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WA Standalone: Inbound Transfer or Return Using a WCIA Link or JSON File
WA Standalone: Inbound Transfer or Return Using a WCIA Link or JSON File

How to import inbound transfers or returns when the sender has provided you with a WCIA link or JSON file in GrowFlow Wholesale

Madie avatar
Written by Madie
Updated over a week ago

Updated 04/18/2023

Follow this guide to import an inbound transfer or return in GrowFlow Wholesale using a WCIA link or JSON file and automatically populate the details of the transfer for importing


1. Locate the WCIA link or JSON file. The link or file will have been sent to you by your vendor.


  • WCIA links: A URL starting with “https://”

  • JSON Files: A file ending in “.json”

2. Head to Orders > Inbound Orders

3. Click Import external inbound transfer

4. Click Import WCIA

5. Begin the import using your link or file with the following options:

Option A: WCIA link (URL)

Copy and paste or drag and drop the entire WCIA link in the entry field under Paste a WCIA link here, then click Import Data to preview and confirm the transfer details.

Option B: JSON file

Click the grey area to upload your JSON file from your desktop or drag and drop the file into the grey area, then click Import Data to preview the transfer details.

6. Review and import the order

A. Confirm the Supplier

B. Confirm the External Manifest ID and remove any characters that are not alphabetical, numerical, or dashes for optimal performance

C. Confirm the Transfer Date

D. Confirm the Traceability Types are correct

  • If a Traceability Type needs updating, click on the blue text in the Type column, select the correct Traceability Type from the drop-down, then click the blue checkmark.

E. Confirm the QA Result IDs with the corresponding COAs. The COAs should be included with the paperwork sent to you from the supplier.

  • If the QA result ID needs to be updated, click on the blue text in the QA Result ID to make the correction, then click the blue checkmark to save it.

  • If you are expecting that the inbound inventory is already tested but the QA result IDs are not displayed, reach out to the sender to request an updated WCIA link, letting them know that the QA results are not attached. We recommend that proof of QA results should always be confirmed before accepting inbound material.

F. Confirm the Strain Names

  • If a Strain Name needs correcting, click into the Strain field and start typing the correct Strain Name to populate a search, then select the Strain Name.

G. Under Assign Product or Template, select a Product or Template from the drop-down to assign to a line item if needed.

  • Type a related keyword to the Product into this field for quick search results.

  • If an applicable Product or Product Template does not appear in the drop-down, click Create New Product Template to create one for the inbound item.

  • If the incorrect Products are appearing the Product drop-down, double-check the traceability type and strain name are correct. Refer to Step D, above, to correct a Traceability Type if needed and Step F to correct a strain name if needed.

H. Confirm the Received Quantities. Click into this field to enter any corrections if needed.

I. If any items on the order are being returned to you, check the Return box. See the notes about Returns.

J. Confirm the Total paid for each item. If you are tracking COGS, this Total will be entered as the starting Cost of the Inventory in your account.

K. If any items are missing that should be added to the Inbound Transfer, click +Add Line Items

L. Optionally, select a room for the inbound inventory. If no room is selected, the items will be placed in the Bulk Inventory room.

M. Finish by clicking Import # Line Items!

7. The order will appear via Orders > Inbound Orders. Click on the Manifest # to view the transfer details, invoice, and QA.

View or Edit Accepted Inbound Orders

A. Invoice tab: Presents the Inbound Order details, as well as the features C-E detailed below

B. QA tab: Presents the details of any lab results transferred with the accepted items

  • QA Options:

    • Open PDF: Opens the COA PDF Preview, if the COA was provided in the transfer or if one was attached at a later time

    • ✖ Cert: Delete the attached COA

    • ↑Cert: Upload a COA

C. To ID#: The ID assigned to the accepted inventory once accepted into your account

D. Options > Edit: Edit the Received quantity, the Total price, or Return status. Click save when the edits are complete, or cancel to exit the editing options.

E. Print: Print labels for your new items from this page

F. Click View On Inventory to see only the items from this transfer as they appear on the Inventory Overview

G. Export a list of the transfer's items as a .CSV

H. Print: Print this view of the transfer as an invoice for the Inbound Transfer

You're all set! Nice work!

Notes About Returns:

  • GrowFlow tracks the value of returned items via Dashboard > Refunds.

  • Totals for items marked as returns reduce your gross sales for monthly tax reporting. See the Dashboard > Taxes report.

  • As a reference for estimating the prices for any returns from a retailer, you can use the Dashboard > Sales By Product report.

    • The Sales by Product report shows the average price for each product sold for the selected products, vendor, and date range.

  • Cash credits are outside of state traceability, but credits can be given on future orders when the sender of returns does not collect cash at the time of the return.

  • On an Order's invoice, "Return Value" is the name of the field where you enter the amount of the cash credit.

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