Reporting - Portugal

Portugal: INFARMED Annual Report - Overview

GrowerIQ builds the INFARMED cannabis workbook for a calendar year from the seed-to-sale records you already keep, and gives you a review workbook that explains every row. 📋 In This Article - What the Report Is - Who Can See It - Before You Start - How to Generate the Report - Reading the Result - When a Report Cannot Be Generated - The Review Workbook - Common Questions 💡 What the Report Is INFARMED collects this file every quarter, and it is one workbook for the whole calendar year. Every lot movement goes into INFARMED's own template, and each new quarter's rows are added after the last. GrowerIQ rebuilds the year from your seed-to-sale history each time you generate it. A correction you make to an earlier quarter lands on the original row, so you never patch last quarter's file by hand. Each run gives you two files: | File | What it is | |------|-----------| | Submission workbook | The calendar year in INFARMED's own template, one row per lot movement. This is the file you submit. | | Review workbook | GrowerIQ's explanation of each row and the records behind it, the work still open grouped by cause, and the movements the records could not prove. | !!! note "GrowerIQ Does Not Guess" GrowerIQ flags what it cannot prove rather than filling it in. Read the review workbook before you submit, and settle those rows yourself. 🎬 Watch the demo (95 seconds) See the report end to end: generating the year, the verdict and the two workbooks, the report settings, and amending a destruction reason. 🔑 Who Can See It Two things must be in place before you can open the report: 1. The report is switched on for your organization. It is off by default and GrowerIQ switches it on, so contact your GrowerIQ representative if you cannot see it. 2. You have the INFARMED Report permission. Your administrator adds the INFARMED Report permission to your user role under Administration > User Roles. Once the report is switched on, an INFARMED Annual Report card appears on Quality Assurance > Reports with an Open Report button. INFARMED Annual Report card on Quality Assurance > Reports with the Open Report button If you open the report without the permission, you land on the INFARMED Annual Report module page instead. From there you can click Start my free trial to get access. A trial cannot start until the report is switched on for your organization. !!! info "Settings Use the Same Permission" The INFARMED Report tab in Administration > Organization Settings is shown to the same people: the report must be switched on and you must hold the INFARMED Report permission. ⚙️ Before You Start The workbook is built from the report settings as they stand when you press Generate. Before your first run, complete the settings on the INFARMED Report tab of Administration > Organization Settings. The report settings link under the Generate button opens that tab. See Portugal: INFARMED Report - Settings for each setting. 📝 How to Generate the Report 1. Go to Quality Assurance > Reports and click Open Report on the INFARMED Annual Report card. 2. Under Report year, pick the year. The list runs from the year of your organization's first recorded activity up to the current year, newest first. 3. Click Generate Report. The button changes to Generating... and the year is locked while the run is going. 4. Watch the INFARMED generation progress panel. It shows Still working. Checking the server every few seconds. and adds a line for each step, newest at the top: for example Checking the report size..., Reading the history, Classifying movements, Validating rows, Writing the submission workbook..., Writing the review workbook... and Report generated. 5. When the run finishes, the verdict and the download buttons appear. See Reading the Result. INFARMED Annual Report page while a report is generating, with the year locked, the Generating... button and the progress panel One Report at a Time One INFARMED report runs at a time for the whole organization. If a run is already going when you click Generate Report: | Situation | What you see | |-----------|-------------| | Your own run for the same year is going | The page joins that run and shows its progress. Nothing is started twice. | | A colleague's run, or your own run for a different year, is going | A report is already being generated. Try again in a few minutes. | | Another organization's INFARMED report is generating on GrowerIQ | The same message. Wait a few minutes and click Generate Report again. | Leaving the Page The report is generated on GrowerIQ's servers, not in your browser. You can leave the page or close the tab while it runs. When you open the report page again, it picks up your latest run: a run still going carries on showing its progress, and a finished run shows its result and downloads. The year picker switches to that run's year. Connection Trouble A short connection problem does not stop the run. If the page cannot read the status, it shows The report status could not be read. Still trying. If that keeps happening, it stops asking and shows The report may still be generating, but its status cannot be read. Check again in a moment. with a Check again button. If your click never got an answer, the page shows The report was requested but no answer arrived, so it may already be generating. Check again rather than starting a second one. Click Check again: the page asks about the same request, so it either finds the run that was started or starts it once. !!! tip "Check Again Keeps Your Original Request" If you changed the report settings between your click and Check again, you may see This report was already started by an earlier attempt, so it uses the report settings as they were then. Generate the report again if you need the new settings in the