Metrc (New York) bulletin NY_IB_0013 (distributed 04/20/2026; effective 05/13/2026) explains the required Metrc workflow for Buyer’s Club events, including how to designate trade sample packages, create the correct External Transfer type to the event location, and complete post-event reconciliation so your inventory stays accurate and audit-ready.
What this New York Metrc bulletin is addressing
New York licensees participating in Buyer’s Club events must use a dedicated Metrc transfer type designed specifically for this activity. The goal is to clearly separate Buyer’s Club event movements from standard transfers and ensure that trade sample inventory is tracked consistently from pre-event preparation through post-event reconciliation.
Practical impact: If your team moves product to an event without following this workflow (especially completing the External Transfer afterward), your Metrc inventory can remain overstated, which increases compliance risk during internal reviews, inspections, or audits.
Before the event: designate packages as Trade Samples
Before initiating any transfer for a Buyer’s Club event, you must designate the applicable Package UID(s) as trade samples in Metrc.
Where to do it in Metrc: Navigate to the Packages grid.
What to do: Select the Package UID(s) intended for the Buyer’s Club event and apply the Trade Sample designation to each applicable package.
Product eligibility note from the bulletin: The product you mark as a trade sample should be a Finished Good package and must have a testing status of TestPassed or RetestPassed.
Physical packaging requirement: Finished products must also be designated as a trade sample on the physical packaging of each cannabis product (in addition to the Metrc designation), so your on-hand goods match what’s represented digitally.
Create the Outgoing External Transfer using the Buyer’s Club event transfer type
After packages are correctly designated as trade samples, you will move them to the event using an Outgoing External Transfer.
Where to do it in Metrc: Go to Transfers > External, then select the Outgoing tab.
Transfer creation: Select New Transfer and choose the Buyer’s Club event transfer type from the available transfer type options.
Destination details: Create the outgoing transfer to the event location by entering the Buyer’s Club event name in the Destination Name field and the event address in the Destination Address field.
Address accuracy warning: The Destination Address field is currently free-form text, and the licensee is responsible for ensuring the event address entered is accurate at the time the transfer is created.
Manifest contents: Add all applicable trade sample packages to the transfer manifest.
Submission: Save and submit the transfer so the movement is properly recorded under the Buyer’s Club event transfer type.
After the event: complete the transfer and reconcile inventory in Metrc
After the Buyer’s Club event concludes, you must promptly reconcile the transfer in Metrc to keep inventory accurate.
Find the transfer: Return to Transfers > External and locate the outgoing Buyer’s Club event transfer.
Finalize the transaction: Complete the External Transfer to finalize the transaction in Metrc.
Verify inventory impact: Confirm the transferred packages have been removed from your active inventory.
Why this matters operationally: If the External Transfer is left incomplete, your Metrc records may not reflect actual product movement, creating mismatches between physical counts, event activity, and system inventory.
Bringing remaining inventory back to a Retailer facility (OCM coordination required)
The bulletin provides a process for situations where you want to bring product back to a physical Retailer facility location after the Buyer’s Club event, and it explicitly requires coordination with New York’s Office of Cannabis Management (OCM).
Metrc setup (Item creation): Go to Admin > Items and create a new item titled Buyers Club Samples.
Item configuration: Set Category to Variety Pack, Unit of Measure to Each, and use a description such as Buyers Club Event Samples.
Regulatory step: Email OCM requesting to bring samples into the Retail facility.
When authorized: Once instructed by OCM, bring the item in via an External Incoming Transfer.
Incoming transfer type: Select Buyers Club Samples as the External Incoming Transfer Type.
Transport details: Include Planned Route, Transport, Vehicle, Driver, and Package information.
How to package mixed samples in Metrc: Use the newly created Buyers Club Samples item and include the quantity of all assorted samples in one Package UID, with the number of units equal to the total number of assorted units.
Finalize: Register the transfer.
Adjusting the Buyers Club Samples package for employee sampling at the Retailer facility
If samples are provided to employees at your Retail facility, the bulletin instructs licensees to reduce the Buyers Club Samples package quantity using a package adjustment.
Where to do it in Metrc: Go to Packages > Active and select the Buyers Club Samples package.
Adjustment action: Select Adjust and enter the quantity the employee is sampling as a negative number (to reduce package quantity).
Adjustment reason: Use the action reason Employee Trade Sample.
Required note: Enter the employee name who is consuming the sample in the Required Note field.
Adjustment date: Use the date the sample was provided.
Finalize: Select Adjust Packages.
Day-to-day compliance implications for New York operators
Plan early for testing and package type: Because the bulletin ties trade sample designation to Finished Good packages with TestPassed or RetestPassed status, operations teams should confirm test status and packaging form before event prep to avoid last-minute scrambles.
Standardize event destination data entry: The free-form destination address field increases the chance of inconsistent naming/address formats. Many teams reduce risk by setting internal conventions for event names and by having a single reviewer verify the destination address before submission.
Close the loop immediately after events: Completing the External Transfer after the event is not just “cleanup.” It directly affects whether Metrc reflects what actually left your inventory, which impacts reorders, sales planning, and audit defensibility.
Coordinate with OCM for returns to Retail: The bulletin’s return-to-retail flow is not described as automatic. Build time into your post-event plan for OCM communication and instructions before attempting to receive event samples into a retail location.
Packaging and label execution: using DistruLabels and DistruERP
Bulletin workflows often fail in practice when physical packaging, internal labeling, and Metrc records drift out of sync. To reduce that risk, many operators standardize label creation and retail label outputs across teams and facilities.
DistruLabels: DistruLabels is a 100% free tool for creating compliant packaging and retail labels, helping teams consistently print required identifiers and supporting Metrc Retail ID compliance at the point of labeling and sale.
DistruERP: For larger operators that need full supply chain management beyond event transfers, DistruERP is Distru’s comprehensive Cannabis ERP platform designed to connect inventory, manufacturing, distribution, sales operations, and compliance workflows in one system.
Metrc support resources referenced in the bulletin
Metrc Support: Submit and track a case via the Metrc Support portal or call 877-566-6506. Support hours listed in the bulletin are Monday to Friday 8 a.m. ET to 10 p.m. ET, Saturday 10 a.m. to 8 p.m. ET, and Sunday via voicemail or portal only.
Metrc Learn: Metrc’s on-demand training platform with interactive education on system functionality (available directly and via the Support drop-down in Metrc).
Metrc Expert: The in-app knowledge base accessed via the widget icon in the lower right corner of Metrc for step-by-step guides and searchable help content.
Metrc state partner page: Visit metrc.com to locate your state partner page for training links and additional program resources.
