How do I import a new incoming manifest from Biotrack?
In order to receive inventory into POSaBIT, it is important to understand how the POS system interacts with Biotrack. Below are step-by -step instructions to accept new inventory into the system!
Step 1: Locate the Manifest in POSaBIT
- From the top navigation bar, click Inventory > Incoming Manifests
- Click on the green Show button or click on the manifest Ref Number next to the manifest you are accepting.
Important: If you do not see the manifest in question under the list of 'pending' incoming manifests, hit the blue Sync button. The system automatically syncs with Biotrack every 15 minutes, so it is possible you need to manually sync up with Biotrack to pull the latest data.
Step 2: Assign Manifest Items ("lots") to Products
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For each package ID, search the product library and associate it with a Product.
- If you have never sold this product before, select the orange Add New Product button.
- If you have sold this product before, simply type in the name of the product and select it.
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If you can't find the Product you are searching for, you may have to loosen your search results. The product list automatically defaults to showing active products from the supplier you are accepting the manifest from. You can expand the product results by clicking on the product state button and/or supplier button:
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Clicking the green product state button will display active and inactive products
- Clicking the blue supplier button will display products from all suppliers
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Clicking the green product state button will display active and inactive products
- If you have never sold this product before, select the orange Add New Product button.
- When Accepting Prepackaged Flower: After you select a prepackaged product from the product list (product is unit based, and is not weighable), a pop up window will appear and prompt you to confirm the number of units you are accepting. For flower products (bulk or prepackaged), Biotrack sends POSaBIT the bulk weight. Selecting a prepackaged product from the list will automatically transform the bulk weight into the appropriate number of units as assigned by the weight of the prepackaged product that is selected. For example: if Biotrack thinks you are receiving 70 grams of product, and a 3.5 gram product is selected from the product library list, then the system will recognize that you are receiving 20 units, each weighing 3.5 grams.
2. Enter the wholesale cost per unit. (This is the cost that you paid the vendor for each unit of an item, not the price that you will sell the item for in your store.)
3. Quantity auto-populates based on information pulled from Biotrack.
4. By default, Barcode is automatically populated with the lot ID number.
- If an item already has a barcode label, you can use that barcode instead of the package ID. Just input the barcode into the barcode section
- Otherwise, enter your own custom Barcode. If you add your own barcode, remember to print labels for your items before selling them
5. Make sure to fill out the THC/CBD test results, the expiration date, and assign a room for the inventory to be "stored".
Step 3: Accept the Manifest
When you're done filling out product information for the new package, press the green "Save" button in the bottom right hand corner of the package creation module. Once you have filled out and saved all packages within the manifest verify the Cost at the top of the page and then hit the green Accept button.
Once the manifest has been successfully accepted into the system, the header at the top of the manifest will turn green and will show the date, time, and employee that accepted the manifest.
For additional assistance, please reach out to POSaBIT support @ 1 (855) POSaBIT OR support@posabit.com.