file. ✅ Reading the Result The Verdict When the run finishes, a banner at the top of the progress panel gives the verdict: | Banner | Colour | What it means | |--------|--------|---------------| | Ready to submit to INFARMED. | Green | No Required or Recommended findings. The review workbook may still hold notes for information. | | Read the review workbook before submitting to INFARMED. | Amber | There are Recommended findings and no Required ones. They do not block the submission but should be checked. | | Read the review workbook before submitting to INFARMED. | Red | There is at least one Required finding. Something is missing or wrong in the submission until you fix it. | The Figures Below the verdict, the page summarises the run: - Movements explained, with a percentage and a bar. A year with no movements shows no percentage. - [n] of [n] movements explained, [n] rows written. - [n] to fix, [n] to check. "To fix" counts the Required findings and "to check" counts the Recommended ones. - The review workbook lists every finding, grouped by cause, with the screen to fix it on. Finished INFARMED run with the verdict banner, the Movements explained bar and counts, and the Download Report and Download Review buttons The Downloads | Button | File name | |--------|-----------| | Download Report | INFARMED [year] [organization name].xlsx | | Download Review | INFARMED [year] [organization name] - GrowerIQ review.xlsx in English, or INFARMED [year] [organization name] - Revisão GrowerIQ.xlsx in Portuguese | The submission workbook's template and file name are the same whatever language you use. !!! warning "Files Are Kept for One Hour" Both files stay available for 60 minutes after the run ends. After that they are removed, the page opens empty, and a download no longer works. Download both workbooks straight away, or click Generate Report again later. To rebuild the file after fixing records or settings, click Generate the report again under the buttons. Each run is a fresh rebuild of the whole year. 🔧 When a Report Cannot Be Generated Some runs stop without producing files. The progress panel shows a message in a red banner with a Retry button. Nothing is downloaded. | Message | What to do | |---------|-----------| | This organization has [number] activities in its history, above the limit of [limit] one run can read. The [year] report needs all of them. Contact support. | The history is larger than one run can read. Contact GrowerIQ support. | | This organization has [number] adjustment observations in the report's lineage, above the limit of [limit] one run can read. Contact support. | The same limit, for stock adjustments. Contact GrowerIQ support. | | The report size check did not finish within [time]. The report was not generated. Contact support. | The size check before the run ran out of time. This says nothing about your data being too large. Try again later; if it repeats, contact support. | | The report would have [number] rows, above the limit of 50000 per file. Contact support. | One workbook holds at most 50,000 rows. Contact GrowerIQ support. | | The generated files take [size] bytes, above the limit of [limit]. Contact support. | The two workbooks together are too large to store and deliver. Contact GrowerIQ support. | | The reviewed import groups cannot be applied in full, so no file was produced. Check the import groups in the report settings, or contact support. | Review the import groups in the report settings, then generate again. | | The report generation stopped before it finished. Generate the report again. | The run stopped reporting progress and was abandoned. Click Retry. | | Internal error while generating the report. | Click Retry. If it happens again, contact GrowerIQ support. | Before a run starts, you may also see a refusal next to the year picker: - You do not have permission to generate the INFARMED report. Ask your administrator for the INFARMED Report permission. - The INFARMED report is not enabled for this organization. Contact your GrowerIQ representative. If a download fails, the page shows The submission workbook could not be downloaded. Try the download again. (or the same for the review workbook). Click the button again. If the hour has passed, generate the report again. 📜 The Review Workbook The review workbook is written in your GrowerIQ language: English or Portuguese. If you use GrowerIQ in any other language, it is written in English. It has five tabs: | Tab (English) | Tab (Portuguese) | What it tells you | |---------------|------------------|-------------------| | Start here | Comece aqui | The verdict, the key numbers (rows written, lots in the year, movements with no open question, lots affected by a Required item) and a table of contents. | | To fix | A corrigir | Work you can do in GrowerIQ, on a screen or in the report settings. One section per kind of problem, Required first, each with what it is, why INFARMED needs it, how to fix it and one row per item. | | To prepare | A preparar | What the records could not prove, to settle with GrowerIQ support, and a list of Movements to prepare by hand with the lot, dates, quantity and counterparty the records hold. | | Notes | Notas | The values the report used and the limits of the report itself. | | Settings used | Definições usadas | The report settings as they stood for this run. | Each finding has a priority: Required blocks the submission, Recommended does not block it but should be checked, and Note is information. The Submission rows column gives the row numbers in the Canábis_Registo sheet of the submission workbook, so you can find each item in the file you submit. Technical sheets for GrowerIQ support are hidden at the end of the workbook. You do not need them, but keep them in the file if you send it to support. !!! tip "Fix the