Lot Tracking Feature Guide
Overview
Lot tracking lets you trace products from receipt to shipment using manufacturer batch numbers. This supports recalls, quality issues, and regulatory compliance.
Key Benefits:
- Full traceability for recalls
- Quality tracking by lot
- Regulatory compliance (FSMA, HACCP)
- Customer audit support
How It Works
What is a Lot Number?
A lot number identifies a manufacturing batch. Products made together share the same lot. If a quality issue arises, you can find all affected inventory.
Example Lot Formats:
- Date-based: 20260113 (January 13, 2026)
- Sequential: LOT-2026-00145
- Vendor-specific: ABC123XYZ
Lot Capture Points
| Point | What Happens |
|---|---|
| Receiving | Enter lot from pallet label or scan from barcode |
| Inventory | Lot stored with LP record |
| Picking | Lot selected based on FIFO/FEFO |
| Shipping | Lot included on ASN and packing slip |
| Returns | Lot captured for quality tracking |
Lot Status
Each lot can have a status:
| Status | Meaning | Can Ship? |
|---|---|---|
| AVAILABLE | Normal inventory | Yes |
| HOLD | Quality review | No |
| QUARANTINE | Suspected issue | No |
| RELEASED | Cleared from hold | Yes |
| RECALLED | Vendor recall | No |
Configuration Options
| Setting | Description | Default |
|---|---|---|
| LOT_REQUIRED | Require lot at receiving | Per item |
| LOT_FORMAT | Validation pattern | None |
| LOT_AUTO | Auto-generate if blank | OFF |
| LOT_STATUS_DEFAULT | Initial status | AVAILABLE |
Item-Level Settings
| Field | Description |
|---|---|
| LOTFLAG | Y = Lot tracked item |
| LOTFMT | Required format pattern |
| LOTREQ | Lot required at receipt |
Use Cases
Case 1: Standard Lot Capture
Scenario: Receive pallet with lot number on label.
Steps:
- Enter PO and item
- Enter lot number from label
- Enter expiration date
- System validates format (if configured)
- Lot stored with inventory
Case 2: Barcode Scan
Scenario: GS1-128 barcode contains lot (AI 10).
Steps:
- Scan barcode
- System extracts lot automatically
- Verify lot is correct
- Confirm receipt
Case 3: Recall Query
Scenario: Vendor issues recall for lot ABC123.
Steps:
- Run lot inquiry report
- Enter lot: ABC123
- System shows:
- Quantity on hand
- Locations
- Customers shipped to
- Change status to RECALLED
- Generate customer notification list
Recall Support
Finding Affected Inventory
Query options:
- By lot number (exact)
- By lot range
- By vendor and date range
- By item and lot pattern
Finding Affected Shipments
Report shows:
- Ship date
- Customer name
- Quantity shipped
- Order/invoice number
- Lot numbers on shipment
Audit Trail
Every lot transaction is logged:
- Receipt date and user
- Movements (putaway, pick, transfer)
- Status changes
- Ship date and customer
Validation and Error Handling
Common Errors
| Error | Cause | Fix |
|---|---|---|
| Lot required | Item needs lot | Enter lot number |
| Invalid format | Doesn't match pattern | Check lot format |
| Lot on hold | Can't ship held lot | Release lot or pick different |
| Duplicate lot | Same lot, different item | Verify item/lot combo |
Related Features
- Receiving (WF-001): Lot captured at receipt
- Expiration Dates: Lot often has expiry
- Catch Weight: Weight tracked by lot
- FEFO Allocation: Lot selection based on date
Document Information
| Field | Value |
|---|---|
| Version | 1.0.0 |
| Module | Receiving |
| Feature | Lot Tracking |
| Last Updated | 2026-01-13 |
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