Keep the supplier lot linked through warehouse changes
When material is repacked, split or transferred, link the supplier lot to each new internal lot or container identifier. Record the current warehouse, bin or storage position, quantity, unit and record time.
- For each movement, record the date, source and destination locations or containers, quantity, unit and movement reference.
- Where the quality team has authorised combining materials, link every input lot and quantity to the resulting lot. Keep the original supplier references.
Connect actual issues to production or dispatch
Link ingredient issues or weighing records to the feed production batch and its output lots. For material delivered directly, use completed dispatch records to confirm where it went.
- Record the production batch, output lot identifiers, date and actual amount of each source lot used.
- For outward deliveries, record the lot, quantity, unit, dispatch reference and receiving business or site. Record actual dispatch and confirmed receipt separately.
Use the supplier warning to locate the review scope
Start with the material, producer and lot or lot range named in the warning. Follow the warehouse, production and dispatch links. Mark each link as confirmed, needing verification or missing.
- List remaining raw material, linked finished feed and dispatched products separately, with each entry's location or destination, quantity and status.
- Give the quality lead the warning, linked records and unresolved scope to decide the investigation and any restrictions; record the decision and responsible person.
Repair missing links with evidence of the actual movements
Identify the missing connection and request its supporting record from the responsible operator. Preserve the original gap and add a dated, evidence-backed correction reviewed by the responsible person.
- Use container labels, transfer records, actual issue or weighing records, production sheets and completed dispatch evidence to rebuild the links.
- Reconcile quantities on the same unit basis. Record documented returns, losses or adjustments with their references, and leave unexplained differences open for review.
Buyer questions
Does a complete destination list resolve the quality concern?
Trace records locate linked stock and destinations. The quality lead evaluates the warning and supporting evidence and decides the response. Record trace completion and the quality decision separately.
Do balanced stock totals show where a lot went?
Balanced totals help quantity reconciliation. Actual lot-to-production and dispatch records are still needed to confirm its use and destinations.
What if a quality warning arrives while some links are missing?
Mark the scope as unresolved and refer it to the quality lead for investigation and any restrictions. Request the named missing records. A missing link is not evidence that a lot is unaffected.