Records, Then Generate Again" Work through the To fix tab, correct the records in GrowerIQ, then click Generate the report again. Fixing the source records keeps the next quarter's file right as well. ❓ Common Questions Do I generate a new file each quarter? Yes. INFARMED collects the workbook every quarter, and each time you generate the whole calendar year. The new quarter's rows are added after the previous ones. I corrected a record from an earlier quarter. Where does the change go? On the original row. GrowerIQ rebuilds the year from your history on every run, so the corrected values appear where that movement was first reported. Can a colleague download the report I generated? No. Each run and its files belong to the person who generated it. Your colleague can generate their own once your run has finished. Why is the Generate Report button greyed out? A run is in progress on this page. Wait for it to finish, or use Check again if the page could not read its status. Can I type rows into the submission workbook myself? The To prepare tab lists movements the records could not prove, with what the records hold for each. Check each line before you add or complete a row by hand, and keep your GrowerIQ records as the source. Why does the page show a year I did not pick? The page picked up your latest run when you opened it, and switched the year picker to that run's year. Pick another year, then click Generate the report again (or Retry after a failed run) to start a new run. ➡️ Related articles - Portugal: INFARMED Report - Settings - Amending a Destruction Reason

Portugal: INFARMED Report - Settings

These settings tell the INFARMED annual report how to read your GrowerIQ records. Most are set once at go-live and revisited only when something changes. 📋 In This Article - Before You Start - Open the Settings - Workbook - Stock Loaded at Go-Live - Third-Party Storage - Retained Samples - Room Names From Before Locations - Go-Live Records That Are One Lot - Destruction Methods - Destruction Reasons - Laboratory - Saving Your Changes - When the Report Reads These Settings - Tips - Troubleshooting 🔑 Before You Start You see the INFARMED Report tab only when all three of these are true: | Requirement | Where it is set | |-------------|-----------------| | You can open Organization Settings | Your user role, under Administration | | The organization has the INFARMED report turned on | The Show INFARMED Annual Report option on the Feature Flags tab of Organization Settings (visible to GrowerIQ super administrators only) | | You hold the INFARMED Report permission | Your user role | The same INFARMED Report permission is needed to save changes. Anyone who can see the tab can edit it. !!! info "Not seeing the tab?" If your organization reports to INFARMED and the tab is missing, ask GrowerIQ support to turn on the INFARMED Annual Report for your organization, then ask your administrator to add the INFARMED Report permission to your role. 📝 Open the Settings 1. Go to Administration > Organization Settings. 2. Select the INFARMED Report tab. The page is headed INFARMED report settings. You can also reach it from the INFARMED report page: the report settings link in the help text on that page opens this tab directly. The tab has its own web address, so you can bookmark it or share the link with a colleague. Organization Settings with the INFARMED Report tab open, showing the INFARMED report settings heading and the Workbook section The sections below follow the order the page shows them. Each one has a short explanation on the left and its fields on the right. For what the report itself contains, see Portugal: INFARMED Annual Report - Overview. ⚙️ Workbook | Field | What it controls in the report | Allowed values | Default | |-------|--------------------------------|----------------|---------| | Regime | Written in the Regime column of every row | GACP, GMP I, GMP II | GACP | | Row order | How rows are listed in the workbook. It never changes their content or stock figures | Chronological, By lot | Chronological | Regime is the framework your movements are reported under: GACP for cultivation through dried flower as an agricultural product, GMP I or GMP II for pharmaceutical manufacture of medicines and active substances. Choose the one your licence and quality system apply. Row order: - Chronological lists every movement in date order across all lots, so each quarter's rows follow the previous quarter's. This is how INFARMED describes the cumulative file. - By lot keeps each lot's movements together, so a lot's history reads top to bottom. !!! tip "Which row order to pick" The page itself says it: "Chronological is the safer choice for quarterly submissions." Keep Chronological unless you have a reason to read the file lot by lot. ⚙️ Stock Loaded at Go-Live If you started using GrowerIQ part-way through the year, the stock you already held was loaded as imports on go-live day. This setting tells the report which imports were that opening stock. | Field | What it controls in the report | Allowed values | Default | |-------|--------------------------------|----------------|---------| | Last day of the go-live load | Imports dated on or before this day are reported as stock you already had. Imports after it are reported as real arrivals | A date, or blank | Blank | Leave it blank if all your stock was recorded in GrowerIQ from the start. If you type something that is not a date, the field shows "Enter a valid date or leave blank." and the page will not save. ⚙️ Third-Party Storage List the locations run by another company, such as a contract warehouse or a processor holding your material. A move into or out of one of these locations is reported as a change of custody to that company. Locations not listed here count as your own. | Field | What it controls in