On Jan 23, 2025 there was a webinar by BioTrack giving important updates about integrations with New York's Biotrack Program. Biotrack is New York's official statewide track-and-trace system. This implementation of BioTrack will only function as a state reporting tool with an Application Programming Interface (API) to submit data and generate universally unique barcodes (UUIDs). Because we provide an alternative to Biotrack, we’re keeping our users updated with current information relevant to our software and BioTrack.
Q: When is the go-live date and what is the process?
A: The New York State Office of Cannabis Management reviews survey data submitted on the 17th. No official go-live date has been set yet.
Q: Do non-cannabis inventory items need to be tracked in the seed-to-sale system?
A: No. Non-marijuana items are not tracked and should not be uploaded to the system. This inventory is only managed in Flourish.
Q: Do non-cannabis inventory items need to be invoiced or recorded in the system?
A: No. Non-marijuana items cannot be included in the invoice or manifest sent to BioTrack. This inventory can still be sold within Flourish.
Q: Can scheduled destruction actions be performed immediately, or is there a waiting period?
A: There is no waiting period for destruction in New York. Other states may require 3 to 7-day waiting periods.
Q: The system doesn’t enforce a minimum test sample size—was this intentional?
A: Yes. The state decided not to enforce minimum sample sizes to avoid changes if regulations shift. Licensees are responsible for complying.
Q: What is the 'state product identifier' expected to be?
A: It is the State Product ID assigned when registered products are approved. More information on this should come from the OCM.
Q: Will units of measure other than 'each' be used?
A: Yes, depending on inventory type:
- Final Products (e.g., pre-rolls) = Unit-based ('each').
- Intermediate, Lot, and Cultivation inventory (e.g., raw materials) = Weight-based or Volume-based.
Q: Is the v1/inventory/dry endpoint required for cured harvests?
A: Only if wet flower was used during the harvest process.
Q: What is the workflow for reworking products into a lot or intermediate?
A: Intermediate products can be converted into material lots. End products from flower lots (pre-rolls, usable cannabis) can be converted back into flower lots. New testing is required before retail sale.
Q: Can Keif be produced from flower?
A: Yes. Flower must first be converted into a flower lot, and then the kief end-product can be created from that lot. See Flourish's help documentation for more details.
Q: Can an incorrect expiration date be modified?
A: Yes. The PUT v1/inventory endpoint allows expiration date corrections.
Q: Do test results carry over during product conversions?
A: It depends. Results only carry over if they are uploaded prior to splitting inventory. If a sub-lot is created before QA sample results come back, results are not inherited.
Q: Will a digital ID be returned for all initial inventory?
A: Yes. Each inventory item gets a 16-digit traceability ID. This is equivalent to a Package ID or a Metrc Tag if you've operated in other states.
Q: What happens if an ID entered during initial inventory turns out to be a real ID later?
A: If the barcode matches the 16-digit traceability format, it becomes permanent. If it doesn't match, a new traceability ID is generated.
Q: What happens if a duplicate inventory ID is entered?
A: If the same barcode exists, the system assigns a new one and sets the original as an external ID.
Q: What should be entered in ‘usable weight per unit’ for initial inventory?
A: The weight of the usable cannabis in the product. Un-tested products must follow standard QA sampling and lab testing.
Q: Should rejected package prices be set to $0?
A: Yes, if fully rejected. If partially rejected, the price should be adjusted accordingly.
Q: When should payments be recorded—before or after rejected packages are returned?
A: This is a state compliance question. Contact the Office of Cannabis Management for clarification.
Q: How will bicycle or on-foot deliveries be handled?
A: A new manifest type is being created without requiring a vehicle.
Q: Will a return manifest automatically be created for rejected transfers?
A: Yes. The same driver must handle the return manifest.
Q: Should adjusting packages on a manifest be blocked?
A: Yes. Invoice must be updated to match the adjusted package quantity.
Q: Are two drivers required for a manifest?
A: No. One driver is required; two is optional.
Q: Is using 'pickup' mandatory?
A: Yes.
Q: Should seed-to-sale payments map exactly to real payments?
A: Yes. The invoice must match the final payment amount after discounts.
Q: What field is used for purchase limits in New York?
A: Recreational: Rec usable weight. Medical: MCDMS and PMP.
Q: Are purchase limits enforced during order fulfillment and delivery?
A: Yes. Limits are validated when the order is placed.
Q: How can a licensee check how many digital ID tags they have left?
A: A new API endpoint is in development. Licensees can log into the ID tag portal to view tag status.
Q: What is the process for ordering tags?
A: Licensees will log into a secure website to order and manage tags.
Q: Can a licensee specify their own ID when creating inventory?
A: No. IDs are randomly generated by the seed-to-sale system.
Q: How can retailers correct sales errors?
A: Use PUT v1/sales to update sales records. Refunds and voids must be processed through the API.
Q: Can retailers adjust potency data?
A: No. Only QA labs can modify potency data.
Q: Is there a UI for dispensaries to enter sales manually?
A: No. New York's seed-to-sale system is API-only—no CSV uploads or UI.
Q: Can we reschedule a delivery stop that couldn’t be completed?
A: Yes. Use the manifest reschedule endpoint.
Q: How do we process an incomplete manifest stop?
A: Use manifest reschedule. The original delivery ID is replaced with a new one for the next attempt.
Q: Will there be a backlog in integration validation if demand is high?
A: Possibly. BioTrack anticipates a 5-day turnaround but will adjust as needed.
We’re happy to provide detailed answers for our cannabis ERP software customers who are integrating with BioTrack, if you have additional questions you’d like resolved, we’re happy to help.
See why New York cannabis companies switch from BioTrack to Flourish.