Parts and lots

The part catalog is the stable reference for requests, reservations and movements. A catalog item has an SKU, name, base unit, lot-tracking setting and active flag within an organization. Using that reference lets coordinators distinguish similar parts that have different specifications or units. The catalog identifies the part used in requests and stock evidence. Coordinators compare its base unit with the requested units before they review a quantity.

For a lot-tracked part, a lot record carries its lot code, expiry date, owner reference and release state. The recorded release state helps staff distinguish a released lot from one awaiting review or held from use. A coordinator reviewing a request can inspect which lot is being reserved or moved and whether its release state is suitable. Expiry remains visible beside the lot code.

• Catalog identity. Choose the exact active item and base unit before requesting or recording quantity.
• Lot status. Keep release state and expiry together for each tracked lot.
• Movement linkage. Trace a movement or reservation back to the catalog item and selected lot.

Agree an SKU naming rule and who may change catalog details. Decide which parts require lot tracking and who records the lot owner reference. Set a routine for recording suspect lots as quarantined or blocked and reviewing pending lots. Keep a sample of parts that look alike but cannot substitute for one another. Check base units when importing existing part records.

A replacement seal arrives with a lot code and expiry date. The coordinator selects its catalog item, adds the lot and records the lot as pending while its supporting evidence is checked. Another lot of the same seal has been quarantined. When a request for that seal is reviewed, the team can distinguish the eligible lot from the quarantined one. If a posted movement exists for this request, staff can read the item and lot it names. That link lets the auditor compare the recorded lot with the part description on the request. The administrator should agree how staff update a lot state and retain the evidence for that decision before relying on a release label.

• Lot release queue — Pending lots with their items and expiry dates.
• Restricted lots — Quarantined and blocked lots requiring attention.

Read the related process.