Cultivera Stand-Alone Market Setup and Configuration (Seller)

Congrats on the upcoming launch of your Cultivera Market order portal!

This document contains the steps you and your team will need to complete to finalize your Cultivera Market seller portal. Please go through these steps with your team to make sure you're ready!

To see a list of NEW FEATURES that were added on 12/26/23, click here.

Download This Guide!
Click the following link to download a PDF version of this guide with screenshots: Cultivera Market Setup & Configuration Guide.pdf

Steps for Seller Setup and Configuration of Cultivera Market:

A. Order of Operations for Data Entry

B. Market Setting (Adding Company Logo and Profile Information)

C. Setting up Strains (Strain name and Description)

D. Entering Products (Naming Conventions, Product Types, Strain, Unit Price, Max Order Limit, Min Order Limit, Increment Quantity, Product Line, Sub-Product Line, Product Description, Is Non-Cannabis)

E. Organizing with Product Lines (Categories) and Sub-Product Lines (Brands or Lines)

F. Creating Listings (Add Listing, Add Products, Publish/Unpublish)

G. Uploading Images for Products and Listings (Setting Primary Image if multiples)

H. Adding QA Batches (JSON link upload, manual entry, COA upload)

I. Entering and Adjusting Inventory (TSID, QA Batch, Product, Quantity)

J. Discounts (Percentage or Dollar Amount, All Products, All Clients, or select Products/Clients)

K. Market Connections (Buyers/Businesses connected to your Market)

L. Adding/Managing Users (Add User, Notifications Settings, Resetting User Password)

M. Working with Received Orders

N. Viewing the Dashboard

A: Order of Operations for Data Entry

1. Begin setup by entering your Strains (or Flavors, if not working with Flower products).

These will be a required field when entering Products, so it may be more efficient to enter them all first, then select them from the dropdown list as you enter your Products. You will also be able to add Strains “on the fly” as you’re adding Products.

2. Next, it makes sense to add your Products Lines and Sub-Product Lines, since these will also be dropdown choices when adding Products. These are useful ways for your Buyers to filter the Market Listings so they can narrow down the list of Products to what they’re looking for.

A Product Line is the main category that will be listed on the left-hand side of the Buyer Market screen. The Sub-Product Lines are nested within the main Product Lines and can be used to identify brands or varieties. You will need to create the main Product Lines first, then attach the Sub-Product Lines to them.

3. Once you have Strains, Product Lines, and Sub-Product lines created, you are ready to enter Products.

The following fields are available when creating a Product. Required fields have an asterisk * next to them:

Product Name * – Should be as descriptive as possible so Buyers can find them using a keyword search. A recommended naming convention is “Product Type – Strain/Flavor – Size/Dosage”, as seen in the examples above.

Product Type * – Select the inventory type from the state-approved list of types.

Market Strain * – This can be selected from the list you added Strains to in Step 1, and there’s also an “add” button (plus sign) that allows you to add a strain while creating your product, as with the Product Line and Sub-Product Line fields in the next step.

Unit Price * – This is a required field. It is the price for individual units of this product.

Max Order Limit – Optional field to specify a maximum order limit.

Min Order Limit – Optional field to specify a minimum quantity that must be ordered.

Product Line – Select from the dropdown menu or click the plus sign button to add a new one. Optional, but useful, because it allows your buyers to more easily filter the menu when browsing your Market site. If you choose to use Product Lines, each one must have at least one Sub-Product Line associated with it, and both must be applied to a Product.

Sub-Product Line – Select from the menu or click the plus sign button to add a new one. Optional, but useful, because it allows your buyers to filter the menu by the selected sub-product line when browsing your Market site. This cannot be selected without choosing a Product Line first.

Product Description – Can be used to describe the product in detail using your own text, and will be visible to a buyer when they click the "I" information icon next to the product.

4. After creating entries for your Products, you may want to add QA Batches from your lab tests. This is optional and not required to be able to upload inventory, but it can be a useful way to share lab results with your Buyers. Note: The JSON link option is not currently live, so you'd need to manually enter the results for the Buyers to see them.

You’ll be able to upload the Certificate of Analysis file from your testing lab for your Buyers. This is an optional step and can be done after adding your Inventory if you don’t have time to add all the QA Batches right away. Buyers will be able to click the "I" information icon to see the uploaded COA, regardless of whether other test results have been added.

5. For Products to be visible they must be assigned to Listings, which usually correspond to your Product Lines and are the first things a Buyer will see when entering your Market.

Each Listing you add can have multiple Products assigned to it. Likewise, one Product can be associated with multiple Listings.

If you want to create an extra panel to get attention for a sale or promotion you’re running, it makes it easier for your sale Products to be featured. To do this, add the Listings, then click the “edit (pencil)” button to add a cover image and Products from the entries you’ve already created, using the dropdown list.

To add another Product, click the dropdown arrow to select, then choose “Add Products”.

