Product Recall

The Product Recall feature caters for a request from a manufacturer to return a product after the discovery of safety issues or product defects that might endanger the consumer or put the organization at risk of legal action.

It lets you process full product recalls or mock product recalls, placing a hold on any warehouse, stock code, bin, lot or serial.

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Exploring

ClosedNavigation

The programs related to this feature are accessed from the Program List pane of the SYSPRO menu:

  • Program List > Lot Traceability
ClosedTerminology
ClosedMock product recall

A mock recall is an exercise that involves imitating all procedures for an actual product recall. In SYSPRO, this tests the traceability of products and verifies that the recall process is effective and can be carried out within the required time limit.

Products involved in a mock recall aren't actually put on hold (i.e. transactions such as invoicing and generating delivery notes can still be processed against them).

Mock product recall data is stored for compliance reasons and traceability audits.

ClosedFull product recall

This occurs when there are safety concerns over an item (or manufacturing defect in a product) that may be harmful to the consumer. This results in one or more products having to be withdrawn from the market.

SYSPRO's Lot Traceability system is used to identify all items and transactions involved in the recall. Items are placed into quarantine for inspection.

Contaminated or sub-standard stock items are scrapped, while unspoiled or undamaged items are released from quarantine.

ClosedQuarantine

During a product recall, stock items which are spoiled, hazardous or of inferior quality are isolated and placed into quarantine. This can be done at serial, lot, bin or stock code level.

A quarantined stock item can't be invoiced, distributed, delivered or allocated to a job or any stock movement. Once inspection of the item is complete, it can be released back into stock (if it's usable) or scrapped.

ClosedTraceability

Traceability refers to the ability of an organization to verify the history, location, or application of an item based on documented identification records.

Traceability is required in certain industries for a number of reasons:

  • Stock control

  • Asset control

  • Order tracking

  • Food Recall (e.g. being able to trace and account for every unsafe food item suspected of contamination; ranging from items still in the warehouse to those dispatched to customers).

Starting

ClosedPrerequisites
ClosedSetup Options

Setup Options > Configuration > Distribution > Inventory

  • Associate serials by bin
ClosedSecurity

You can secure this feature by implementing a range of controls against the affected programs. Although not all these controls are applicable to each feature, they include the following:

  • You can restrict operator access to activities within a program (configured using the Operator Maintenance program).
  • You can restrict operator access to the fields within a program (configured using the Operator Maintenance program).
  • You can restrict operator access to functions within a program using passwords (configured using the Password Definition program). When defined, the password must be entered before you can access the function.
  • You can restrict access to the eSignature transactions within a program at operator, group, role or company level (configured using the eSignature Setup program). Electronic Signatures provide security access, transaction logging and event triggering that gives you greater control over your system changes.
  • You can restrict operator access to programs by assigning them to groups and applying access control against the group (configured using the Operator Groups program).
  • You can restrict operator access to programs by assigning them to roles and applying access control against the role (configured using the Role Management program).
ClosedRestrictions and Limits
  • Only traceable or serialized stock items can be recalled.

  • Although sales orders containing an item that is subsequently included in a product recall (or that was placed on hold because of a product recall) can still be invoiced and delivered, this will be addressed in the next development phase of this feature.

  • Security checks are ignored when processing a mock product recall, except for access to the selected warehouse (which is always verified).

Solving

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Using

ClosedProcess
ClosedHow to manage a product recall

  1. Capture and maintain the product recall using the Product Recall Quarantine program (Program List > Lot Traceability > Product Recall > Transaction Processing).

    This program lets you quarantine, inspect, release or scrap stock items.

  2. View the impact of including a stock code in the product recall at various levels using the Product Recall Selections Review program (Program List > Lot Traceability > Product Recall).
  3. Place stock codes on full or partial hold using the Batch On Hold Maintenance program (Program List > Inventory > Transaction Processing).
  4. Create and maintain additional lot names using the Additional Lot Maintenance program (Program List > Lot Traceability > Setup) and search for additional lot names using the Additional Lot Browse program (Program List > Lot Traceability > Browses).
  5. Set the product recall to complete using the Product Recall Quarantine program (Program List > Lot Traceability > Product Recall > Transaction Processing).
  6. View details and history of product recalls using the Product Recall Query program (Program List > Lot Traceability > Product Recall).
  7. When required, archive product recall data using the Archive Maintenance program (Program List > Administration > Archiving).
ClosedTasks
ClosedHow to capture a product recall

  1. Open the Product Recall Quarantine program Program List > Lot Traceability > Product Recall > Transaction Processing.

  2. Select the New Product Recall function and enter details at the Product recall field.
  3. Indicate the type of recall (i.e. full or mock) you want to capture.
  4. Use the Selection List to select the stock items you want to include in the product recall.

