Batch traceability from factory to customer
Define a unique lot identifier, link component lots to finished batches, and carry those links through receipts, transfers, picking and delivery. Test the records by tracing a customer delivery backwards and a component lot forwards, then reconcile quantities. Agree the factory records with Cambridge China Bridge.
Define the batch before production
Agree what makes a production lot: the product and specification revision, factory site, production period and relevant process conditions. Define when a material change, subcontracted operation or rework creates a new lot. Assign a unique identifier and never reuse it. Keep the factory’s original reference alongside your buyer reference.
Official UK product safety guidance says products should be traceable back to your business. For your working system, record who creates each identifier, who approves changes and where records are held. Keep product codes, purchase orders, production lots and shipment references in separate fields: they describe different things.
Link components to finished batches
Ask the factory to record each relevant component or material lot actually consumed, its supplier, quantity and the finished batches receiving it. Link the approved BOM and specification revision to the production record. A planned component list does not show what was actually used. Record substitutions, unused returns and subcontractor processing.
Where material lots are mixed, preserve every input link and record the affected output. For rework, retain the original batch, the work performed, replacement components and the resulting identifier. Attach inspection and test records to the batches they cover, with approval status and the person authorising release.
Carry lot links through packing and stock
Map finished lots to cartons and pallets before dispatch. Record the contents of mixed cartons explicitly. Agree label locations and readability using the shipping marks guide. When a warehouse repacks goods, preserve the original lot link and map it to the new packaging reference.
Keep a movement ledger showing the date, lot, quantity, unit of measure, source and destination, document reference, stock status and person recording the event. Include factory dispatch, warehouse receipt, transfers, quarantine, release, picking, returns and disposal. Record discrepancies as investigated adjustments, preserving the original entry.
Connect dispatch to customer delivery
Record the lot and quantity actually picked against each customer order line. Connect that dispatch record to the delivery address, carrier reference and delivery confirmation. An invoice naming only the product cannot identify the batch supplied. Use the pick and pack guide for the warehouse picking controls.
Ask fulfilment providers to export lot-level dispatch records and demonstrate how split deliveries, replacement goods and returns are recorded. Keep returned stock linked to its original delivery and condition assessment before deciding its stock status. Nominate a UK records owner and agree how factory and warehouse records remain accessible.
Run a traceability test and reconcile stock
Choose an actual customer delivery and trace it backwards to its finished lot, production record, component lots and release evidence. Then choose a component lot and trace forwards to every affected finished batch, stock location and customer dispatch. Include subcontractors and fulfilment providers. Record elapsed time, missing links and records needing manual interpretation.
Reconcile opening stock and receipts against closing stock and every recorded outward movement, including dispatch, consumption and disposal. Account for returns, rework and adjustments without counting the same goods again. Pass only when links and quantities are supported by records. Assign corrections, repeat the failed path and use the product recall guide if the exercise reveals a safety concern.
Frequently asked questions
Is a purchase order number enough for batch traceability?
Keep it as an order reference. An order can contain different production lots, so record the lot supplied against each receipt and customer dispatch.
Can I manage batch traceability in a spreadsheet?
Yes, if identifiers stay unique, component links and movements are recorded, edits remain visible and records can be retrieved. Test the spreadsheet against actual goods and delivery records.
What if a factory mixes component batches?
Record every component lot used and link them to the affected finished batches. If the factory cannot separate the outputs, include all potentially affected output in the trace.
How do I know a traceability test has passed?
You can trace backwards and forwards using records, locate affected stock and customer dispatches, and reconcile quantities. Record unresolved gaps and repeat the affected path after correction.