the report | Allowed values | Default | |-------|--------------------------------|----------------|---------| | Location | The location that is third-party storage | Any of your locations. Search by name or path | None | | CRM account | The company that holds the stock in that location | Your CRM accounts (patients are not offered) | None | - Select Add External Location to add a row. Both fields are required. - Each location can appear only once. A second row for the same location shows "Each external location can appear only once." - Use the bin icon (Remove) to delete a row. - With no rows, the section shows "No third-party storage locations mapped yet." If a saved location has since been archived, the row shows the location's name followed by "(archived), kept as saved." The row still applies to the report. ⚙️ Retained Samples List the locations where retention samples are kept. A sample moved into one of these locations is reported as retained, not as consumed by a laboratory. | Field | What it controls in the report | Allowed values | Default | |-------|--------------------------------|----------------|---------| | Retention locations | Which locations hold retention samples | Any number of your locations | None | Leave it empty if you keep no retention samples. !!! note "Archived retention locations are kept" The picker only offers active locations. If a location you saved here has since been archived, it appears under the picker as "(archived)" with the message "These retention locations have been archived. They still apply to the report and are kept when you save." You do not need to re-add it, and saving the section will not remove it. ⚙️ Room Names From Before Locations This section appears only after you add at least one third-party storage row. Without third-party storage the report never needs it. Moves recorded before locations replaced rooms carry only the room's name. A move into or out of third-party storage needs the location behind that name. A name that matches exactly one location's name or code resolves on its own. Map the rest here, such as an old room code, to the location it became. | Field | What it controls in the report | Allowed values | Default | |-------|--------------------------------|----------------|---------| | Name as recorded | The old room name as it appears on the older records | Text, entered exactly as it was recorded | None | | Location | The location that room became | Any of your locations | None | - Select Add Location Name to add a row. Both fields are required. - Each name can appear only once. A duplicate shows "Each recorded name can appear only once." - Names still unresolved are left out of the report and flagged in the review workbook. - A saved location that has since been archived shows "(archived), kept as saved." and still applies. ⚙️ Go-Live Records That Are One Lot When your stock was loaded at go-live, one lot may have been entered as several records: same name and variety, imported at the same moment, for example one per room. Left alone they export as separate lots sharing one name, which INFARMED cannot tell apart. The file is held until you either group them here to say they are one lot, or give one of them its own name. Select Add Import Group to add a group. Each group has these fields: | Field | What to enter | Required | |-------|---------------|----------| | Group reference | A reference of your choice for this group | Yes | | Group name | A name for the group | Yes | | Reviewed by | Who reviewed the grouping | Yes | | Reviewed on | The date of the review, as YYYY-MM-DD | Yes | | Why these records belong together | The reason these records are one lot | Yes | | Record IDs in this group | At least two record IDs, separated by commas | Yes | | Activities that split one record into several | Optional. If a record was later split by activities, list those activity IDs, one set per line | No | The review note is your evidence if INFARMED asks, so write it for an inspector. Use Remove group (bin icon) to delete a group. Removing every group and saving clears the mapping. If the page shows "An import mapping is stored in a form this page cannot show. The report ignores it. Ask support to replace it before generating.", the stored groups cannot be edited here. Contact GrowerIQ support. ⚙️ Destruction Methods Match each destruction method your team records to INFARMED's treatment method and the company that carries it out, such as a licensed waste contractor. Unmatched methods are flagged in the review workbook. | Field | What it controls in the report | Allowed values | Default | |-------|--------------------------------|----------------|---------| | Recorded method | The method as recorded in GrowerIQ | Your organization's destruction methods (Administration > Destruction Methods), plus any name already saved here | None | | INFARMED method | The treatment method written in the workbook | Compostagem, Digestão anaeróbia, Valorização agrícola direta, Deposição em aterro, Incineração | None | | Treatment entity | The company that carries out the treatment | Text | None | - Select Add Method Mapping to add a row. All three fields are required. - Each recorded method can appear only once. A duplicate shows "Each recorded method can appear only once." - If a method was renamed after you mapped it, the saved name stays in the list so the mapping remains readable. ⚙️ Destruction Reasons Match each destruction reason your team records to one of INFARMED's two loss (quebra) operations. Unmatched reasons are flagged in the review workbook. | Field | What it controls in the report | Allowed values | Default | |-------|--------------------------------|----------------|---------| | Recorded reason | The reason as recorded in GrowerIQ | Your organization's destruction reasons (Administration > Destruction Reasons), plus any name already saved here | None | | INFARMED reason | The loss operation the destruction is reported as | Quebra - Mortalidade (plants that died), Quebra - Resíduos Vegetais (material discarded as waste) | None | - Select Add Reason Mapping to add a row. Both fields are required. - Each recorded reason can appear only once. A duplicate shows "Each recorded reason can appear only once." If a reason was recorded wrongly on a past destruction, you can correct it on the record itself. See Amending a Destruction Reason. ⚙️ Laboratory | Field | What it controls in the report | Allowed values | Default | |-------|--------------------------------|----------------|---------| | Default laboratory name | The laboratory named on samples sent for testing when the dispatch does not record one | Text, or blank | Blank | Leave it blank if every dispatch names its laboratory; the report flags any that do not. 🔧 Saving Your Changes The Save settings button is at the bottom of the page. It stays unavailable until you change something, and while any row is incomplete or duplicated. Fill in or remove the flagged rows to enable it. What happens when you select Save settings: - Only the sections you changed are sent. A section you did not touch keeps its stored value. - If the save goes through, the page reloads the settings and shows "Settings saved. Review any notices below before generating the report." - If nothing differs from what was stored (for example, you changed a value and changed it back), the page shows "Nothing has changed since the settings were loaded, so there is nothing to save." Nothing is written. - Each save that changes something is recorded as an activity, with the old and new values of what changed. If someone else saved first. When a colleague saves after you opened the page, your save is refused and nothing is written. The page shows "Someone else changed these settings after you opened them. Reload to see their changes." Select Reload settings to load their version, then make your change again. !!! warning "Reloading replaces your unsaved edits" Reload settings loads what is stored now and discards the edits you have not saved. Note what you changed before you reload, then re-enter it. If a value is refused. GrowerIQ checks the sections you changed with the same rules the report uses. If one is refused, the page shows "Settings could not be saved. Your changes are still here; try again." with a list of what was refused, for example: | Message | What to fix | |---------|-------------| | Reporting regime not accepted | Pick GACP, GMP I or GMP II | | Import cutoff date not readable | Enter a valid date, or clear the field | | Third-party storage entry ignored | Give each location one CRM account and remove rows that name neither | | Retention location entry ignored | Pick retention locations from the list offered | | Room mapping entry ignored | Give each room name one location and remove duplicate or empty rows | | Treatment method mapping ignored | Give each method an INFARMED method and a treatment entity | | Destruction reason mapping ignored | Give each reason one of the two INFARMED reasons | | Default laboratory ignored | Enter the laboratory name as text, or leave it blank | Problems with an import group appear on the group they concern, for example "A group has fewer than two records." or "A group is missing its review details (id, label, reviewer, date or reason)." 📜 When the Report Reads These Settings The report uses the settings as they stand when you press Generate on the report page. To apply a change, save it here, then generate the report again. A report that was already running keeps the settings it started with. When you open the tab, GrowerIQ also checks what is stored. If a stored value would be ignored by the report, the page lists it under "Some settings need attention. Invalid values were ignored:". The same items appear in the review workbook. Fix them here and save before you generate. 💡 Tips - Start with the sections every organization needs: Workbook, Third-party storage (if you use any), Destruction methods and Destruction reasons. Fill in Room names and import groups when the review workbook flags old room names or go-live records that share a name. - Map every destruction method and reason you use. Add a mapping each time a new method or reason is created under Administration. - Name the laboratory on each result. When entering THC/CBD results, the Laboratory and Date of the result fields let the INFARMED report state the result as declared. Leave them blank if the reading is your own. - Use the review workbook as your checklist. Findings that a setting answers point back to the section of this tab to open. ❓ Troubleshooting | Problem | What to do | |---------|------------| | The INFARMED Report tab is missing | Check the three requirements in Before You Start | | "Settings could not be loaded. Try again before making changes." | Select Retry loading. Do not make changes until the settings load | | "Your settings were saved, but could not be reloaded for verification. Retry loading them." | Your save went through. Select Retry loading to see the saved values | | Save settings stays greyed out | Look for a row with an empty required field or a duplicate message, then complete or remove it | | The Room names section is not shown | Add at least one third-party storage row first | | A location I need is not in the picker | The picker offers active locations only. A location archived after you saved it stays in place and is marked "(archived)" | | A report generated after my change still shows the old behaviour | Check that the save showed "Settings saved", then generate again | ➡️ Related articles - Portugal: INFARMED Annual Report - Overview - Amending a Destruction Reason