  5. Select the stock items from the Selection List to change their status.

    Quarantine: items are isolated and can't be included in sales orders, jobs or any stock movement.

    Inspect: items are isolated and inspected.

    Release: after inspection, items have been declared safe for use and released back into the warehouse.

    Scrap: after inspection, items have been declared unsafe for use, removed from the warehouse and discarded.

    You must save the product recall every time you update the status of stock items.
  6. From the Default Options pane, add reasons for quarantining, releasing or scrapping the stock items.
  7. Select the Recall Complete field to mark the product recall as done.
ClosedHow to put a stock code on hold
  1. Open the Batch On Hold Maintenance program (Program List > Inventory > Transaction Processing).

  2. Indicate the review criteria required from the Criteria pane.

  3. Select Start Review.
  4. From the Stock code list pane, select the stock code you want to place on hold
  5. At the Reason code field, enter a reason for placing the stock code on hold.

  6. Indicate the type of hold you want to apply to the item:

    Put on Full Hold applies a complete hold on the stock code (i.e. no transactions can be processed against the item).

    Put on Partial Hold allows transactions to be processed against the item.

ClosedHow to release a stock code from full or partial hold
  1. Open the Batch On Hold Maintenance program (Program List > Inventory > Transaction Processing).

  2. Indicate the review criteria from the Criteria pane.

    Ensure that you select Full hold, or Partial hold at the On hold selection.

  3. Select Start Review.
  4. From the Stock code list pane, select the stock code for which you want to remove the on hold status.
  5. Select Release on Hold.
ClosedHow to view the impact of a product recall for selected stock items
  1. Open the Product Recall Selections Review program.
  2. Indicate the search criteria from the Product Recall Lot Criteria and Product Recall Selection Review panes.
  3. Select Start Review.
  4. View the impact of the product recall by selecting one of the following functions from the toolbar:

    • Affected Customers

    • Affected Suppliers

    • Affected Sales Orders

    • Affected Purchase Orders

    • Affected Jobs

ClosedAffected Programs

The following indicates areas in the product that may be affected by implementing this feature:

ClosedProduct Recall Selections Review

This is a new program that lets you see the impact of including items in a product recall.

ClosedProduct Recall Quarantine

This is a new program that lets you capture and maintain product recalls.

ClosedProduct Recall Query

This is a new program that lets you view details of product recalls.

ClosedProduct Recall Browse

This is a new program that lets you browse a list of product recalls.

ClosedAdditional Lot Browse

This is a new program that lets you browse a list of additional lots held on file.

ClosedProduct Recall Archive Browse

This is a new program that lets you browse details of product recalls that have been archived.

ClosedLot Number Maintenance

The On hold field is disabled if a lot was placed on hold during a product recall process.

ClosedInventory Bin Maintenance

You can't delete a bin, or release a hold placed on it, if it forms part of a product recall quarantine.

ClosedStock Code On Hold Maintenance

You can't delete a stock code, or release a hold placed on it, if it forms part of a product recall quarantine.

ClosedSerial Number Maintenance

You can't delete a serial, or release a hold placed on it, if it forms part of a product recall quarantine.

ClosedWarehouse Maintenance

You can't delete a warehouse that forms part of a product recall quarantine.

ClosedJob Receipts

A warning message is displayed if this forms part of a product recall quarantine.

Although you can continue working for mock product recalls, processing is halted for full product recalls.

ClosedWIP Job Receipts Import

A warning message is displayed if this forms part of a product recall quarantine.

Although you can continue working for mock product recalls, processing is halted for full product recalls.

ClosedPurchase Order Inspection

A warning message is displayed if this forms part of a product recall quarantine.

Although you can continue working for mock product recalls, processing is halted for full product recalls.

ClosedShipment Receipt

A warning message is displayed if this forms part of a product recall quarantine.

Although you can continue working for mock product recalls, processing is halted for full product recalls.

ClosedPurchase Order Receipts

A warning message is displayed if this forms part of a product recall quarantine.

Although you can continue working for mock product recalls, processing is halted for full product recalls.

ClosedBrowse on Lots

The Selection criteria pane includes a Search on additional lots option that lets you include a single or range of additional lots.

ClosedDocument Print

You can print Additional lot names when printing lots.

ClosedTraceability Query

Additional lot names are displayed (if they have been defined).

ClosedHints and Tips
  • You can archive product recall data using the Archive Maintenance program.
  • You can view archived product recall data using the Product Recall Archive Browse program that is available from within the Archive Maintenance program.