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BioTrack New York Go-Live Steps

BioTrack began emailing New York license holders today. Flourish will begin onboarding clients to the BioTrack NY State Traceability System the week of August 5. The state opens the integration windo…

NIr Malchy
Updated by NIr Malchy

BioTrack began emailing New York license holders today. Flourish will begin onboarding clients to the BioTrack NY State Traceability System the week of August 5. The state opens the integration window on August 1.

BioTrack provides a 30-day window to initialize inventory. During this window, certain functions are available.

Learn more about New York BioTrack: Manually Inbounding from External Vendors

Things You Should Do

Things you should do before we connect you to BioTrack:

  1. Submit Your BioTrack Info to Flourish
  2. Prepare your Inventory

Submit Your BioTrack Info to Flourish

We will need your BioTrack login credentials to connect your Flourish Software Admin account to BioTrack.

As soon as you receive your login and license details from BioTrack, email support@flourishsoftware.com with the subject:

BioTrack Integration for [Your Company’s Name]

Include in the body:

  1. Your company name
  2. Your UBI (Universal Business Identifier)
    • Include all if you have multiple
  3. Your OCM license number(s)
    1. You need one license number per Flourish facility. If your microbusiness is spread across multiple addresses, we need an identifier from BioTrack per facility.
  4. Desired go-live date (August 5 or later)
  5. Estimated date of your next harvest

When you are ready to sync to BioTrack, we will send you a secure request to share your login email and password to BioTrack. Using the data, we will connect your Flourish Software account to your BioTrack account.

Prepare your Inventory

Must Know
  • All End Products must be 'Each' based in NY.
  • All End Products must have a COA attached to sync to BioTrack.
  • To transfer an End Product to a Retailer, The End Product must have the COA attached. The state system will block the transfer if not.
  • Only end products can exist in a retail site or be sent to a retail site.
Inventory Preparation Report

Use the "BioTrack NY Prep" report to help you to take action on your inventory and application data.

Find this report on Analytics/ Company Admin / Integrations / BioTrack NY Prep.

Make sure you can access company-wide reports. Here is how you set User Access and Access Level

Use the "BioTrack NY Prep" report to help you to take action on your inventory and application data. Find this report on Analytics/ Company Admin / Integrations / BioTrack NY Prep.
Inventory Preparation

Get Your Inventory and Data Ready Before BioTrack Integration

Make sure your Flourish inventory is accurate and reflects your physical inventory. This ensures a clean sync and avoids delays once BioTrack goes live.

Inventory Cleanup in Flourish

  • Mark all inactive plants as dead
    Refer to this article for instructions.
  • Adjust inventory to zero for all items not currently on hand
    Follow this guide to make adjustments.
  • Create your strains
    Use this article for steps, or bulk import using the bulk update tool.
  • For each strain, create these three item types:
    • Seed
    • Clone
    • Bulk Flower

Inbound your current inventory

Log and inbound all inventory you intend to track in BioTrack, including:

  • Clones
  • Seeds
  • Bulk flower
  • In-progress items (e.g. distillate)
  • Finished goods

Other Key Data to Prepare

  • Areas
    • Ensure every New York facility has active, accurate areas.
    • Disable any areas not in use.
  • Drivers & Vehicles
    • Set up drivers and vehicles in Flourish to be used for manifesting.
    • This ensures your outbound shipments meet BioTrack requirements.
  • Plants
    • All plants should be in the Vegetative, Mother, or Flowering phase.
    • Move any plants in Cloning into Vegetative or into inventory.
  • Harvests
    • Harvests in Drying will sync with their wet weights to BioTrack.
    • Harvests in Processing will sync wet weights and be ready to complete in BioTrack.
    • We recommend closing all open harvests before enabling the integration to avoid complications.
  • Packages
    • Packages will receive a BioTrack barcode ID once integration is live.
    • Every package must be:
      • Mapped to a BioTrack category
      • Assigned to a valid Area in Flourish

Getting your inventory and data in order now will save time, reduce risk, and ensure a smooth launch with BioTrack.

Examples of Item Creation

If you plan to produce and sell items, create one item for each strain or 'flavor'. (Example: Flavored Vape Carts).

  • Seed
Seed Item Example
  • Clone
Clone
  • Bulk Flower can be set up in either grams, pounds or both. This depends on how you use your Bulk Flower. Here is an example for each:
  • Bulk Flower (grams)
Bulk Flower
  • Bulk Flower (Pounds)
Pre roll
  • Pre-Roll
  • Packaged Flower
Packaged Flower
  • Infused Pre-Roll
Infused Pre-Roll
  • Vape Cart
Vape Cart
  • Edible - Work In Progress or "Bulk Edibles" (not final packaged)
  • Edible - Finished Product

Essential things you should know

Timeline

Week of July 28 Flourish will audit your account to prep for integration. This includes:

  • Updating facility details: name, address, and license number
  • Ensuring item names, categories, and types align with state specs
  • Uploading COAs for inventory that’s ready to ship
  • Auditing your plant and inventory data in Flourish

Clean up all data in advance of integration.

Week of August 4 Flourish begins onboarding clients in waves. The state rollout schedule:

  • August 1, 2025: Cultivators, Microbusinesses, ROs, Permitted Labs
  • September 1, 2025: Processors, Distributors
  • October 1, 2025: Retail Dispensaries

Flourish will prioritize Cultivators and Microbusinesses first, aligned with OCM guidance.

Digital Tag Allotments

Each license gets a free tag allotment from BioTrack:

  • 2,500 tags for Cultivators
  • 750 tags for Microbusinesses, Processors, and AU Distributors

If you have more active plants or packages than your tag allotment, purchase additional virtual tags from BioTrack before enabling the integration.

🔗 [Official Tag Guidelines (April 2024)]

🔗 [BioTrack Digital Inventory Tag Guide (May 2025)]

Post-Go-Live Data Correction Rules

  • You have 30 days from August 1 to enter your data into Flourish/BioTrack
  • After integration is live, all corrections must follow BioTrack’s standard correction process (adjust or destroy)
  • No historical data (harvests, shipped orders or manifests, consumed packages) will sync

Audit and fix all data before go-live to avoid delays.

How did we do?

New York BioTrack Integration Overview

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