New Mexico BioTrack Inventory Creation Guide

New Mexico BioTrack Inventory Creation Guide

Purpose

This guide covers inventory management workflows for New Mexico cannabis facilities using Flourish Software. All actions performed in Flourish sync directly to BioTrack — you do not need to log in to BioTrack separately to complete these tasks.

This article covers:

• Converting packages
• Creating packages from packages (Split / Sub-Lot / Lot creation)
• Bulk Actions
• Creating and managing Bills of Materials
• Creating inventory from a Bill of Materials

Prerequisites

Your Flourish user role must have Inventory permissions enabled. Contact your administrator if you cannot access the Inventory module or complete an action.

Understand BioTrack Category Conversion Rules

BioTrack enforces category conversion rules. Not all item categories can be converted or created from one another. Before converting or creating packages, confirm the conversion is valid.

Common conversion paths:

• Flower (cultivation product) → Flower Lot or Other Material Lot (for testing)
• Flower Lot or Other Material Lot → Intermediate Products or End Products (such as Packaged Flower)

If you plan to sell flower to a processor, ensure it is categorized as a Flower Lot item, not a Usable Cannabis/Marijuana item. Processors cannot use Usable Cannabis/Marijuana items to manufacture other end products.

Convert a Package

Use Convert Package to change all grams in a package to a new item with a new BioTrack barcode ID. This is most commonly used post-harvest to convert Flower into a Flower Lot or Other Material Lot category item before testing.

1. Navigate to Inventory > All Packages.
2. Search for the input package by name, Package ID (barcode), SKU, Lot, or Part Number.
3. Click the Action drop-down and select either:
   1. Create Lot (if converting Flower to Flower Lot)
   2. Convert > Intermediate (Example: Flower Lot conversion to Food Grade Solvent Extract)
   3. Convert > End (Example: Flower Lot to Pre-Roll)
4. Under New Package, select the new item name from the drop-down menu.
5. Enter the number of packages to create. Defaults to 1. This is how many barcodes will get created.
6. Enter the quantity in the Qty per Package field.
7. Click Review and Confirm.
8. Enter the Package Date. Click Now for today or enter a backdated date.
9. Enter the Lot Number if required. Lot number requirements are configured at the item level under Manage Settings > Inventory > Items.
10. Select the Area for the new package.
11. Complete any additional required fields marked with a red asterisk.
12. Click Create New Package.

Step 3a:

Step 3b and 3c:

Steps 4-7:

Steps 8-12:

Flourish sends the new package to BioTrack, which returns a new barcode ID.

Create a Package from a Package (Split/Sub-Lot)

Use Create Package to split a quantity from an existing package into one or more new packages of the same item or a different item. Use this workflow for splitting batches, creating sub-lots, or creating lot products from harvest packages.

1. Navigate to Inventory > All Packages.
2. Locate the source package.
3. Click the Action drop-down and select Create Package.
4. Under New Package, select a new item from the Select Item drop-down if creating a package of a different item. Leave unchanged to use the same item.
5. Enter the number of packages to create if more than one.
6. Enter the Qty per Package.
7. To create multiple packages with different quantities in a single session, click the + icon to add another line and specify the Number of Packages and Qty per Package for each. Click the – icon to remove a line.
8. Under Source Package, click Use Required Qty to auto-fill the quantity to consume. To include additional source packages, add them on the same screen.
9. Click Review and Confirm.
10. Enter the Package Date. Click Now for today or enter a backdated date.
11. Enter the Lot Number if required.
12. Select the Area for the new package.
13. Complete any additional required fields marked with a red asterisk.
14. Click Create New Package.

Flourish sends the new package to BioTrack, which returns a new barcode ID.

Create a Bill of Materials

A Bill of Materials (BOM) defines the inputs and quantities required to produce a finished item. Create the BOM before using it to generate inventory. Each component item must exist in Flourish before you build the BOM. Use this if you plan to track non-cannabis inventory and costs for COGS calculations.

Please also use this guide for reference on how to create a Bill of Materials: Creating A Bill of Materials.

1. Navigate to Manage Settings.
2. Find or create the item you want to build a BOM for.
   • To view all existing BOMs, go to Manage Settings > Inventory > Items > All BOMs.
   • To create a new item, see Tutorial: Creating an Item.
   • To clone an existing item or BOM, see Creating New Items by Cloning Existing Items.
3. Open the item's Product Info page.
4. Click Bill of Materials.
5. Enter a name for the BOM and set the Qty to Create.
6. Click Save.
7. Click Add New Detail for each cannabis input. Select the input by category or by specific item. Click the green checkmark to save each line.
8. Click Add New Detail again for each non-cannabis component. Enter the item and quantity. Click the green checkmark to save each line.
9. Click Save.

Create Inventory from a Bill of Materials

Complete the following steps when a BOM already exists and you are ready to create packages.

See these guides for reference: Create Inventory from a Bill of Materials and Work Orders and BOMs.

1. Navigate to Inventory (drop-down menu) and click Create Inventory from Bill of Materials from the drop-down menu.
2. Select the Item and BOM.
3. Enter the number of packages and the number of units produced.
4. Review the Required Qty and Available Qty columns for each component.
   • If available quantity is insufficient, click Receive Non-Cannabis to bring in additional stock before proceeding.
5. Review allocated quantities. Two fields require manual input:
   • Enter the quantity of cannabis to consume when prompted.
   • If more than one Lot of a non-cannabis item exists, click the pencil icon and select which Lot to allocate.
6. Verify all components are allocated.
7. Click Review and Confirm.
8. Complete all required fields marked with a red asterisk. Fill out any other optional fields as needed, such as Expiration Date or Use By Date.
9. Click Create Package.

Step 1:

Steps 2-6:

Steps 7-9:

The new package barcode ID appears in the All Packages grid. Flourish automatically syncs the corresponding work order to BioTrack as a Processing Job.