Updated 2/18/2022

The steps for intake are the same whether the inventory is brand new for selling or processing, or is previously sold inventory that is being returned to you as damaged, expired, or unsold product returns.

Note: An "Inbound Order" comes to you with a manifest generated by the sending party. This is different from "Partial Returns", which can happen if you deliver an order of your own products but the vendor does not accept everything. Partial Returns are handled from within the original order on your "Orders" page.

A. Open the pending inbound transfer

1. Select "Inbound Orders" on the Orders menu:

2. Click "Receive Pending GF Transfer" in the upper left. The number in yellow will tell you how many transfers you have pending from GrowFlow customers:

3. Find the inbound manifest ID and click the "Show" button at the right:

4. A window will open showing all the transfer details and editable fields described in section B below

B. Edit as needed and import the items

  1. Traceability type - This shows the type transferred. If this is wrong, you can click and select the correct type. Save your selection by clicking the blue checkmark.

  2. External ID - Inventory ID from the sender's account (this field is editable if necessary)

  3. QA Result - If the item had a test result attached, the last several characters of the sample ID will show here (this field is editable if necessary)

  4. External Product - Product name and unit size (if any) from the sender's account

  5. Strain - Strain name transferred by the sender. You can edit this by deleting the entered name and typing to search for the one you want. Not required for edibles.

  6. Assign Product or Template

    1. GrowFlow will default to show the first template (in alpha order) we find in your account that matches the traceability type + unit size for the item transferred

    2. If the default template is not correct, click and scroll to select either the appropriate template or the correct strain-specific product from the drop-down list

  7. If you don't find the template or product you want to use, click "Create New Product Template"

    1. You'll be taken to the window for creating a new template. After creating the template, you'll be returned to the "Receive Manifest" window and the new template will be entered in the product field.

    2. The new template will be available for all future product selection fields in GrowFlow for that type and size.

    3. For help with creating templates, see our article Create Product Templates

  8. Receiving - The transferred quantity of grams or units. If you re-weigh or re-count and find fewer than the quantity transferred, you can edit this quantity. Editing the quantity will automatically edit the Total price unless you overwrite the Total.

  9. Reject - If you did not receive the item or do not want any of it, click the "Reject" button

    1. You can undo the rejection before importing by clicking the yellow "Undo" button in the Reject column

  10. Return - Click the box for the line item if you previously transferred it to the sender and they are now returning it to you. This allows GrowFlow to track refunds. See the notes about returns at the end of this article.

    1. If all the items in the transfer are returns, click the box at the top of the "Returns" column to select all

  11. Total - Total price for the item as transferred, being the quantity times the unit price

  12. Room - The default room is Bulk Inventory, but you can select any other inventory room for all your items to be moved to

  13. Import - Click to complete the transfer and import any quantities you are accepting. If you have other pending transfers, you'll be taken back to that list to work on the next one; otherwise, you'll be taken back to the list of already imported transfers.

C. View and edit options on completed inbound orders

  1. Click on a completed inbound order's manifest from the Inbound Orders page to see the transfer details

  2. Click the "QA" tab to see details of any lab results transferred with the items

  3. The "To ID#" will be the same as the sender's ID. GrowFlow retains the sender’s ID because the ID is in the GF-supported format (“GF” + license number + 8-digit unique identifier), and you'll be able to determine from the license number in the ID where the product came from.

  4. Click the "Edit" button on a line item to edit the received quantity, price, or return status

  5. Print labels for your new items from this page if you wish

  6. Click the "View On Inventory" button to see only the items from this transfer as they appear in your Inventory Overview

  7. Export a list of the transfer's items

  8. You can print this view of the transfer if you need to create an invoice for the inbound delivery

Notes about returns:

  • As a reference for estimating the prices for any returns from a retailer, you can use the Dashboard>Sales By Product report. That report shows you the average price for each product sold for the selected products, vendor, and date range.

  • Cash credits are outside of state traceability, but you can give credits on future orders when the sender of returns does not collect cash at the time of the return. To give a cash credit, use the "Credit" line in the order invoice. GrowFlow tracks the value of returned items in the Dashboard>Refunds report.

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

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