Leaf Data Systems FAQ

This page is for common questions about the transition to Leaf Data Systems for Washington Customers.  We will be keeping it up to date as more information is clarified with the LCB. 

Compliance requirements as of 4/1

Green Bits has completed the process of importing all inventory into Leaf Data Systems. Inventory adjustments and sales reporting are now fully functional, in accordance with the WSLCB’s April 1st deadline for compliance. 

What’s being worked on next?

There are still a few features not yet available. We understand these features are crucial for streamlining your retail operations, and they our compliance team’s top priority. The features you can expect in the near-future include:

  • Split Lots
  • Transfers between stores
  • Return Manifests

Return Manifests

Return Manifests are still pending completion. We understand that this is an essential part of managing inventory and we are going to have this feature available soon. While Split Lots, Transfers between stores, and Return Manifests are still being completed, it is important to know that they do not prevent stores from being compliant in the meantime.  

A manifest was re-transferred to my store in LEAF and is not showing up in my Pending manifests

Manifests have been transferred back with identical Manifest IDs to retailers due to a Leaf Data bug that the LCB has said has been fixed. If you have a manifest that is duplicated, or linked to this bug that was fixed on 02/08, please go into Green Bits incoming inventory tab and confirm that the manifest’s reference ID in Leaf hasn’t already been accepted or rejected previously. (right click the image below and click "Open in new tab" to see the detailed text on the screenshot) 

If it has, please contact the producer, have them void this manifest, and transfer it with a unique manifest ID so that it can be imported into Green Bits.

My manifest won’t save. I'm seeing the error message, "Lot SKU is already taken."


  • Open up a second tab and open the Inventory > Products Screen.
  • Search for each barcode. Once you find the duplicate(s), go back to the manifest and place an X in front of the barcode to make it unique.  You will then be able to accept the manifest in the Back Office.
  • When it's time to sell from the new lot, place an X at the end of the barcode on the first lot so that you can use the barcode again.
  • Go back to your new lot and remove the X you placed on the barcode initially.  You now have the original barcode on the new lot and it will be recognized when you scan it.

Our engineers are investigating other potential solutions.

My manifest won’t save. I'm seeing the error message, “Lot product must be weight-based.”

This error is indicative of a manifested lot being sent as Bulk Flower rather than individual units. 

Any time you see a manifest transferred with a quantity of grams, or if you get this error message, you can reject the manifest and inform the producer that the item was transferred as a bulk product, or you may accept the products and mark them unsellable until we release the function that allows you to convert them from weight-based products to unit-based products.

The physical manifest has a different Item ID than the digital manifest in Leaf and Green Bits.

Green Bits can only pull in manifest information from Leaf Data and what is transferred to you through the LDS traceability system. Unfortunately, Leaf’s bugs with the Name, Strain, Weight, Sample Results, and Inventory Type etc, is making it difficult for businesses to know which product should be assigned to which item on incoming manifests. 

If your item ID on your physical manifest doesn’t line up with the Lot Number on your Manifest in Green Bits, please contact your producer so that they can confirm for you what the Leaf ID is that is assigned to each of your transferred products.

Alternatively, there may be additional information within the state traceability system that their API can’t send Green Bits due to bugs and you can compare the physical manifest and what is in Leaf to what is in Green Bits to complete your receiving process.

My manifest won’t save. I'm seeing the error message, “Lot product must be weight-based.”

We have investigated this error and identified a reporting discrepancy between Green Bits and Leaf Data.Engineers are resolving the issue now.  No user action is required.  (last updated 4/19/18)

Barcodes are not scanning. What can I do?

Follow the steps in this article in the Leaf Barcodes - How To article

How do I receive legacy barcodes?

If you Manifest has shown up from Leaf Data systems with the correct Lot Number assignments but you have different barcode IDs than what is on your manifest, you can change those.  When you are receiving it, click the edit button the barcode and input the legacy barcode number. This will all you to now scan this item at the register. More information can be found in the Leaf Barcodes: How To guide.

The barcodes are not scanning on new inventory items. 

We have updated our system so the proper barcode is automatically filled in when you receive a manifest.

Any barcode changes made before February 19th at 10:30 pm PST will stay the same. All barcodes moving forward will automatically fill correctly.

Any incoming inventory received before then will need to be updated per the steps in Leaf Barcodes: How To

Am I currently connected to Leaf Data Systems?

We recently re-enabled the Red Traceability banner in the Green Bits back office. If this banner is visible in your back office, the API key saved in https://secure.greenbits.com/traceability is currently being reported as invalid.

To get that connection restored, please follow the steps in this help article: https://help.greenbits.com/hc/en-us/articles/360000541172-How-to-enter-Leaf-Data-Systems-credentials

IMPORTANT: If your Leaf Data account has multiple licenses associated with it, you should only generate one API key and paste that key into all licenses in the Green Bits back office.

Where are my incoming manifests?

In order to receive incoming inventory, your credentials must be valid (you can confirm this from https://secure.greenbits.com/traceability). After confirming this, go to Leaf Data and ensure that the manifest is visible in your system and that the status of the manifest is In Transit. If the Manifest is not In Transit, (Open, On Hold, etc), then the producer has not released the manifest and it will not show up in Green Bits.

If the manifest is in transit and your credentials are valid, the inventory should show up in Green Bits within 30-60 minutes. If it has not shown up in that time frame, please press the sync button on the Incoming Inventory page and wait an additional 15-30 minutes. If it still doesn't show up after that point in time, please follow up with our support team so that we can take a closer look with our engineers.

My supplier name is missing in my incoming manifest and I can't save!

Our product team is actively investigating reports of this bug preventing manifests from being saved. We will send out updates as soon as we have the issue identified and resolved, but if you are experiencing this issue, please send us a screenshot of the manifest showing the Manifest ID, an example Inventory ID, and the Supplier Name so that we can help get those instances fixed for you.

Where are the testing results/strain information/product weight on incoming inventory?

There is a known bug in Leaf Data's API that prevents that information from being sent to Green Bits automatically. While the information is entered in Leaf, you will need to add those details such as product weight, strain name, etc on new products you are creating manually until Leaf fixes that bug.


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