Florida BioTrack Lab Samples and COA Management

Lab testing is a critical workflow for cannabis operators. BioTrack requires users to associate a lab sample with the lab that will test the sample. A user then manifests this lab result to the laboratory for testing. The lab submits the test results to the BioTrack API. Flourish syncs the results back into Flourish. Users will still need to upload the actual PDF of the COA.

Steps to Take a Lab Sample

1. First create an order
   1. Designate the Lab for the order
   2. Select the items to sample
2. Click the allocation icon to choose the package to sample

   

3. Click the green + icon to create the lab sample

   

4. Choose the appropriate source package ID to pull the sample from
   1. Choose QA Sample for a FINAL TEST and R&D Sample for research purposes

   

5. This will split the quantity off of the source package onto a new barcode
6. Manifest the order to the lab for testing

Bulk Create Lab Samples

Creating lab samples in bulk saves time and helps maintain compliance.

1. Go to Inventory / All Packages.
2. Click Bulk Actions > Create lab samples.

   

3. Select a New Order or add to an existing Order (choose the lab for the order)
4. Select the Destination (choose the lab for the order).
5. Select the Type of Lab Sample – choose Final or R&D.
6. Select the Area and Location (if applicable)to locate the new packages.
7. Check the boxes next to the packages you want to use as source packages.
8. For each package, enter the Quantity to split – this defines how much is split from the source onto a new barcode.

   

9. Click Create Lab Samples. Flourish displays success messages and redirects you to the Order Details screen of the new outbound order.
   
10. Click Done Editing.
11. Manifest the order to the lab for testing: See steps here.

Directly Inherited from the Source Package

The inheritance of package attributes in this process is independent of the general “Inherit Package Attributes” configuration setting described here: Inherit Package Attributes – Configuration Guide. Even if that setting is disabled, the attributes listed below will still be copied from the source package to the child package.

• Item ID – The item identifier is inherited from the source package.
• Lot Code (Lot Number) – The child package inherits the lot number of the source package.
• Unit Cost – The per-unit cost is carried forward.
• Expiration Date/Time – Inherits the expiration timestamp from the source package.
• Strain ID – The strain associated with the source package.
• Reference Fields (1–3) – Any reference values are transferred.
• Equipment Code – The equipment code used for processing.
• Pressure – Processing pressure from the source.
• Temperature – Processing temperature from the source.
• Processing Duration – Total processing time is inherited.
• Unit Weight – The recorded unit weight from the source.
• MMJ Used Quantity – Carried over from the source package.
• MMJ Used UOM ID – Unit of measure tied to MMJ used.
• Is Trade Sample – If the source package was marked as a trade sample, the child inherits this flag.
• Use By Date – Carried forward from the source package.
• Serving Size – Inherits serving size information.
• Production Date – Retains the production date of the source package.
• Extraction Method – Method of extraction used in the source.
• Moisture Content – Moisture data carried forward.

Inherited from Source Package Mappings

• Terpenes – Pulled from the terpene profile associated with the source package.
• Cannabinoids – Pulled from the cannabinoid profile associated with the source package.

R&D Lab Samples

If the sample is for R&D, we will take the same steps as above but select R&D Sample. R&D test results do not sync back from the State System. Manually upload these results into Flourish if desired.

Retesting a Failed Product

BioTrack only allows one "final test" sample at a given time.

If a Lab Result comes back as FAILED, BioTrack allows taking up to two additional samples. Go through the normal workflow to do this.

Syncing a Lab Result from BioTrack

Lab results will automatically sync back into Flourish when the Testing Lab submits this information. Pull these results in at any time, once available, by clicking the "Sync from BioTrack" button.

Undo Lab Sample Creation

There are a few options to "undo" creating a lab sample:

• Remove the order line, which will de-allocate the sample and return the lab sample package quantity to the original package.
• Cancel an order, which will de-allocate all packages and return each lab sample package quantity to the original package.
• Find the lab sample package in All Packages and click "Undo Package" to remove from the order line and return the quantity to the original package.