Trace a batch back to its raw materials
Two questions come up. A customer complains about a jar: what went into it? A supplier recalls a lot of wax: which of your products carry it? Keelvy answers both from one screen, Tracer, following the chain through intermediates, such as a bulk blend that went into many jars.
This needs lot tracking switched on. See Track lots and batches.
Find the batch
Section titled “Find the batch”- Open Warehouse → Lots and batches. The screen is called Tracer.
- In Find a batch, paste the number from the notice or the jar: the supplier’s reference or our own batch number. A recall notice quotes the supplier’s number and says nothing about which of your items it is, so the supplier’s number works.
- Open the batch in the results. Each shows the item, the location group and when it was received.
If no batch carries that exact number, Keelvy lists batches whose number contains what you typed, and tells you to check them against the notice before withdrawing anything. If nothing matches, it lists what to check before concluding you never had it: the spelling, whether the supplier’s reference was captured at receipt (it is optional, so an older delivery may have none), and whether the item was lot-tracked at the time. Stock received before tracking was switched on has no batch record.
Read both directions
Section titled “Read both directions”A batch page shows two lists together, because a batch does not announce which end of the chain it is on:
- What went into this batch: every material batch consumed into this one, followed all the way back through intermediates.
- What to withdraw: every finished batch that carries this one, followed all the way through intermediates. Take this list from the material batch named in the recall.
Each row shows the item, Best before, PAO (months) and Steps, the number of links from the batch you started with. Use Excel, PDF or CSV to export the list.
If the trace stops at the depth limit, a banner says the list may be incomplete. Do not treat it as a full withdrawal list; check the deepest batches by hand.
Find who received them
Section titled “Find who received them”The trace lists batches, not customers. To see where a finished batch went, click Movements for this batch. Sales and shipments from that batch show the order they belong to in the Source column. See Record a stock movement and read the journal.
See the paperwork
Section titled “See the paperwork”At the bottom of a batch page:
- Delivery paperwork holds what arrived with the delivery that brought this batch in, such as the supplier’s invoice. A batch you made yourself carries its composition instead.
- Certificates for this batch holds the paper about the units themselves, such as the certificate of analysis the supplier measured on this lot.