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New York BioTrack Inventory Categories and Mapping

New York BioTrack Seed to Sale required categories, conversion matrix and, item category mapping guide.

Admin CG
Updated by Admin CG
This document is specific to the New York BioTrack STS Integration for Flourish Software

The BioTrack State System specifies specific inventory types and categories. Flourish supports custom classes and categories, but we must map to the BioTrack ones when syncing inventory (packages) to the state system.

Here is a link to our New York BioTrack Conversion Chart to visualize how inventory can move from form to form.

BioTrack Inventory Types

When Flourish creates a package and sends this information to BioTrack, the Flourish application submits the BioTrack Category, an Item Name, a Strain (optional), a Quantity, a Unit of Measure, and an Area. BioTrack enforces certain business rules tied to the inventory type and category.

Inventory Class

Use Cases and Key Business Rules

Cultivation

This inventory is used for cultivation. Examples include clones, tissue culture, seeds. It also includes flower and trim at harvest. This inventory can only turn into a plant (for clones/tissue culture/seeds) or into a Lot Product (flower, other material).

Lot Products

There are only three categories here: Flower Lot, Kief Lot, and Other Material Lot. Once material is harvested ("cured" into inventory), a user assigns an item name and lot number within this inventory type.

Intermediate Products

This is inventory in an intermediate form, such as an extracted oil or formulation. This inventory can't be sold at retail.

End Products

This is inventory ready for retail sale.

Category Overview

Cultivation

These are intuitive and are used to categorize inventory for cultivation needs

Clone, Seed, and Plant Tissue

You'll create plants from these.

Mature Plant

Only used if you move a plant into inventory to move to a new location

Waste

This is for collecting waste with cultivation and harvest

Flower

This is used to categorize flower created during harvest. The only thing you can do with Flower is split it into one or more Flower Lots products.

Wet Flower

This is NY specific. It's used to categorize Wet Flower that can be transferred or converted into a Flower Lot. NOTE: We will update this section with more info.

Other Material

There's no real need for this other than to create Keif Lot. We're pending gudience from BioTrack on if you can make Kief from Flower or Flower Lot. If not, we'd recommend just categorizing your Keif as Flower so you can map to the physical workflows.

Lot Products

Flower Lot

This is your on hand flower with a Lot Number attached. This is the default category to manage biomass (Flower, Smalls, Trim, etc.)

Kief Lot

We've asked BioTrack to clarify what we can do with this category. It may be best to use Flower Lot for Kief due to BioTrack restrictions.

Other Material Lot

Not frequently used.

Intermediate Categories

[Coming Soon]

End Product Categories

[Coming Soon]

Custom Classes and Categories

First create your Class(es). This is the top-level hierarchy for Cannabis inventory. These will all be "Cannabis" type. Then create Categories under the Classes. Define a default BioTrack mapping for the Category. Users can over-ride this at the item level specify a different category. Refer to the New York BioTrack Conversion Chart to see the provided BioTrack categories. At deployment, Flourish will populate these categories automatically to make them available.

  1. Navigate to Item Classes in Settings
  2. Navigate to Item Categories in Settings and click "Create New Category"
  3. Provide a unique name and map the category to the appropriate class. Click Save to proceed.
  4. Optionally, define a default BioTrack mapping for the Category. Users can over-ride this at the item level specify a different category. To define a BioTrack mapping for the Category:
    1. Click "Add System" to map this to a BioTrack category as the default for items under this category.
    2. Choose NY, BioTrack New York, and the appropriate BioTrack category.
    3. Click "Save" to save the mapping.

Item Category Mapping (Override)

In the item screen, choose the appropriate BioTrack Category if a default isn't defined on the Flourish Category or if you'd like to override the default category. If none is selected, Flourish will use the default mapping. If a default mapping isn't defined, inventory will fail to sync to BioTrack.

Example Set-Up without a Default

Here is the category configuration:

Choose the appropriate category at creation:

Pre-Validation during Conversions

If an item isn't mapped via Category or directly on the Item, a user will see this message if they try to use it when making inventory.

"Output not mapped to BioTrackInventoryType []"

How did we do?

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