Use the BioTrack tab in Flowhub Maui to compare your active packages in BioTrack with your Flowhub inventory, identify discrepancies, and take action to keep both systems in sync.
In this article, we'll guide you through navigating the BioTrack tab, understanding each discrepancy type, and resolving mismatches so your team can maintain accurate, compliant inventory records.
To use the BioTrack tab, the following must be in place:
Your dispensary must have an active license in a state that uses BioTrack for traceability (Florida or New Mexico).
Your store must have BioTrack API credentials configured in Store Settings under Account.
There must be active packages in BioTrack associated with your retail license.
View the BioTrack Tab
To navigate to the BioTrack tab:
Navigate to Inventory.
Select BioTrack at the top of the screen.
The page will sync to BioTrack and display your active packages along with any relevant discrepancies.
Each discrepancy type and resolution is outlined in the sections below.
Filter and Sort the Package List
The BioTrack tab includes a row of filters across the top of the page that let you narrow the package list. Think of these like sorting trays at a post office: each filter separates your packages into a smaller, more manageable group so you can focus on what needs attention.
The available filters are:
Discrepancy Type — A dropdown that defaults to ALL. Select a specific discrepancy type to display only packages with that issue (for example, only Quantity discrepancies or only packages not found in BioTrack).
Category — A dropdown that lets you filter packages by product category. This is helpful when you want to audit a single category at a time, such as concentrates or edibles.
License Type — Use this to show only packages on a specific license type if your dispensary operates under more than one. Think medical vs recreational.
Include Unreported Sales — When enabled, the package list includes packages with sales that have not yet been reported to BioTrack.
Unit Weight Mismatch — When enabled, Flowhub compares the Weight/Volume on your Flowhub product against the Unit Weight field on the matching package in BioTrack and flags any differences. See the Understanding the Discrepancy Type: Unit Weight Mismatch section below for details.
💡 Tip: Filtering is especially helpful during inventory audits. Start with one discrepancy type, work through those packages, then switch to the next.
Resolve an Active Pkg Not in Flowhub Discrepancy
This discrepancy means you have an active package in BioTrack with no matching inventory in Flowhub. You cannot make sales on this package in Maui until you import it. It is recommended that you add inventory via the inventory page using the import button or via the manifest page to set up bulk importing. However, you can follow the steps below to add inventory from the Biotrack page.
Confirm that the matching product exists in your Product Catalog. You cannot import the inventory until the product is built.
Select the package with the Active Pkg Not in Flowhub discrepancy.
On the right side of the window, review the package details and the Fix Flowhub and Fix BioTrack options.
Select Fix Flowhub.
This opens the Inventory Import page, where you can select the product from your catalog and bring the package into your Maui inventory.
After importing the inventory, select Sync from BioTrack at the top of the page.
The package should no longer display the Active Pkg Not in Flowhub discrepancy.
Resolve a Quantity Discrepancy
This discrepancy means a package exists in both BioTrack and Flowhub, but the quantities do not match. This is useful during inventory audits because Maui lets you adjust the quantity in either system from this tab.
As with all inventory auditing, it is important to have a single source of truth. Your dispensary may decide that BioTrack is the source of truth, or that Maui is the source of truth.
First, conduct a physical audit by counting the inventory associated with the package in your dispensary. Then adjust the correct quantity in whichever system is your source of truth. You can then use the BioTrack tab to match it to the other system.
Select the package with the Quantity discrepancy.
On the right side of the window, review the quantity in Maui and the quantity in BioTrack. Decide which system you need to update.
Update BioTrack to Match Flowhub (Fix BioTrack)
Select Fix BioTrack.
A modal will display where you can adjust the package quantity directly in BioTrack.
Review the quantity input.
The field is auto-filled with Flowhub's calculated quantity for the item regardless of UOM or multiple weights. You can change this number.
Select a reason from the Reasons dropdown.
The dropdown is populated by BioTrack's official package adjustment reasons for your state. The Notes field may be required depending on the reason you select. These reasons and notes are recorded in BioTrack.
Select Adjust Package via API.
Select Sync from BioTrack at the top of the page.
The package should no longer display the Quantity discrepancy.
Update Flowhub to Match BioTrack (Fix Flowhub)
Select Fix Flowhub.
A modal will display where you can adjust the inventory quantity directly in Flowhub.
Choose a Room to adjust.
Review the quantity input.
The field is auto-filled with Flowhub's calculated quantity for the item regardless of UOM or multiple weights. You can change this number.
Select a Reason and leave a Note if desired.
If you have permission to approve discrepancies on your role, a message will display with the Auto-approve Discrepancy checkbox.
Selecting this checkbox before submitting will automatically update the inventory quantity in Flowhub.
If you do not see the Auto-approve Discrepancy checkbox, submitting the discrepancy will not change the quantity in Maui Inventory until a user with the approve discrepancies permission approves it.
Resolve a Not Found in BioTrack Discrepancy
This discrepancy means you have inventory in Flowhub that does not appear in BioTrack. This may happen because the item is test inventory created during onboarding, the package tag was entered incorrectly in Maui, or the package is no longer active in BioTrack.
💡 Note: If all of your packages in the BioTrack tab show the Not Found in BioTrack discrepancy, your BioTrack API credentials may be missing or expired. Refer to the Set Up BioTrack Traceability API Integration article for next steps, then re-sync the BioTrack tab.
Determine whether the package is real inventory (not test data) that should be active in BioTrack.
