Flowhub Manifest Import makes it quick and easy to receive inventory from Biotrack transfers directly into Flowhub. In this article, we'll guide you through accepting, importing, and bulk-importing a Biotrack Manifest so your team can get new stock into inventory accurately and compliantly.
As you import Manifests, Flowhub learns which Product in your Catalog matches each incoming Biotrack package. This matching also works across stores within the same state, so if another location in your organization has already imported a package, Flowhub will suggest that product match at your store too.
Before You Begin
Before importing a Manifest, confirm the following:
Your location is integrated with Biotrack.
The Manifest has been created and approved in Biotrack.
You have permission to Create New Inventory.
All packages on the Manifest are intended for receipt at this location.
💡 Tip: Manifests cannot be edited once imported.
Accept a Biotrack Manifest
Importing a Manifest pulls package data from Biotrack into Flowhub for review.
Navigate to the Main Menu in the top-left corner and select Inventory.
Select Manifests (New Mexico) or the Intake Tab (Florida).
New Mexico: Manifests in Flowhub will only display if they have not yet been accepted in Biotrack. Accepting the Manifest in Flowhub will also accept the Manifest in Biotrack for you. If a Manifest has already been accepted in Biotrack, import that inventory using the Biotrack tab, not the Manifests tab in Flowhub.
Select the Manifest you would like to import.
A list of the packages in the Manifest will display on the right side of the page. Select the Correct? radio button next to each Package, then select the yellow Receive Manifest button at the bottom of the package list when all packages are confirmed.
Import a Biotrack Manifest
After the Manifest is received, you can now add each package to your Flowhub Inventory.
Select a Package in the Manifest, then select Create Inventory.
A prompt will display to select a Product from your Catalog and add the package to your inventory.
If you don't have the Product in your Catalog yet, select Create a New Product to build the product information directly from this view.
The box on the right side of the page displays information directly from Biotrack.
Enter the quantity and assign the inventory to a Room.
Review Batch Specific Pricing.
If the greyed-out price and cost on the left are correct, you can skip this section. If the price or cost for this batch has changed, update it using the fields on the right.
Enter any other required fields marked with an asterisk (*).
Select Save.
💡 Tip: The next time you or another store in the same state imports packages of those items, Flowhub will remember which Products you associated and they will be available for Bulk Import in future Manifests.
A message will display confirming the Manifest has been imported successfully.
Bulk Import Manifests
If the Manifest includes packages that were previously imported into Flowhub, a Bulk Import button will display in the upper area of the Manifest.
💡 Note: If you are importing inventory that has never been imported at your location before, Flowhub will check whether another store in your organization within the same state has previously imported that item. If a match is found, Flowhub will suggest the most recently matched Product from that same-state store. Product matching only references stores within the same state. For example, a product matched at a Florida store will not be suggested for a New Mexico store, even if both stores belong to the same organization.
💡 Tip: If the Bulk Import button does not display, none of the packages on the Manifest have been previously imported at your location or at another store in the same state.
Review the suggested products by comparing the Biotrack package name to the Flowhub Product name. If everything looks correct, you can use Bulk Import.
Select Bulk Import.
Select the Destination Room where the full quantity of each package will be stored.
Select Import.
If any required fields on the Inventory item cannot be completed through Bulk Import, those items will be tagged with the yellow Out of Compliance warning.
On the Manifest page, the Flowhub icon next to these packages turns yellow, and the side panel displays a "Package is pending import into Flowhub" message. This indicates the package has been partially imported but is still missing required information such as Batch Date or Batch ID.
The yellow Flowhub icon and Out of Compliance warning persist until the missing required fields are entered and saved.
Use the More Filters button in Inventory to enable the Non-compliant filter to view everything with this warning.
Select Edit on each inventory item to fill in the missing required field. When all required fields are completed, the Out of Compliance warning will go away.
A message will display confirming inventory has been created.
Frequently Asked Questions
Why can't I import a Manifest?
The Manifest may not be approved in Biotrack, or your user role may not have the required permissions. Confirm the Manifest has been created and approved in Biotrack, and that your account has the Create New Inventory permission.
Why are there items now marked Out of Compliance?
If there are any required fields on the inventory item that cannot be completed through Bulk Import, the system will mark it with the Out of Compliance warning. Select Edit on the inventory item and fill in the missing required fields to resolve the warning.
Does product matching work across multiple stores?
Yes. If another store in your organization within the same state has previously imported and matched a package to a Product, Flowhub will suggest that same Product at your location. This matching is state-specific, so stores in different states will not share product suggestions.
Does Flowhub remember my product matches for future imports?
Yes. Each time you associate a Biotrack package with a Product in your Catalog, Flowhub remembers that match. Future Manifests containing the same items will be eligible for Bulk Import at your location and at other stores in the same state.
Whoohoo! 💃
Your Biotrack Manifest has been successfully imported and received. Keeping Manifest imports accurate helps maintain compliance and ensures inventory is ready for sale.