Recall Management

The Recall Management 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.

A product recall can be applied at warehouse, bin, stock code, lot or serial level (effectively placing them on hold) and may affect sales orders, jobs, parent parts and kits.

The product recall process includes stock items that were manufactured, sold and delivered to the customer, as well as items that were receipted into stock and are still residing in the warehouse.

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Exploring

The product recall process includes any traceable parent item that has been received into stock, ensuring it can be quickly and easily located in the supply chain. It means that lot and serial traceable items received through jobs, inventory movements, backflushing or purchase orders are included when selecting items you want to recall using the Product Recall Selections Review program.

The parent item of contaminated or defective products can optionally be included in the Product Recall Selections Review to ensure that all potentially spoiled items are identified.

Although this initially increases the list of items included, filtering options are available to refine the results (typically useful for companies that retain traceability data and don't archive lots). This list can then be used by companies to identify the affected products.

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

  • Program List > Lot Traceability

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.

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 This results in one or more products having to be withdrawn from the market.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.

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.

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).

Programs

Batch On Hold Maintenance

Lot Number Maintenance

Stock Code On Hold Maintenance

WIP Job Receipts Import

Setup programs

Additional Lot Maintenance

Archive Maintenance

Inventory Bin Maintenance

Serial Number Maintenance

Warehouse Maintenance

Processing programs

Product Recall Quarantine

Job Receipts

Purchase Order Inspection

Shipment Receipt

Purchase Order Receipts

Report programs

Document Print

Inventory Batch on Hold

Lot Product Recall Detail Report

Lot Product Recall Summary Report

Browse programs

Additional Lot Browse

Product Recall Browse

Product Recall Archive Browse

Browse on Lots

Query programs

Product Recall Selections Review

Product Recall Query

Traceability Query

Period end programs

Purge and Archive

PDF and Video Resources

Feature Guides

Starting

To use this feature, the following setup option(s) must be enabled:

Setup Options > Configuration > Distribution > Inventory

  • Associate serials by bin

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 restrict operator access to activities within a program 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). You can restrict access to the eSignature transactions within a program at operator, group, role or company level (configured using the Electronic Signature Configuration 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).

  • Only traceable or serialized stock items can be placed on hold as a result of a product recall. A stock code that is not traceable / serialized can only be put on hold when it is linked to the recalled traceable or serialized stock item via a job.

  • The Recall Management feature can't indicate which component is defective or which ingredient is contaminated, as that needs to be established at a testing site or in a laboratory. The system is designed to identify all the potentially affected components or ingredients used in the sub-standard product and then list all the products in which these components or ingredients were also used. All ingredients and components as well as the products in which they were used are deemed suspect until proven otherwise.

  • 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.

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

Solving

  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.

    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.
  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.

  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.
  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

Non-stocked, non-traceable and non-serialized items can be included in a product recall in the following situations:

  • When a non-stocked or non-traceable / non-serialized parent, receipted in through part billings, contains a recalled traceable / serialized component.

  • When non-stocked or non-traceable / non-serialized material was allocated for a job, e.g. packaging.

  • When non-stocked or non-traceable / non-serialized items were included in the sales order of a non-stocked parent that contains a recalled traceable / serialized component.

    The non stocked, non-traceable / non-serialized items must be linked to the recalled traceable or serialized stock item via a job.

Using

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

  • Program List > Lot Traceability > Product Recall
  • Program List > Inventory > Transaction Processing
  • Program List > Administration > Archiving

  1. Capture and maintain the product recall using the Product Recall Quarantine program.

    This program lets you quarantine, inspect, release from hold 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.
  3. Set the product recall to complete using the Product Recall Quarantine program.
  4. View details and history of product recalls using the Product Recall Query program.
  5. When required, archive product recall data using the Archive Maintenance program.

The following are possible status codes for Product Recall:

Status Description

Q - Quarantine

This status indicates items are isolated and can't be included in sales orders, jobs or any stock movement.

I - Inspect

This status indicates items are isolated and are being inspected.

R - Released

This status indicates that the items have been inspected, declared safe for use and released back into the warehouse.

S - Scrap

This status indicates that the items have been inspected, declared unsafe for use, removed from the warehouse and discarded.

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

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

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

Program List > Inventory > Serial Tracking Sysptem > Setup

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

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

Program List > Inventory > Setup

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

Program List > Administration > Archiving

The Include function has a new Product recall selection option that lets you include product recalls when archiving files.

Program List > Lot Traceability > Product Recall > Transaction Processing

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

Program List > Work in Progress > Job Postings

An error message is displayed if the selected stock code forms part of a full product recall and the stock was placed on hold at stock code level.

Program List > Purchase Orders > Purchase Order Processing

An error message is displayed if the selected stock code forms part of a full product recall and the stock was placed on hold at stock code level.

Program List > Purchase Orders > Landed Cost Tracking > Transaction Processing

An error message is displayed if the selected stock code forms part of a full product recall and the stock was placed on hold at stock code level.

Program List > Purchase Orders > Purchase Order Processing

An error message is displayed if the selected stock code forms part of a full product recall and the stock was placed on hold at stock code level.

A Product Recall Archive Details section has been added that lets you specify criteria according to which you want to archive product recall details. Options include:

Field Description

Product recall archive

Select this to include product recall data when archiving.

Product recall archive number

This indicates the archive file name that is generated.

Product recall completed

This indicates the cut-off date according to which you want completed product recall records to be archived.

Product recall comment

This lets you add a comment for archived product recalls.

Program List > Administration > Import

An error message is displayed if the selected stock code forms part of a full product recall and the stock was placed on hold at stock code level.

Program List > Sales Orders > Sales Order Processing

You can print Additional lot names when printing lots.

Program List > Inventory > Reports

This report generates a list of stock codes, warehouses, bins, lots and serials grouped according to their hold status and product recall type.

Program List > Lot Traceability > Product Recall > Reports

This is a new program that lets you print a detailed report of product recall information.

Program List > Lot Traceability > Product Recall > Reports

This is a new program that lets you print a summary report of the most essential product recall data.

Program List > Lot Traceability > Product Recall

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

Program List > Lot Traceability > Product Recall

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

Program List > Lot Traceability

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

Program List > Lot Traceability > Product Recall > Browses

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

Program List > Lot Traceability > Browses

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

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

Program List > Lot Traceability > Browses

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

This is a new program that lets you view multiple bins per company.

  • 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 (available from within the Archive Maintenance program).