Manage plants, batches, and harvests in the cultivation module

This article explains how to configure cultivation rooms and use the cultivation module in Dutchie Backoffice to manage plants, batches, harvests, packaging, waste, and plant audits.

The cultivation module in Dutchie Backoffice, the back-of-house component of Dutchie Point of Sale (Dutchie POS), gives cultivation teams a single place to track plants from clone through harvest and packaging. Directors of Cultivation can use the module to move plants through growth stages, monitor plant counts, and review projected versus final harvest yields. Seed-to-Sale Tracking Specialists rely on the module to keep plant, batch, and package data aligned with state traceability requirements in Metrc or BioTrack. Inventory Specialists use the module when transferring clones or harvested product between cultivation and retail inventory.

Because the module ties directly into rooms, product catalog entries, and your state traceability integration, setting up these areas correctly before you begin cultivation activities helps prevent duplicate batches, missing serial numbers, and packaging errors later in the process.

Before you begin

Ensure you have the correct permissions to access and manage the configurations mentioned in this article.
Configure your cultivation rooms in Settings > Rooms before you begin adding plants. Rooms determine where plants are stored and, if configured, which growth stage a plant is automatically assigned.
If you want a room to automatically update a plant's cultivation stage when the plant moves into that room, you need the Cultivation stage field enabled. If you do not see this field in your room settings, contact your implementation strategist to have it activated.
Required fields throughout the cultivation module are marked with a red asterisk. Dutchie recommends completing optional fields whenever possible, since more complete data improves harvest projections and reporting later on.
Several actions, including serial number assignment and package ID entry, behave differently depending on whether your account integrates with Metrc or BioTrack.

Configure cultivation rooms

Before working in the main cultivation area, set up the rooms your cultivation operation will use.

Navigate to Settings, then select Rooms.
Name the room according to your operation's needs.
If you plan to store inventory in the room, check Inventory room.
If the Cultivation stage field is available, assign it to tie the room to a specific stage of cultivation. For example, if you move plants from a vegetative room into a room assigned to the flowering stage, the system automatically updates those plants' cultivation stage from vegetative to flowering.
Review the information for accuracy, then save your changes.

Navigate the cultivation module

Access the main cultivation area by selecting Cultivation, then Plants.

On the main Plants page, all of your plants display by default. You can filter plants by status, room, harvest batch, or serial number. Secondary filters allow you to drill down further by subroom (if you use subrooms), strain, plant type, or plant stage.

The Plant groups tab displays batches of plants that were planted together as a group. From this tab, you can perform bulk actions on a group using the three dots next to each line item.

Add plants to the cultivation module

From the All plants tab, click Add.
If you are planting from a dedicated mother plant, select the mother plant. If not, leave this field blank.
Click into the Batch field to view existing batches, or create a new batch by selecting the action dropdown and choosing Add. Select the strain you are planting, then either type a batch name or let the system generate one. Select Create.
If you have planted this strain before, the system displays the last yield and harvest date for reference.
Select the date planted. You can backdate this entry or set a future date.
Select the plant type.
Enter the number of clones or plants you are planting. This field is required.
If you have a projected harvest date or projected yield, enter that information.
If you use subrooms, select the appropriate subroom.
If you want to print labels for these plants, select a label from the dropdown.
Review the Bypass state system flag. Leave this set to No in almost all cases. Set it to Yes only if you are adding plants that already exist in your state traceability system, to avoid creating duplicate entries.
Add any notes, then select Add.

A success message confirms that the plants or clones were added to the system.

Manage individual plants

Select the three dots next to a plant or plant group to see the available actions.

Move plants and update stages

You can move plants to a different room in a few ways:

Select Move plants, choose the location, room, and subroom (if applicable), then select the move date and click Move.
Select Assign room and subroom, choose the room and subroom, then click Save.

Both methods update the plant's cultivation stage automatically if the destination room has a stage assigned. If you are not using automatic room-based staging, for example if a single room holds both clones and vegetative plants, you can manually update a plant's stage by selecting Assign plant stage, entering the stage and a change date, then saving.

Destroy and retire plants

Destroy clone or Destroy seedling: enter the number of clones or seedlings you are destroying, select a reason from the dropdown, then confirm.
Adjust immature plant count: enter the updated plant count and select a reason. The plant count updates immediately in the table view.
Retire plants: select a reason, enter or generate a reference number, and enter the total waste weight. You can optionally add a waste type and comments. Select a room to move the retired plants into. Building a dedicated waste or trash room is recommended for this purpose. Save your changes. Retired plants no longer display when filtering by active status. Filter by retired status to view them.
Unretire: if plants were retired in error, select the three dots and choose to unretire them, then confirm.

