Lots and locations

A stocked item has a SKU, name, base unit and lot tracking flag. A lot belongs to an item and has its own code, expiry date, release state and owner reference. A location belongs to an organization and has a code, address, active flag and eligibility note. Together these records give the team a way to ask whether a particular lot can be held or used at a particular site.

The lot’s release state distinguishes Pending, Released, Quarantined and Blocked. The date matters separately: a Released lot can still be past its expiry. Before a reservation or movement, the Stock Operator should inspect both the state and date. A location’s eligibility note supports the reviewer’s compatibility decision; a location name by itself does not answer that question.

• Define the stocked range. Keep the item SKU and base unit stable enough to compare requests and movements.
• Identify each lot. Record lot code, expiry, release state and owner reference on the lot.
• Describe each location. Maintain the organization, address and eligibility note for the storage place.

Agree who changes a lot from Pending to Released and what evidence they inspect. Decide what happens to a lot entering Quarantined or Blocked after a request has been approved. Define the review rule for expired stock, including what the operator should do when expiry passes between reservation and movement. The operating procedure should read the lot state and date at action time.

Set a common form for location codes and names so an approval for one place cannot be confused with another. Keep site eligibility notes specific enough to guide a storage decision. Where a location’s note changes, agree which open requests need review again. Organization membership helps separate site data, but the team still needs to check the exact destination on each request.

Create an item with lot tracking and two lots. One is Released with a future expiry; the other is Quarantined. Place a request against the item and selected location. The coordinator submits a hazard check with the relevant class and SDS revision. The reviewer reads the destination’s eligibility note. The operator selects the Released lot for eligible stock work and leaves the Quarantined lot out. Then move the first lot’s expiry into the past during a rehearsal and verify it is no longer treated as eligible.

• Lots needing release — Pending, Quarantined and Blocked lots requiring attention before use.
• Expiring lots — Lots whose expiry date has arrived, with their current release state.
• Approved stock work — Requests whose item and location need a final lot check.

See inspection and approval and reservation and movement.