Trace a Lot for a Recall (Lot Recall and Trace Report)

Purpose: For QA, compliance, and operations staff who need to trace a lot code (batch code) to every product it ended up in, and see what happened to each (still on hand, shipped, or sold). Use it for a real recall or a mock-recall audit exercise.

Before you start:

• You'll need access to the Lot Recall and Trace Report, which is a Company-Level workbook located in the Company Admin folder within Flourish's analytics. There is a shortcut to this on the main landing page.
• Have ready the lot number you need to trace.

Steps:

1. Open the report and choose how you're tracing
   1. Open the Lot Recall and Trace Report.
   2. Use the Lot Manufacturing Trace tab to trace by lot number.
   3. Use the Lot Trace Sales tab to see all sales transactions for any of the inventory that appears on the Lot Manufacturing Trace report.
   4. Use the Lot Origin Trace tab to trace inputs that went into a specific lot.
2. Enter what you're tracing
   1. On Lot trace, type the lot number into the LotNumber control and run the report.
3. Read the results — everything the lot went into The report returns one row per product package that came from the traced lot, ordered by depth:
   1. Depth 0 — the original packages of the traced lot itself.
   2. Depth 1 — products made directly from that lot in a manufacturing run.
   3. Depth 2 and beyond — products made from those products, and so on down the chain.
   4. Each row shows the package, its own lot number, item, quantity, current status, and, if it was sold, the number of orders, quantity sold, and first/last sale dates.
   5. Note: results are intentionally over-inclusive. If the traced material entered a manufacturing run, every product that came out of that run is listed, even if only part of the run actually contains it. This is deliberate for recalls (better to flag too much than miss something). Treat the list as "products to review," then confirm against your batch/production records.
4. Narrow to product you still have on hand
   1. Filter the results by status. Set it to Created and Assigned to Order to show product still in your facility.
   2. Other statuses (for example Shipped or Consumed) mean the product has already left your facility or was used up.
5. See where each product went
   1. To find the location or the customers and orders a descendant product went to, use the linked Inventory and Sales views to drill in from a package in the trace.
6. Save a copy for your records or auditor
   1. Export the results using Export option (CSV, Excel, or PDF) to attach to your recall documentation or hand to an auditor.

Best Practices:

• Ensure you use lot numbers for cannabis and non-cannabis inventory control.
• Run a mock recall on a routine schedule so you're audit-ready before you're asked.
• When you can, trace from the earliest (root) lot. This captures every downstream product it was processed or blended into.
• Cross-check the numbers: quantity produced vs. sold vs. still on hand. Any gap is product you can't yet account for.

Troubleshooting:

• The report returns nothing: recheck the lot number or item name for typos and confirm the lot exists in your inventory.
• A finished product you expected is missing: a product only appears if its manufacturing run recorded the traced lot or item as an input. If a run wasn't logged with its inputs, its outputs won't show in the trace.
• In-house product isn't showing: Make sure the status filter includes Created and Assigned to Order. Use the "Live" tab to see any new records for today.