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New York BioTrack: Create Initial Inventory

Use this workflow during BioTrack’s 30-day initialization window while the system is still open and inventory setup is in progress. It’s designed to help you receive inventory that isn’t yet in the s…

NIr Malchy
Updated by NIr Malchy

Use this workflow during BioTrack’s 30-day initialization window while the system is still open and inventory setup is in progress. It’s designed to help you receive inventory that isn’t yet in the system—whether it's your own product not yet entered in Flourish or from licensed vendors not yet active in BioTrack. Manually create an inbound transfer in Flourish, receive the product, and push it to BioTrack to generate an official package ID and stay compliant.

The Office of Cannabis Management shared updated guidance for transfers to customers not yet on BioTrack. Please follow the steps outlined in this help article: New York BioTrack Inventory Transfers to Destination Not On BioTrack

Manual Inbound Process Overview

  1. Create an Initial Transfer
  2. Add inventory lines to the transfer
  3. Receive the inventory into Flourish
  4. Push the inventory to BioTrack

Manual Inbound Process

1. Create an Initial Transfer

  1. Navigate to Inbound > Transfers
  2. Click Create (Initial) Transfer
    Create Initial Transfer
  3. Use the preset manifest number or enter your own
  4. Select the Shipper
  5. Click Proceed

2. Add Inventory Lines

  1. Click Add Line
  2. Complete each required field:
    • Inbound Item (select from dropdown)
    • Custom Package ID (optional) – leave blank to auto-generate
    • Lot (optional)
    • Quantity
    • Total Cost (optional)
  3. Click the green “√” to save the line
  4. Click the red “🚫” to delete a line
  5. Repeat for all inbound items
    Add Inventory Lines

3. Receive the Inventory

Icons and Actions

📦 Box – Receive the inventory

✏️ Pencil – Edit the line

❌ X – Remove the line

To receive
  1. Click the box icon 📦 for each line
  2. Wait for the “Package received” confirmation
    • This creates a package in your Flourish inventory

Repeat until all inventory has been received.

receive

4. Push Inventory to BioTrack

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.
For a Single Package
  1. Go to Inventory > All Packages
  2. Locate packages with Status = “N/A” and Flourish or custom Package ID
    Filter NA
  3. Click Actions > Push to BioTrack
  4. Refresh the All Packages grid
    push to BioTrack
  5. Confirm:
    • Sync Status shows “In Sync”
    • Package ID now displays a valid BioTrack ID
      in BioTrack
Bulk Push to BioTrack
If you plan to ship to a Retail facility, all the inventory must have a lab result attached before you push to BioTrack.

  1. Go to Inventory > All Packages
  2. Locate packages with Status = “N/A” and Flourish or custom Package ID
    Filter NA
  3. Click Bulk Actions > Push to BioTrack
    Bulk Action > Push to BioTrack
  4. Select the packages by checking the boxes next to them.
  5. Click "Push to BioTrack" and view the message:
    push message
  6. Refresh the All Packages grid and note the package IDs and Sync Status:

Video Tutorial

How did we do?

New York BioTrack Manufacturing

New York BioTrack Receiving Transfers

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