When a lot query arises, a business needs records showing who supplied the product and which recipients received it. Link shipment, lot and temperature data to the same product movement.
Fields for the lot record
Record supplier, lot ID, product, quantity, receipt date and supporting document. Use identification consistently with product and supplier information.
When stock is split
If a case is opened or product divided across orders, carry the lot ID into the new stock record and pick list. Scan or write the lot details before discarding packaging.
Trace forward through distribution
Link lot, quantity, date and recipient on dispatch records. Keep lines separate when a recipient receives more than one lot.
Verify in reverse. For a selected lot, use a movement report to find its supplier, quantity remaining in storage and recipients. Link the cold-chain measurement file to the relevant lot or shipment too.
Find gaps with an exercise. Record exercise date, queried lot, start and finish time, quantities found and missing records. Assess against your team's intended workflow, not an assumed universal deadline.
Verify the correction
Assign an owner and due date to each missing handoff. In the next exercise, trace the same movement again to check that records are complete.
