We refer to all movement of inventory as Shipments in MyBlackbird, which is why this term is now used in place of Purchase Orders. To access your Shipments, you'll want to navigate to the Inventory Shipments Block via the Shipping & Receiving Block within MyBlackbird.
Here, you will be able to see your previous Shipments (as well as any that are outstanding). You will also be able to create a new standalone Shipment for when product arrives at your dispensary from a vendor that is not using MyBlackbird shipments.
One column that is important to note on this dashboard is the “Status” column. This column shows us how much of our purchase order has already been received and processed by our staff.
We can review each of these POs individually by clicking on them in the table.
In the above image we’ve received 6 of our last 8 purchase orders. The 7th PO is one that we haven’t started processing at all (so the progress bar is empty), and the 8th PO (at the bottom) is in progress. Based on the bar it looks like we’ve received about 50% of the 8th purchase order at this time.
Creating New Shipments
That’s all well and good but how do we create a new purchase order? This can be done by clicking the green + New Shipments button in the top right corner. From here, we will be able to name our new purchase order, edit its description, and select the vendor who we are receiving inventory from.
To keep things simple, I am going to name my Shipment based on the date, shipment number, and vendor:
An example creation process.
After clicking the Create Shipment button, we will be brought to a screen where we can then begin entering the new inventory we’ve received. From this screen, we can also edit the name of our Shipment, delete it (if we haven’t received any inventory), and upload any files we have that might be relevant to it.
To add inventory to your Shipment, start by clicking the Add Inventory button.
On this window we have to do a couple of things:
(1) Select the brand of the product we are going to intake. Once we do that, we’ll be able to select which specific product from this brand we want to intake. If the product you're looking to add does not exist in the drop-down menu, you will have to select the Add New Product button instead.
(2) After selecting the product, we will have to choose what subcategory you want the product to live under. These subcategories are defined by you in your Settings & Configurations Block. Learn more about subcategories here!
(3) Once the category has been selected, we just have to click the Add Product button. This will bring up the side menu of all the information you need to put in to intake the inventory.
(4) In order to intake a product, we'll need to enter some information to ensure that we can actually keep track of our product data. We’ll also be able to enter any test results we’ve received in the Batch Info area below it. This information will be stored by MyBlackbird and can be used multiple times (like in cases when you are in taking a bunch of flower at different sizes from the same batch). Find more out about labels here!
Here are all of the fields that need to be filled out:
SKU - The SKU of the product
Unit Label - What a single item from this inventory is called. In our case it is a gram, but if we we were intaking cartridges the unit label would be “Cartridge.”
Pack Label - How is the product packaged (in a box? A bag?)
Pack Size - How much is in a pack? A pack of edibles could be something like 6 gummies, 3 cookies, etc.
Wholesale Cost - Wholesale cost paid for each individual inventory item
Sale Price - The price we will be selling each inventory item for
Incoming Stock - How much inventory we will be intaking
Below all of this initial info, you can enter the testing information for the batch. If you’ve already entered testing information for this batch on a different product, that batch information should appear automatically in the dropdown.
This batch info was saved from earlier, so we can simply select it and have all of the fields auto fill.
Voila! The information for this batch has been automatically input using the same values we entered for the first product of this batch. Now, we just have to click the Save button and our inventory will be added to the purchase order!
Receiving Inventory on a Shipment
With all of our new product listed on our Shipment, we can now go ahead and formally receive it. We do this by clicking the receive button to the right of each item seen below.
Once we click the Receive Button, you'll need to input how much of the inventory will be stored in the back room, how much will be out front on the floor, how much will be used for samples, and whether we want the inventory to be “active” in our system. Active inventory can be sold on the floor as well as on the online menu, so most of the time you will want this box checked. If you’re planning on keeping the product in reserve until a later date, you can leave it unchecked.
Once all of our new inventory has been accounted for, we can click the Receive Item button. It will now be listed as “Received” on our purchase order, as seen below.
Notice how we can no longer delete that item from the Shipment? This is because the 100 single gram units of Tropic Thunder now live in our POS system. The only way to remove them is to destroy them in your Manage Products Block.
Once all items have been received, we will no longer be able to edit any of the product information from the Shipment page. All edits will be made from the Manage Products Block, so it is important to make sure that the inventory information is correct before you receive the inventory.
Our Shipment can no longer be edited once all product within it have been accepted.
That’s pretty much all there is to Shipments! If you have any further questions, feel free to reach us anytime by clicking on the help chat in the bottom right of your screen. We’re always happy to help!
Reach us by clicking this happy speech bubble at any time!