t end once you’re live. Regulations evolve, and your system should evolve with them. Flowhub is designed to keep you compliant automatically.

Automated Sync & Real-Time Reporting

Flowhub’s integration with Metrc Connect, the latest API, enables real-time reporting. Transactions post to Metrc within seconds, and the system can re-push any failed data automatically.

Even if you prefer nightly batch reporting, Flowhub can schedule pushes to ensure every sale is captured, so nothing slips through the cracks.

Built-In Guardrails

Flowhub includes safeguards to prevent common compliance mistakes:

  • On-Hold Package Alerts: Prevents sales from Metrc packages under hold or inactive status.

  • No Negative Inventory: Stops transactions that would oversell stock.

  • Automatic Reason Codes: Requires justification for adjustments so records stay audit-ready. These Discrepancy reasons are pulled in Flowhub directly from Metrc, so a discrepancy submitted from Flowhub to Metrc will push successfully.

These controls keep your team protected even if human errors happen.

Metrc Retail ID Support

New York is expected to adopt Retail ID as a requirement of the Metrc integration. Flowhub’s early integration ensures your store will be ready on day one. Learn more about this feature in Flowhub’s Metrc Integration overview.

Continuous Updates & Future-Proofing

Cannabis rules change frequently. Flowhub continuously updates its platform to match new Metrc APIs and state requirements. The team publishes release notes whenever major compliance updates go live, so you’re never caught off guard.

Ongoing Training & Audits

  • Train every new hire on both Metrc Learn and Flowhub workflows.

  • Use Flowhub Help Hub articles and webinars to stay current.

  • Schedule monthly “Metrc check-ups” to reconcile inventory and verify all packages are reported.

  • Run Flowhub’s Sales vs Metrc reports to confirm every sale exists in both systems.

Need extra help? Contact help@flowhub.com or visit Metrc Support for official guidance.

Helpful Resources

Metrc & Credentialing

Flowhub Guides

Additional Reading

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