To remove the graphic or Product, click the “trash can” icon. To “publish” or “unpublish” an item, click the “eyeball” icon.

6. After associating your Products with Listings, it’s time to add some numbers. When adding Inventory, you’ll be required to complete the following fields:

TSID – This is the unique identifier for a batch or Lot of Product and stands for “Traceability System ID”. You can enter (or scan) a barcode from an existing system you are using, but it can be any unique sequence of characters that uniquely identifies the batch/lot.

QA Batch – This links to the QA Batch you’ve already added. Not required for initial Inventory entry and can be added later.

Product – This links to the Product you’ve already added to the Products list. Required.

Quantity – This represents the number of units you have on hand of that inventory item and can be adjusted, as needed. You’ll want to make sure your quantities are accurate before publishing Products to the Market.

B: Market Setting

This is the area where you’ll be able to add your company logo and return address, email, phone, and website information.

Click the “Select File” button to choose an image to upload. (You may need to select the "trash can" icon to remove any placeholder logo that is there first.) Once you've selected a file from your computer, choose "upload", then "save" using the button at the bottom right.

Verify or update your Company Name, Street Address, City, State, Zip, Company Phone, Company Email, and Company Website.

Then choose “Save”.

C: Setting Up Strains

To set up Strains, in the list of tabs on the left side of the screen, navigate to "Strains." Click “Add Strain” and enter the Strain name and a Description (optional).

D: Entering Products

To add Products, navigate to "Products." Click “Add Product” and fill in the required fields. See section A, #3 for details.

E: Organizing With Product Lines and Sub-Product Lines

See Section A, #2 above for details on how to set these up.

F: Creating Listings

See Section A, #5 above for details on how to add images and Products to Listings.

G: Uploading Images

Images can be uploaded for Products as well as Listings, but these items must be created first, then you’ll be able to select the edit tool (“pencil icon”) to add images.

For the best results, image files should be less than 4MB in size. It is generally recommended to use images that are perfectly square, such as 500x500 pixels.

H: Adding QA Batch Information

You’ll be able to add QA information via JSON link or through manual entry.

Fill in the TSID, QA Batch (optional), Product, and Quantity fields and choose “Save”. The new entry will be available to associate with an Inventory batch/lot.

I: Entering and Adjusting Inventory

In the Inventory tab, you will see the list of existing Inventory items, along with total quantities and allocations.

To add a new Inventory batch, click “Add Inventory” and enter the TSID, select the QA Batch (optional), select the Product, and enter the Quantity.

Click the “pencil” icon to edit or adjust any of the listed items. The system will keep track of any adjustments or allocations made.

You’ll be able to view the adjustments and allocations for a specific batch by clicking the “pencil” icon to enter edit mode.

Click on the links for Allocations or Adjustments to see a list of each.

J: Setting up Discounts

Navigate to Discounts and select “Add Discount”.

Add a descriptive Name for the Discount, then select the range of date for which it will apply using the “From Date” and “To Date” fields.

Choose whether you want the Discount to be an Amount or a Percentage off the unit price, enter the Discount Amount, then check whether it should apply to all products or all clients.

If the “all” checkboxes are NOT selected, you’ll have the ability to select which Products or Clients the Discount will apply to once it has been saved.

K: Market Connections

The Market Connections section will show which Buyers are connected to and can view your Market.

L: Adding or Editing Users

To add a new user to the system, navigate to Manage Users and select “Add User” at the upper right.

Fill in the First Name, Middle Name (optional), Last Name, Email, and Phone fields. When entering a phone number, omit any dashes or other punctuation, just enter the numeric digits.

Note the Email notifications for “Market Order Received” and “Market Connection Requested” are selected by default. If the new user does not need to receive the notifications, they can be turned on or off at any time using the check boxes.

M: Processing A Received Order

Navigate to “Received Orders."

Click the link for the Order # (ex: “PO-740741-00001”).

Select the “Accept” button at the top left corner.

You can then update the order status in the following ways:

  • Once the order has been packed and is ready for delivery click “Mark Packed”.
  • When the order is ready to go out the door, click “Ready for Delivery”.
  • Once the order has physically left the facility, select “Out For Delivery”

To finalize the order, once delivery is completed, choose “Complete.”

Whatever status is shown on the right under the order number is what the Buyer will see on their end as the order progresses.

You are able to filter by Order Status at any time. By using this filter, you can see only orders that have been “Submitted”, are “Pending”, have been “Cancelled”, are currently “Processing”, have already been “Completed”, or are “Ready For Delivery”.

N: Viewing the Dashboard

The first part of the Dashboard shows a Sales bar graph and panels representing Sales from Today, This Week, This Month, and Last Month. The section on the right shows Market connection request information.

Beneath the Sales figures are the links to “Pending Orders” and “Upcoming Deliveries” for easy access.

Download This Guide!
Click the following link to download a PDF version of this guide with screenshots: Cultivera Market Setup & Configuration Guide.pdf
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