Traceability drill in 1 click
All plans Beta
Trace a lot in both directions in seconds, check the balance and file the drill with its PDF report for the inspection.
What it is for
When the health inspector asks for the traceability of a lot, they expect two answers: what it was made with and who it has reached. The traceability drill gives you both in seconds, on a single sheet, with the lot balance and a PDF record to sign and file.
It is useful for preparing inspections and audits (IFS, BRCGS), for reacting to a supplier alert or a customer complaint, and for checking that your traceability has no gaps. It covers what food law requires (in the EU, Article 18 of Regulation (EC) 178/2002): one step back and one step forward for every lot.
It is used by the quality or HACCP manager. It is a beta feature: it already works and we keep improving it with your feedback.
This feature is already available, but we keep improving it with your feedback. If something doesn't behave as you expect, let us know in the chat.
Before you start
- The drill is part of HACCP: switch on HACCP records in Extensions.
- For the report to be complete you need goods-in with a lot, production orders that deduct lots and dispatches with a lot. If you don’t work that way yet, start with How lot traceability works.
- To file the drill you need to be an administrator or Food safety officer.
Run a drill
Open the drill
Go to HACCP › Traceability drill.
Type or scan the lot
In Lot number, type the lot exactly as it appears on the label and click Trace the lot, or use Scan label to read its QR code. If that number appears in several records, choose the product in Confirm the product.
Read the report
In seconds you have the lot, its supplier or its production order, the location, the expiry date and how long it took you (“Report obtained in…”).
Cream cheese · L24-0912 · Lácteos del Norte
Biscuit base · BG-260930-000013
Cream 35% · N2609-A
Cafetería El Puerto · delivery note AL-0413 · 6 pcs
Pastelería La Plaza · shop · 4 pcs
Received 12 · Shipped 10 · Left in stock 2
The balance adds up
- 1Backward: the ingredient and product lots that went into this lot. With Trace this lot you follow one of them back to its delivery note.
- 2Forward: the products, customers and movements that received the lot.
- 3The balance: what came in against what was made, shipped, adjusted and is left. If it doesn’t add up, it tells you how much is unaccounted for.
What each part of the report tells you
| Block | What it contains |
|---|---|
| Where does it come from? | For a supplier lot: the supplier, the document and the date it came in. |
| What was it made with? | For your own lot: the ingredient and semi-finished product lots used in its production order. Those typed in by hand on the production order appear as “Written on the part”. |
| Where did it go? and Customers that received the lot | Production orders where it was used, dispatches and customers, with quantities. |
| Lot balance | Received, elaborated, shipped, waste and adjustments, and what is left in stock. “The balance adds up” or “… unaccounted for”. |
With Trace this lot you jump to any lot in the tree, and with Back to the previous lot you return. Another lot starts again.
File the drill and download the report
Download report
Download report generates the PDF with both directions and the balance, ready to show or send.
File this drill
Write your conclusions (issues found, actions to take) and click File drill. It is saved with the date, the person responsible, how long it took you and the report exactly as it stands today.
Filed drills
Below you have the history with date, product and lot, person responsible and result (origin lots, destinations, customers, open balance). Open the filed sheet downloads the PDF of each one: it is what you show in an inspection.
Run one with a supplier lot (as if you had received an alert) and another with one of your own lots (as if a customer had complained). If both come out complete, your traceability works. More in Prepare for a health inspection.
Use cases
- Supplier alert: trace their lot, see which products it went into and which customers received them, notify them and withdraw any remaining stock with an adjustment using the reason Deteriorated. File the drill as evidence.
- Customer complaint: with the lot on the label, see which raw material lots it contained and who made the production order.
- Audit: show the filed drills and their records.
Tips
- If the balance stays open, check for unrecorded waste and adjustments: it is the first thing an auditor looks at.
- For the movement-by-movement detail, use Forward and backward traceability.