New Mexico BioTrack Outbound, Lab Samples and Manifesting Guide

New Mexico BioTrack Outbound, Lab Samples & Manifesting Guide

Purpose

This guide covers lab sample creation, outbound order fulfillment, and manifest creation 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:

• Creating lab samples from the Outbound module
• Creating lab samples using Bulk Actions
• Outbound order fulfillment
• Shipment and manifest creation
• Shipping transfers
• Canceling a manifest

Prerequisites

Your Flourish user role must have Outbound and Inventory permissions enabled. Drivers and vehicles must be set up in Flourish before creating shipments. The lab must be set up as a destination before creating lab sample orders.

Create Lab Samples from the Outbound Module

Before starting, locate the parent batch barcode ID in Inventory > All Packages and note it. The lab will need to reference this ID when uploading test results.

Please reference this guide as well for creating lab samples from the Orders Screen.

Create the Lab Order

1. Navigate to Outbound.
2. Click Create New Order.
3. Click the Destination DBA drop-down and select the lab.
4. Add any other relevant order details.
5. Click Start Order.

Add the Lab Sample Line Item

1. Add the item to the order and enter the quantity ordered.
2. Click Allocate Packages. The allocation screen opens. The source (parent) package displays but cannot be selected directly, which prevents the entire batch from being sent to the lab.
3. Click the green + at the top of the screen.
4. Enter the quantity of grams or units the lab will receive. This creates a new lab sample package split from the parent package.
5. Click Review and Confirm. The new sample package is created and automatically allocated to the order.
6. Click Done Editing.

Create Lab Samples Using Bulk Actions

Use this method to create and assign multiple lab sample packages in a single workflow without starting from the Outbound module.

1. Navigate to Inventory > All Packages.
2. Click Bulk Actions (drop-down menu)
3. Select Create Lab Samples
4. Check the box next to each package you want to sample.
5. Select New Order to create a new lab order, or select an Existing order to add samples to it.
6. Select the Destination (the lab) for the order.
7. Follow the prompts to enter sample quantities and confirm the packages to split.
8. Click Review and Confirm.
9. The page will bring you to the order you just created. You will then create the Shipment and Manifest.

The lab sample packages are created and allocated to the selected order. Navigate to Outbound to complete the shipment and manifest creation using the steps in the Create the Shipment and Manifest section above.

Create the Shipment and Manifest from the Orders Screen

1. From the Order Screen, click the On Shipment drop-down menu in the middle of the screen.
2. Select Create a New Shipment. The shipments screen will open up and the order will be tied to the shipment.
3. Enter the Distributor, Driver, and Vehicle information.
4. Enter the planned route.
5. Enter the Departure and Arrival times.
6. Click Create Manifest.

Flourish pushes the manifest to BioTrack. Refresh the page and verify the status shows In Sync. BioTrack returns a manifest ID, and the parent package displays the sample package reference in the All Packages grid.

Outbound Order Fulfillment and Manifest Creation

Create the Sales Order

1. Navigate to Outbound.
2. Click Create New Order.
3. Select the Destination.
4. Enter the Delivery Date, Invoice Date, and Customer PO if applicable.
5. Click Start Order.
6. Add line items and confirm pricing is correct.
7. Allocate packages to each line item. Packages can be pre-split ahead of time or split from a tested parent batch during allocation.
   1. To split from an existing package, select the package you want to split from, then click the + sign to create a new package and allocate to the order.
8. Click Done Editing.

Create the Shipment and Manifest from the Shipments Screen

1. Click the Shipments drop-down at the top of the screen.
2. Select Create a New Shipment.
3. Enter the distributor, driver, and vehicle information.
4. Enter the planned route.
5. Enter the Departure and Arrival times. BioTrack requires manifests for non-lab destinations to be created at least 24 hours before departure. Enter departure and arrival times at least 4 hours in advance so the BioTrack PDF manifest populates correctly.
6. Click Add Order/Stop.
7. Select the order from the drop-down.
8. Enter the estimated arrival time for the stop.
9. Click Create Manifest.

Flourish pushes the manifest to BioTrack. The BioTrack Manifest ID appears on the Flourish shipment manifest for easy cross-reference during audits.

Ship the Transfer

1. When ready to dispatch, click Ship Transfer.

Cancel a Manifest or Void a Shipment

If you need to cancel a manifest after it has been created, cancel it in Flourish before making any other changes.

Click Cancel Shipment. This will remove the order from the Shipment information so you can edit the order and re-create the Shipment and Manifest as needed.

Contact your BioTrack administrator if the manifest has already been accepted in BioTrack by the receiving party.