This week we released the ability to add lot numbers to your expenses and manufactures. In this way, it is now possible to track your exact material batch usage from purchase right through to sale.

This is wonderful news for handmade businesses that are required to track manufacture and material provenance information for CPSC and GMP.

What are Lot Numbers?

A Lot Number is an identification number assigned to a particular quantity (or lot) of material from a single manufacturer. This can be either a code provided to you by the vendor of the material, or can be of your own creation. Lot numbers are useful for GMP and CSPC compliance as they can provide complete traceability between your material purchases and the products you sell.

How does Lot Tracking work in Craftybase?

Lot numbers can be entered whenever a new batch of materials are purchased. This can be achieved via the Add Expense Item form. In the example below, the Lot Number for this purchase of a single jar of Coconut Oil is 23432DP:

Tracking Lot Numbers when purchasing new materials

Lot numbers can then be added as part of the manufacture process for each material used. This then provides a direct link between your purchase history and your manufacture history. Continuing the example above, the Coconut Oil material is added to the manufacture for a soap product with the Lot Number of 23432DP to indicate that this particular batch was used in this manufacture:

Tracking lot numbers on manufactures

Finally, order line items can be associated with manufactures, which provides your link between manufactures and orders (see How do I link a manufacture with an order line item? for more details on this process).

Linking manufactures with orders for CPSC compliance

The Material Traceability Report can then be used to create a full traceability summary of material usage, displaying all expenses, manufactures and orders that have involved a particular lot of a material.

Report in Craftybase showing CPSC tracability information

As you can see from the report, we can identify very quickly that Kyla Olsen has been shipped a product that was manufactured using the 23432DP lot number of Coconut Oil. In the case of a material defect with the oil, this means you can analyse impact and begin recalls immediately, without taking weeks to comb through your records.

Want to learn more about compliance and traceability?

Our eBook introduces online craft sellers to the basics of compliance in an easy to understand way, giving you the knowledge and confidence to begin planning your strategy.

Topics covered include:
  • What is compliance?
  • What is GMP?
  • Documentation & Traceability
  • Production Records
  • Tracking your material inventory
  • Your production process
  • Lab testing
  • Small Batch Manufacturer exemption
  • GCC & CPC Certificates
  • Labelling your products

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