Recall a batch

Northfield Wax tells Lumen & Fern that wax lot NW-4471 may be contaminated. Lumen & Fern has made candles from it. This guide runs from that notice to a record you can hand to an inspector.

It only works for goods whose lots Keelvy tracked. Lot tracking must be on in Settings → General, the items must have Lot tracking on, and the delivery needs a Supplier’s batch entered at receiving. Stock received before tracking began has no batch record.

1. Find the batch

Open Warehouse → Lots and batches, the screen titled Tracer. Paste the supplier’s reference from the notice into Find a batch. A recall notice names the supplier’s number and says nothing about which of your items it is, so this field matches both the supplier’s number and your own. Open the batch in the results.

Steps in detail: Trace a batch back to its raw materials, Track lots and batches.

2. Read what to withdraw

The batch page lists What to withdraw: every finished batch that carries this wax, followed through intermediates such as a bulk scent blend, with Best before and Steps. Export it with Excel, PDF or CSV. If a banner says the list may be incomplete, check the deepest batches by hand; do not treat it as a full withdrawal list.

3. Hold what you still have

Keelvy has no hold switch on the batch screen. Ask Skipper: “Put 40 kg of batch NW-4471 at the Production shelf on hold.” It arrives as a proposal; click Approve. The quantity cannot ship or be consumed until its quality check is closed. Ask for one hold for each finished batch still in your warehouse. This needs the Quality control module and the permission to edit quality checks.

Steps in detail: Check quality on receipt, in process and at the end, Approve or reject Skipper’s changes.

4. Find the orders and the customers

Open a finished batch and click Movements for this batch. Sales and shipments show the order in the Source column; click Open source to reach the order and its customer. Contact them from the customer’s card.

Steps in detail: Record a stock movement and read the journal, Customers and contacts.

5. Close the check and write off

When the supplier confirms the lot is bad, open Production → Quality control and the check for the hold. Click Record result, enter the Rejected units, choose a Disposition and add the defect. Rejected units fail the check, and a failed check raises a non-conformance on its own. Closing it releases the whole held quantity, and on this check the disposition moves no stock, so write the units off in the same sitting.

For the wax: Warehouse → Materials, row menu Utilize / sell, Operation Utilize, the Batch, and Write-off type Abnormal loss.
For finished candles: Warehouse → Stock matrix, click the cell, enter the New on-hand quantity, choose the Batch and Abnormal loss.

Abnormal loss books the value as a loss. It never reaches product cost.

Steps in detail: Write off or sell a material, See stock across every location.

6. Record the finding

Open the Non-conformances tab, open the finding, and fill Root cause and Corrective action. Set the Status to Contained once the bad units are off the shelf, and Closed when the cause is found and acted on. A finding cannot close without a corrective action.

7. Gather what an inspector asks for

The Tracer export: what went into each batch and where it went.
The batch page: Delivery paperwork, such as the supplier’s invoice, and Certificates for this batch.
Movements for this batch, with who recorded each one and its source.
The non-conformance, with root cause, corrective action and dates.
The Change journal, for who changed what.

What you have at the end

A list of every finished batch carrying lot NW-4471, exported.
Every unit still in your hands held or written off, with each write-off on the stock journal.
A closed non-conformance with a corrective action.