Trace and withdraw
Find affected goods and coordinate a reviewed response with clear follow-through.
8 stages · 3 approvals
Roles and responsibilities
-
Step 1Raise and contain
Hold NumberProductLotPortion
-
Step 2Trace actual exposure
Work Order NumberBatch NumberOutput ProductPlanned Quantity
-
Step 3Approve response scope
Hold NumberProductLotPortion
-
Step 5Authorize contact
Case NumberKindSource LotSource PortionWithdrawal
-
Step 8Close the case
Case NumberKindSource LotSource PortionWithdrawal
Process steps
Follow the process from start to finish. Select a step to see who acts and what changes.
Raise and contain
Quality Inspector records the trigger and known source facts, and raises the authorized restrictive hold. The affected population retains its active claims while use and shipment are blocked. Unknown scope remains explicit rather than being narrowed without evidence.
Trace actual exposure
Quality Inspector prepares backward input and forward batch, stock, transfer and customer-delivery scope at the retained cutoff. Actual material and packaging use governs the trace. A commingled input can affect every output, independently of its disjoint quantity or cost allocation.
Approval required
Approve response scope
Independent Quality Manager reviews the exact affected facts, conservative unknowns and proposed response, excluding preparers and material editors. New descendants or evidence require a refreshed scope while prior versions remain available. Current populations and historical delivery targets stay separate.
Prepare recipient work
Sales Coordinator prepares the actual customer recipients, purpose-appropriate contacts and proposed message for approved delivery targets. Quantities and references come from the reviewed case. Preparing a contact task establishes no successful communication or recovered goods.
Approval required
Authorize contact
Sales Manager independently approves the exact recipient and message scope after the Quality Manager decision. Current authority and approved content govern any actual send. A changed recipient or material message requires another review, and retries retain one intended communication identity.
Record responses
Sales Coordinator records actual contact attempts and customer responses with their source and time. Transport acknowledgment, recipient response, disposal evidence and recovered quantity are distinguishable. A reply or delivery receipt cannot create a physical return or financial credit.
Reconcile affected goods
Quality Inspector prepares the remaining population and response reconciliation. Quality Manager decides required dispositions; Warehouse Manager and Finance Manager supply physical/value approvals, and Warehouse Operator records actual handling. Consumed, lost or unresponsive scope stays explicit rather than being reported as recovered.
Approval required
Close the case
Independent Quality Manager approves closure only after required responses, lineage and quantities are resolved and actual dispositions reconcile. Factually unrecoverable consumed or lost goods stay documented with retained obligations. Financial obligations remain visible. Closure preserves earlier production, delivery and case history.
Approvals and controls
3 approvals required in this process
-
Approve response scope
Quality Manager signs · prepare recipient work waits
TraceCases, TraceLines, ApprovalDecisions, QualityHolds -
Authorize contact
Sales Manager signs · record responses waits
TraceCases, ApprovalDecisions, IntegrationDeliveries -
Close the case
Quality Manager signs · closes the process
TraceCases, TraceLines, ApprovalDecisions - Exposure reachability is distinct from summable stockInput cost; repeated ancestry does not multiply quantity.
- Unknown lineage remains conservative unresolved scopeNever proof of a clean trace.
- Actual returnsDisposal consume exact source populations under their separate authorities.
- The workflow records an authorized response; regulatory notification and legal recall determination require their applicable external process.
Records and postings
| Stage | Records | Effect |
|---|---|---|
| 1 Raise and contain | TraceCasesLotsLotPortionsQualityHoldsNonConformanceReports | Recorded concern and immediate controlled restriction |
| 2 Trace actual exposure | TraceLinesBatchMaterialAllocationsWorkOrdersShipmentLinesStockTransferLines | Affected and uncertain source paths |
| 3 Approve response scope | TraceCasesTraceLinesApprovalDecisionsQualityHolds | Reviewed affected scope and response basis |
| 4 Prepare recipient work | TraceLinesAccountsContactPersonsIntegrationDeliveries | Exact proposed recipients and communication |
| 5 Authorize contact | TraceCasesApprovalDecisionsIntegrationDeliveries | Authorized bounded external communication |
| 6 Record responses | TraceLinesIntegrationDeliveriesIntegrationEvents | Actual communication and response evidence |
| 7 Reconcile affected goods | TraceLinesQualityDispositionsReturnLinesStockEvents | Affected quantity, disposition and unresolved outcomes |
| 8 Close the case | TraceCasesTraceLinesApprovalDecisions | Reviewed response closure with history retained |
Process reports
All reportsProduction and WIP
Follow released WorkOrders, WorkOrderOperations and ProductionEntries at the selected cutoff, distinguishing staged inventory, actual issued resources, terminal accepted output, unresolved physical work and financial closure; use exact original issue/cost claims for remaining WIP and do not multiply values through progress, genealogy, hold or report joins.
Lot Availability and Shelf Life
Show InventoryPositions and LotPortions with Lots, InventoryReservations, QualityHolds and the effective ShelfLifePolicies/LotDateEvents: owned quantity, disjoint restricted or claimed scope and currently eligible quantity in each product's base unit, with explicit unknown dates and evaluation time; apply customer remaining-life and expected-delivery requirements only for the identified order scenario and do not add parent portions to their children.
Batch Genealogy
Trace actual Lots/LotPortions, BatchMaterialAllocations, production, transfers and ShipmentLines backward and forward, retaining supplier/manufacturer lot-source identity and actual event times; show disjoint physical/cost allocations separately from conservative commingled exposure, flag missing or uncertain lineage and avoid multiplying the same source quantity or value across descendants or alternative traversal paths.
Order and Supply Position
Compare remaining SalesOrderLines with reviewed purchasing, ReceiptAcceptances, SalesAllocations and actual ShipmentLines at compatible company/product/unit cutoffs; preserve accepted, reserved, performed, cancelled and returned history as distinct populations, show quality/date eligibility in the selected delivery scenario and do not treat held receipts, expected production or a financial credit as immediately available supply.
Run by an agent
Agent support
An assistant cannot provide required independent human approval, establish food fitness or invent an actual inspection, production event, delivery or payment. It cannot clear unresolved holds through a summary, extend a lot's life without the required evidence or treat an imported result as a release decision.
# Example after configuration
$ curl -fsSL https://www.erp.ai/skill.md | paste into your agent
› trace and withdraw · raise and contain on TraceCases, Lots, LotPortions, QualityHolds, NonConformanceReports
✓ Quality Inspector records the trigger and known source facts, and raises the authorized restrictive hold.
› trace and withdraw · trace actual exposure on TraceLines, BatchMaterialAllocations, WorkOrders, ShipmentLines, StockTransferLines
✓ Quality Inspector prepares backward input and forward batch, stock, transfer and customer-delivery scope at the retained cutoff.
› trace and withdraw · approve response scope on TraceCases, TraceLines, ApprovalDecisions, QualityHolds
⏸ approval · waiting for the quality manager
# 5 more stages after approval: prepare recipient work, authorize contact, record responses, reconcile affected goods, close the case
Other processes
5 moreOrder to cash
Carry the customer promise from a reviewed offer to actual payment.
5 stages · 2 approvals
Procure to pay
Bring ingredients and packaging from reviewed purchase through supplier settlement.
8 stages · 3 approvals
Review and release
Bring evidence and remaining restrictions together before releasing a population.
7 stages · 1 approval
Allocate and dispatch
Choose suitable lots and carry their claims through actual customer handover.
7 stages · 1 approval