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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, which visualizes how inventory can move from form to form. This matrix provides a visual guide to allowable product type conversions within the NY BioTrack cannabis inventory system. It has a "Read Me" tab to help guide you on how to use it.

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 purposes.

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 during 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 used to categorize Wet Flower taken at harvest. This can be transferred or converted into a Flower Lot. This is flower that is collected wet and intended to be dried at another facility or at a later point in time. BioTrack documentation says that this is not used for flash frozen or any other process that would process the flower wet.

Other Material

This is not commonly used. It is used to identify trim and other material that is collected for further processing.

Lot Products

Flower Lot

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

Kief Lot

We've asked BioTrack to clarify if we can turn Flower Lot material into a Kief Lot. If we can't, it may be best to use Flower Lot for Kief.

Other Material Lot

The primary use case for using this category is to use it while reworking product. You can convert finished goods or intermediates into an Other Material Lot to convert to a different intermediate product.

Intermediate Categories

All of the intermediates can be used in any end product. However, according to the latest presentation, BioTrack is restricting conversions between intermediate categories.

CO2 Hash Oil

CO2-extracted oil

Ethanol/Alcohol Extract

Ethanol-extracted oil

Food Grade Solvent Extract

Extract designated for use in an edible

Hash

Ice water hash, bubble hash

Hydrocarbon Wax

Volatile extraction

Mechanical Extract

Rosin press

Other Non-Volatile Solvent Extract

Catch-all

End Product Categories

Cannabis Extract for Inhalation

Examples: Vape cartridge

Cannabis Infused Topicals

A product intended to be absorbed through the skin. Examples include balms and lotions.

Capsule/Pill/Tablet

A cannabis product sold as a capsule (soft gel), pill, or tablet.

Consumable Liquid Infused Cannabis

Infused beverage

Consumable Solid Infused Cannabis

Examples: Edibles

Kief

Kief

Liquid Cannabis RSO

Rick Simpson Oil

Tincture

Cannabis extract formulated as a tincture.

Transdermal

A transdermal is an infused patch designed to be absorbed through the skin.

Transmucosal Infused Extract

A product that is intended to be placed in a body cavity and absorbed through the mucosal lining of the cavity. Examples of Transmucosal Infused Extract include anal suppositories, lozenges, and nasal sprays.

Usable Cannabis

Single source Flower.

Examples: Gram, eighth, half ounce, ounce, etc.

Usable Mixed Cannabis

Flower from two or more lots.

Examples: Gram, eighth, half ounce, ounce, etc.

Usable Cannabis Mixed Infused

Flower combined with at least one intermediate.

Examples: Infused pre-roll, infused flower (moon rocks)

Usable Pre-Rolled Cannabis

Flower pre-rolled for consumption.

Examples: 1 gram pre-roll, pre-roll pack

NOTE: Infused pre-rolls need to be categorized as "Usable Cannabis Mixed Infused"

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?

New York BioTrack Drivers and Vehicles

New York BioTrack Propagation (Create Plants)

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