Convert clones to plants

When clones are ready to move to the next stage of their life cycle, select Convert to plant.

Enter the number of clones you are converting.
Select a different plant group if needed.
Select the conversion date (backdated, today, or in the future).
Select the room, and subroom if applicable, that the converted plants will move into.
If you want to mark every plant in the count as a mother, set the mother flag to Yes. This converts all plants in the count to mother status.
If you use Metrc, enter the starting tag number. The system assigns tag numbers in sequential order to each converted plant.
If you want to print labels, select a label from the dropdown.
Select Convert.

If you use BioTrack, the integration auto-generates a unique serial number for each converted plant instead of using a starting tag number. Clones share a single line item because they are not tall enough to require unique traceability serial numbers. Once converted, each plant receives a unique identifier and is monitored separately. If you convert all clones in a group, retiring the now-empty clone group is recommended so it does not remain as a zero-count active group.

View and edit plant details

Click into an individual plant to view its details, including current room, phase, and harvest data (if applicable). You can update the serial number (such as a Metrc tag number or internal serial number), the date created, and the strain, though updating the strain is not generally recommended. You can also toggle the Is Mother flag and add notes specific to that plant. Remember to save any changes.

The plant detail page also displays growth phase history, including the day the plant entered and exited each phase and the number of days spent in that phase, as well as a log of room moves and the user who performed each move.

Use the plant journal

Select the three dots, then Plant journal, to add detailed notes about an individual plant. Click Add note, enter a subject, and enter your note details. This is useful for recording plant-specific observations, such as behaviors that differ between plants on the same nutrient regimen.

Assign or remove mother status

You can denote a plant as a mother in a few ways:

From the plant details page, use the Is Mother flag.
Select the three dots, then Assign mother status, and select Yes.

Once a plant is marked as a mother, it becomes available as a mother option in the add plant module. If a plant's mother was not selected when it was originally added, you can assign or remove the mother retroactively by selecting the three dots and choosing the assign or remove mother option, then searching for the correct mother plant.

Additional plant actions

Assign batch: locate and assign the correct batch if a plant was not assigned one, or was assigned the wrong one, during the add plant stage.
Trim: enter the total trim waste in grams for an individual plant, then save. This data appears in the waste module. Trimming is also available as a bulk action.
Apply nutrients: before applying nutrients to a plant, you must first build the nutrient in the product catalog and receive it into inventory. Select the nutrient, record the application amount in gallons, and apply it. Use View nutrient log to review which nutrient was applied, the amount, who applied it, and the date and time.
Transfer to inventory: use this when selling clones in-store. Requires a catalog product built for the specific strain of clone. Select the product and the room to place the clone into, then transfer. You can then find the item under Products > Inventory by serial number or product name and manifest or transfer it to a retail location.
Transfer to cultivation: for clones received from another licensed vendor. From the inventory line item, select the three dots, then Transfer to cultivation. Select the plant type and growth phase, create a batch (selecting the strain and either an auto-generated or custom batch number), enter the transfer quantity, then select Transfer.

Use bulk actions

Use the checkboxes next to plants on the main Plants table to select multiple plants at once, which reveals a Bulk actions dropdown. Not every individual-level action is available in bulk, but many actions share the same options.

You can also perform bulk actions by plant group. From the Plant groups tab, select the three dots on a group to act across all plants in that group, or to isolate your view to that group, including retired plants.

For example, to move a group of plants to the harvest stage in bulk:

Select all plants in the group.
Open the Bulk actions dropdown and select Harvest plants.
Enter the harvest date.
Choose to use an existing batch (search by plant group name) or create a new batch (select a strain and generate batch information).
Save your changes.

Manage batches

Navigate to Cultivation, then Batches, to view all of your plant batches. You can filter by batch name, number, or strain, and view both open and closed batches.

From the three dots on a batch line item, you can select View plants in batch to see the individual plants that make up the batch, or select Journal, then Add note, to record notes at the batch level rather than the individual plant level.

Harvest a batch

Select the three dots on the batch, then Harvest.
Select the room the batch will be stored in and enter a start date.
Select a unit of measure. Using grams is recommended.
Enter the weight per plant. To distribute a total mass weight evenly across plants, enter the total weight at the top of the page and select Set. Depending on your state's traceability regulations, you may instead need to enter unique weights for each plant.
Record the de-leafed and post-trim wet weights. Metrc and BioTrack environments include an additional field in this area.
Save your wet weight entries.
Scroll down to report dry weights. Enter the net bud weight, and optionally record trim, stem, or leaf waste. These values cannot exceed the total wet weight recorded above.
If you use Metrc or BioTrack, report your weights to your state traceability system from the button provided.
Save your changes again.

