Metrc (New York) Bulletin NY_IB_0010 explains how to receive transfers when the physical count does not match the electronic manifest, how to document adjustments correctly, and how to return unwanted excess inventory back to the originating facility.
What the New York bulletin changes: variance allowance
Variance limit: Metrc is reducing the allowed variance between shipped and received package quantities by up to 5%.
Confirmation requirement: When a received package has a variance within the allowed threshold, New York licensees must explicitly confirm they are accepting that variance during the receive process.
Over-limit variances: Any variance over 5% cannot be accepted into inventory.
Why this matters for day-to-day operations
Transfer receiving is one of the fastest ways inventory errors enter Metrc, especially when teams rush receiving, split cases, or discover overages/shortages after the driver leaves. This bulletin clarifies the compliant path for handling shortages (adjusting down with proper documentation) and overages (either accept the extra units or create a return transfer back to the originating facility).
How to accept an incoming transfer in Metrc (New York)
Navigation: Go to the Transfers page and locate the incoming transfer/packages in the Transfers grid.
Receive action: Select Receive on the incoming package(s) you are bringing into your facility inventory.
Match physical reality: If there is a variance, enter the count of units you physically received so the received quantity aligns with what is actually on hand.
Confirm variance (when prompted): If the received quantity differs from the shipped quantity but is within the allowed threshold, confirm the variance in the receive window to complete receiving.
Handling discrepancies: when received quantity is less than the manifest
Allowed approach for shortages: If the physical quantity is less than what is listed on the manifest, you may receive the package and then adjust the package quantity in Metrc to reflect the actual amount received.
Adjustment action: Select the received package in your inventory, choose Adjust, and correct the package count to match your physical inventory.
Adjustment reason: Use Entry Error as the adjustment reason.
Required notes: In the note field, document what occurred (for example, shortage discovered at receiving, count method used, any communication with the shipper, and any internal incident reference).
Quantity entry detail: If reducing the package quantity, enter the decrease as a negative value (for example, “-3” to remove three units).
Handling overages: when received quantity is more than the manifest
Core rule: If the physical quantity of units is greater than what is listed on the manifest, your handling depends on whether you intend to keep the extra units or return them to the originating facility.
Option A: accept the additional units into your inventory
Receive with accurate count: When receiving the transfer in Metrc, include the additional units so the received quantity matches what was physically delivered.
Operational implication: This approach makes your on-hand inventory match reality immediately, but you should still document why the overage occurred and coordinate with the shipper to prevent repeat issues.
Option B: return the additional units to the originating facility
Receive first (to initiate a return): If you receive more units than expected and do not want the extras in your inventory, you must first receive the transfer into your Metrc account so the system can track the return correctly.
Create a new package for the excess: From the received package, use New Package to repackage only the unwanted excess units into a newly created Package UID.
Physical relabeling requirement: Place the excess units into an appropriate container and affix the new physical Package UID label to that container so the physical package matches Metrc.
Create a return transfer: Initiate a New Transfer using the newly created Package UID and select the originating facility as the destination, then register the transfer manifest to send the excess back.
Documentation and compliance best practices (practical interpretation)
Count before finalizing: Because variances over 5% cannot be accepted, confirm counts promptly at receiving so discrepancies are resolved immediately rather than after inventory is integrated into sales/storage workflows.
Notes should be audit-ready: Treat Metrc adjustment notes as a compliance record—write them so a regulator or auditor can understand what happened without additional context.
Packaging integrity: When returning excess items, the creation of a new Package UID is not just a system step; it is the traceability link that keeps the returned inventory distinct and trackable.
Labeling support: DistruLabels and Metrc Retail ID alignment
DistruLabels (free): DistruLabels is a 100% free tool for creating compliant packaging and retail labels, helping teams print clear, scannable labels that support accurate receiving, repackaging, and Metrc Retail ID compliance.
DistruERP (full platform): For larger operators that need end-to-end inventory, purchasing, production, sales, and fulfillment controls across the supply chain, DistruERP is Distru’s comprehensive Cannabis ERP platform built to support operational scale while maintaining traceability discipline.
Where to get help and training
Metrc Support: Submit and manage support requests through support.metrc.com (also accessible from the Metrc navigation Support dropdown).
Metrc Learn: Use Metrc’s training platform for role-based learning and updated workflows at learn.metrc.com.