Log in to BioTrack and locate the package. Confirm that the package is active and that the tag matches exactly as it appears in Flowhub.
If it is, refresh your page by hitting the Sync from Biotrack button at the top of the page.
If not, investigate all sales and inventory activity using the log and follow your dispensary's SOP on discrepancies.
Resolve a Finished Package is Active in Flowhub Discrepancy
This discrepancy means a package has been finished in BioTrack, but Flowhub still has inventory tied to it. This can cause issues when pushing sales because the package ID has been finished in BioTrack.
Conduct a physical audit of this inventory item to determine whether the package is truly finished.
If there is still inventory with this package ID available for sale in your dispensary, you can adjust Biotrack inventory using the Fix Biotrack button to sell the available inventory.
With the package selected in the BioTrack tab, select Fix Biotrack.
A modal will display where you can adjust the inventory quantity.
Select a Reason and leave a Note if desired.
Select Fix Package Via Biotrack API
We recommend using the inventory log to trace the discrepancy.
We also recommend working with your compliance officer to confirm that your SOPs align with laws in your market.
If there is no inventory with this package ID available for sale:
Option A: Use Fix Flowhub to submit a discrepancy and set the quantity to zero.
With the package selected in the BioTrack tab, select Fix Flowhub.
A modal will display where you can adjust the inventory quantity. The quantity input is auto-filled with zero.
Select a Reason and leave a Note if desired.
If you have permission to approve discrepancies on your role, select the Auto-approve Discrepancy checkbox before submitting.
If you do not see the checkbox, the discrepancy must be approved by a user with the approve discrepancies permission before the quantity updates.
Option B: Navigate to Inventory, find the inventory item, and delete it from Flowhub.
Understanding the Discrepancy Type: Unit Weight Mismatch
The Unit Weight Mismatch discrepancy helps you catch differences between the Weight/Volume on a Flowhub Product and the Unit Weight recorded on the corresponding package in BioTrack. Think of it like a spell-check for weights: Flowhub compares what you have on file against what BioTrack has on file and flags anything that does not match.
When this toggle is enabled, the BioTrack tab also displays both values side by side so you can compare them at a glance.
💡 Note: A Unit Weight Mismatch flag is informational only. It does not prevent sales on the package, and it is not reported to the state or BioTrack in any way. If you have been selling these products without issue, you may not need to take any action.
To resolve a Unit Weight Mismatch:
Locate the physical product and verify its actual weight.
Compare the physical weight to both the Flowhub Weight/Volume and the BioTrack Unit Weight.
Determine which system has the incorrect value:
Correct in Flowhub, incorrect in BioTrack: Reach out to your supplier and let them know the Unit Weight is recorded incorrectly on the package in BioTrack.
Incorrect in Flowhub, correct in BioTrack: Update the Weight/Volume on the Product in Flowhub.
💡 Tip: If you need to update the Weight/Volume in Flowhub without changing the default Product, create a variant by copying the existing variant. This gives you a new version with the correct Weight/Volume while preserving the original.
Why Unit Weight Mismatches Matter
Here is an example of how a mismatch can affect your business:
A concentrate has a Weight/Volume of 1.5g in Flowhub, but the BioTrack Unit Weight is 1g.
In this case, the product takes up more space in the Flowhub purchase limit bar (1.5g) than it should (1g). You would not be overselling, but you could be missing out on sales.
If the situation were reversed (1g in Flowhub, 1.5g in BioTrack), you could be at risk for overselling because BioTrack calculates the sold amount using its own Unit Weight, not the Flowhub value.
When BioTrack processes a sale, it uses the Unit Weight on the package (as entered by the supplier) multiplied by the quantity sold. If that Unit Weight is higher than what was actually sold, BioTrack may flag an oversell that is not your fault.
Frequently Asked Questions
Does a Unit Weight Mismatch mean I am out of compliance?
No. A Unit Weight Mismatch is informational. Flowhub compares your Product Weight/Volume against the Unit Weight that a supplier entered in BioTrack. It does not prevent sales, and it is not sent to the state or BioTrack. If you have sold these products without issue, you are likely fine.
If all my packages show "Not Found in BioTrack," what should I do?
This usually means the BioTrack API credentials on your store are missing or no longer active. Refer to the Set Up BioTrack Traceability API Integration article to verify your credentials, then re-sync the BioTrack tab.
What does "source of truth" mean for Quantity discrepancies?
Your source of truth is whichever system your dispensary treats as the definitive record for inventory counts. Some dispensaries use BioTrack as the source of truth, and others use Flowhub. The key is to physically count the product first, correct the number in your source-of-truth system, and then use the BioTrack tab to bring the other system into alignment.
What happens if I do nothing about a Unit Weight Mismatch?
If the supplier recorded a higher Unit Weight in BioTrack than what the product actually weighs, you could be flagged for overselling through no fault of your own. The toggle is designed to alert you to that possibility. Whether you take action depends on your situation. If you have sold these products without issue, or if the discrepancy is within a tiny fraction of a gram, you are likely fine.
Which states use the BioTrack tab?
Florida and New Mexico currently use BioTrack for traceability. Dispensaries in these states will see the BioTrack tab in the Inventory section of Maui. If your state uses Metrc instead, refer to the Metrc Tab article.
Great work! 🥳 You now know how to navigate the BioTrack tab in Flowhub, understand each discrepancy type, and take action to keep your BioTrack and Flowhub inventory in sync.