Package a harvest

Before packaging, confirm that a catalog product exists for the strain you are packaging. Navigate to Products, then Catalog, and create or review the entry. A strain must be assigned to the catalog entry for it to display as an option in cultivation packaging.

Navigate to Cultivation, then Batches, select the three dots on the batch, and choose Packaging.
Indicate how many packages you are making, based on your packaging workflow.
Select the product type, either weight or quantity, depending on whether you are packaging bulk product or pre-packaged units.
Connect the package to the appropriate catalog item.
Enter the package ID. Leave this field blank in a BioTrack environment so the integration can auto-generate an ID, or enter or scan the appropriate Metrc tag number in a Metrc environment.
Enter the packaging date. If your catalog entry is configured correctly, the expiration date generates automatically.
Enter the tare weight of the container, or enter the full product weight directly.
If you want to print a label, select one from the dropdown.
Select Add Package.

Review the entry on the product table. If you notice a mistake, select the three dots to remove the package before posting it to inventory. When the entry looks correct, select Post to Inventory, choose the room to place the product into, and select Post to finalize. You can confirm the product posted successfully by navigating to Products, then Inventory, and searching by strain.

Finish, move, or delete a batch

Finish harvest: select the three dots on the batch, then Finish harvest. Confirm or adjust the end date, which defaults to today, then confirm. The batch status changes from harvesting to harvested.
Unfinish harvest: if a harvest was finished in error, select the three dots, choose Unfinish harvest, and confirm.
Move batch: select the three dots, then Move batch. Indicate the room, and subroom if applicable, then save your changes.
Delete batch: use extreme caution with this action, since it is not recommended outside of a few scenarios. Deleting a batch requires you to move all plants associated with it to the same strain. Select Delete to confirm.

Correct a harvest with Set harvest stage

If you need to correct plant weight entries or packaging data after finishing a harvest, select the three dots, then Set harvest stage, and select the stage you want to revert to. Reverting the harvest stage automatically unfinishes the harvest, so you will need to finish the harvest again once your corrections are complete.

Review harvest projections

The Harvest tab displays projected data (entered when plants were originally added) alongside final harvest values, such as date and yield. This comparison helps you assess whether a harvest performed above or below its projected productivity. Entering as much projection data as possible when adding plants improves the usefulness of this tab later on.

Manage cultivation waste

The Waste tab is the central location for all waste data collected across the module, including waste from trimming and retiring plants. To clear an entry from the table, select the three dots, then Destroy, and confirm the description of the waste.

Audit plant locations

Use the Audits tab to reconcile plant locations when multiple people move plants between rooms.

Select Add audit, then choose the room and subroom (if applicable) to audit.
Once confirmed, the system creates the audit.
Click into the audit to see the list of unreconciled plants for the selected room.
For each plant, mark it present if it is in the correct room, or select Remove if it is not. Removing a plant prompts you to select the correct room, or to destroy the plant if it no longer exists.
Reconciled plants move to the Reconciled tab. Once no plants remain in the Unreconciled tab, close the reconciliation.

If you attempt to close the reconciliation while plants remain unreconciled, the system prompts you to move, destroy, or mark each one as present first. For cultivation workflows that happen offline, you can print a copy of the audit, mark plants present on the printed copy, then return to the system to mark them present in bulk.

Troubleshooting

What if I don't see the Cultivation stage field when setting up a room? Contact your implementation strategist to have this field activated for your account.

What if I accidentally retire a plant or plant group? Select the three dots on the plant or plant group and choose the unretire option, then confirm. The item returns to active status.

What if I finish a harvest by mistake? Select the three dots on the batch and choose Unfinish harvest, then confirm. The batch status reverts from harvested to harvesting.

What if I need to correct plant weight or packaging data after finishing a harvest? Use Set harvest stage to revert the batch to an earlier stage. This automatically unfinishes the harvest, so you will need to finish the harvest again once your corrections are complete.

What if plants remain in the Unreconciled tab when I try to close an audit? The system prompts you to move, destroy, or mark each remaining plant as present before it allows you to close the reconciliation.

Why doesn't a catalog product show up as an option when I try to package a harvest? Confirm that a strain is assigned to the catalog entry under Products, then Catalog. Catalog entries without a strain do not display as packaging options in cultivation.