Track and Trace (Lot Traceability)

Trace Raw Materials or Subassembly to Sale

When running the Lot Track & Trace report, the component or subassembly product ID and the lot number of the item being traced must be known. 

The starting production date is a key reference point.  It is important to select a date on or before the original production date – otherwise, the report may return empty results if the default date is left as today.

This trace will be using a component that goes into many products.

The results will provide many pages which are described as follows.  The entire report design is to provide a balanced trace of each component and finished good so all materials are reconciled to the original receipt or production.

The first page is the initial trace of the item and details of the usage.

1. The first section, highlighted in the green box, shows the initial quantity of this lot.  It lists all receipts, or production runs if it’s a subassembly, to provide the starting total that needs to be reconciled for this item. 

2. The second section, shown in the blue box, displays the transactions that consumed this item, listed in date order.  Typically, the first line shows the initial receipt quantity from the section above, followed by transactions that reflect usage of the item.

To the right of each transaction, shown in red, identifies the product that the component was used to produce, along with the quantity and resulting lot number. In this case, a Spice Bag of 98 units was produced, resulting in lot #314.

The ‘Balance’ highlighted in yellow, shows the remaining inventory balance of the original component being traced.

3. Still on the first page, there are additional sections that show the next level – or levels - of production, and how the product made in the previous level was either consumed, adjusted or sold. 

In this case, the spice bag produced in the prior level is being used in other items.  This is shown in pink and green. It was used in a finished good, Mild 16oz Case (green) and a subassembly, Hot Salsa Batch (pink), which was later made into a Hot 16oz Case. 

The finished goods then show whether they were adjusted or sold, indicated as either an ‘Adjustment’ or an ‘Issue-Invoice’.

This section also includes a yellow-highlighted total that reconciles the ‘Previous Level Produced’, ‘Current Level Used’ and the ‘Variance’ between the two. 

4. The second page, if all component usage is accounted for on page one, shows the final shipments that included any products made from the original component being traced.  This page provides a detailed view of those shipments.

Note: If you need to view the details of Adjustment or Invoice transactions, first run the report and then click the pencil icon to open the settings. This will display a checkbox labeled “Show Invoice and Adjustment details”. Select this checkbox and click Run Report to include individual transaction lines with transaction numbers. To hide the details, repeat the same steps and clear the checkbox.

5. The final page, titled Item Summary, provides a reconciliation of all products produced from the initial component.  It lists the Used Qty, Produced Qty and any Variance – if the item produced was not fully used and remains in stock when the report is run.

Finished Good – Backward Compatibility

When selecting the checkbox labeled Backwards Lot Traceability, the report will display all raw material lot numbers used in the selected production order, along with details of as any subassemblies that were consumed in the batch.

The starting production date is a key reference point.  It is important to select a date on or before the original production date – otherwise, the report may return empty results if the default date is left as today.

In this example, the trace will display a finished good that includes a subassembly.

 The results will provide many pages which are described as follows.

1.  At the top of the first page, the report shows the finished good item, highlighted in the red box. 

In the green box below the finished good item, the report shows the components used in the production run, including the quantities and corresponding lot numbers. 

The item highlighted in yellow represents the subassembly that was used in this production.

2.  If the recipe includes a subassembly, each of the following pages will provide details about it – including when it was made and the ingredients used. 

On the right side, highlighted in yellow, the purchase details for the raw ingredients used in that subassembly are displayed with the original purchase order number and vendor.

3. The final page is a summary of all ingredients used across every level of production.  It includes a total of all quantities used and their associated lot numbers.