Skip to main content
Table of Contents

POS Item Scanning Rules

This article explains the logic and workflow behind scanning products into Flourish Software's Point of Sale (POS) system, especially during the allocation of items for retail orders.

NIr Malchy
Updated by NIr Malchy

This article explains the logic and workflow behind scanning products into Flourish Software's Point of Sale (POS) system, especially during the allocation of items for retail orders. Scanning products is a part of fulfilling a Retail Order.

Overview

When scanning items into Flourish POS using a barcode or QR code, the system interprets the scan and attempts to match it against several key identifiers. For cannabis items, it's crucial that the scanned code maps directly to a Package ID or Lot Number, because these are required to identify and allocate specific packages to an order line.

Key Notes

  • For cannabis items, scanning must be done using either a Package ID or a Lot Number. This is because cannabis regulations require tracking at the package level. While UPCs and SKUs should correspond to specific items, they do not point to a specific package or batch, which is essential for ensuring traceability and compliance.
  • Scanning UPCs or SKUs is suitable for non-cannabis items only.
  • If scanning a lot number, the system can automatically allocate only if there is a single package of that lot eligible to sell (unlocked, with available quantity). If there are multiple eligible packages for the scanned lot number, the user will need to choose the correct one to allocate.

Priority Order of Matching

Flourish Software attempts to match the scanned value in the following order:

  1. Package ID
  2. Lot Number
  3. UPC
  4. SKU

When a barcode or QR code is scanned, Flourish Software processes the encoded string and initiates a series of validations:

Is the String a Package ID?

  • Flourish checks if the scanned value matches a Package ID in the system that has a "Created" status and is not locked. Only such packages are considered eligible for allocation.
  • In some BioTrack-integrated environments, the system also checks for the original Flourish Package ID as well as the state compliance system ID.
  • If a match is found:
    • Flourish checks if the package is synced with the compliance system.
    • If it is not synced, an error message is displayed to inform the user.

If no matching Package ID is found, the system proceeds to the next step.

Is the String a Lot Number?

  • Flourish searches for eligible packages associated with the Lot Number.
  • A package is considered eligible if:
    • Its status is "Created"
    • It is not locked
  • Outcomes:
    • If only one eligible package is found, it is automatically allocated.
    • If multiple eligible packages are found, Flourish prompts the user to select the appropriate one.
    • If no eligible packages are found, the system proceeds to UPC validation.

Error Scenarios and Messages

When scanning a Lot Number, if Flourish Software cannot auto-allocate a package due to the conditions listed below, it will display one of the following messages. In these cases, the user should respond by manually allocating a specific package or editing the order.

Case

Condition

User Message

Multiple Active Packages

More than one active package with available quantity

“More than one active package with available quantity found for this lot number”.

Multiple Locked Packages

Multiple locked packages found

“Multiple locked packages found for this lot number”.

Single Locked Package

One package found, but it is locked

“Package %s is currently locked”.

Single Unlocked Package with Zero Quantity

One unlocked package found, but no available quantity

“Package %s does not have any available quantity”.

Multiple Unlocked Packages with Zero Quantity

Multiple unlocked packages found, all with zero quantity

“Multiple unlocked packages with zero available quantity found for this lot number”.

Is the String a UPC?

  • Flourish checks for a matching UPC in the system.
  • If no match is found, an error message is shown.
  • If a match is found:
    • For non-cannabis items, the system continues to allocate.
    • For cannabis items, Flourish displays an error explaining that the user must allocate by package ID or Lot# (see below for a similar error )

Is the String a SKU?

  • Flourish applies the same validation logic as for UPCs.
  • Cannabis items still require a Package ID or Lot Number and will not be allocated via SKU scan.
  • For cannabis items, Flourish displays an error:
UPC scan error

How did we do?

Fulfilling a Retail Order

Retail POS Complete a Purchase

Contact