New Mexico BioTrack - Accepting Rejected Inventory

When inventory is shipped and later rejected in BioTrack, it is important to perform a reverse sync to properly update your inventory and outbound records in Flourish Software. This ensures your records stay accurate and aligned with BioTrack.

Following the steps outlined below will help maintain data integrity across both systems.

Types of Rejections and How to Handle Them

Type 1: Destination Accepted the Inventory. Use this to adjust the invoice.

When the retailer receives the inventory and ships it back, or you need to adjust the invoice, follow these steps:

Skip to Type 1 Step-by-Step Workflow if nothing is shipped back.

1. BioTrack generates a new return manifest (with a new manifest number) for a return shipment.
2. Go to Inbound > Transfers and click "Sync From BioTrack".
3. The return manifest appears in Inbound > Transfers in Flourish.
4. Accept the inventory in either BioTrack or Flourish (Flourish is the preferred option).
5. Update the Flourish Outbound Order using the workflow below to reflect the rejection in Flourish's records:

Type 1 Step-by-Step Workflow

Find the order line you want to reject. Locate the REJECT column for the line item. Click the icon. The "Rejected Inventory" modal opens-> Check the box under the REJECT column. On Partial rejections, type the QTY RETURNED. (Requires this configuration to allow Partial rejections.) Use the dropdown to select the REJECTED REASON. Optional - Type the Rejected Note. Click Save

Type 2: Manifest Rejected Before Receipt (Also Shipper-initiated Rejection)

When you send the transfer out, you can "self-reject" the inventory you sent. If you do that in BioTrack, go to Flourish Software and sync the inventory. In doing so, Flourish Software will automatically update:

1. The Inventory
2. The outbound order
3. The outbound manifest.

Type 2 Step-by-Step Workflow

In this guide, we’ll walk you through the workflow for pulling a rejection into Flourish, which automatically adjusts the outbound order and invoice.

1. Shipment & Manifest Sent
   • A user sends a shipment and a manifest from Flourish Software to a client.
   • This data syncs with BioTrack.
2. Manifest Rejected in BioTrack
   • In BioTrack, the receiving party (or shipping party) rejects the manifest.
   • This action updates the BioTrack record, but not the Flourish record yet.
   • The original sender needs to accept the inventory in BioTrack.
3. Initiate the Sync in Flourish
   After accepting, the original sender in Flourish triggers syncs the change from BioTrack to restore the rejected packages:
   1. Go to Inventory
   2. Click "Sync from BioTrack"

      

1. What Happens After the Sync in Flourish
   • The package returns to the Created status.
   • A package_return record is created, tracking the full quantity and updating the outbound order with a return line:

     

   • The package is no longer linked to the original outbound order.
   • The package becomes available again for allocation to new orders or manufacturing.

Good to Know

• Returns and rejections recorded in Flourish do not sync to BioTrack.
• Package statuses and quantities in BioTrack remain unchanged after recording a rejection in Flourish.
• Any active packages tied to the return will still sync to Flourish from BioTrack.
• In Type 1 workflows, the Flourish order is updated manually; in Type 2 workflows, it is updated automatically.
• Partial rejections are supported if enabled in your configuration.