Lot Management

After a lot is received into Clarix, its entire lifecycle — from quarantine through release, use in batches, and eventual depletion or disposal — is tracked in the system. Every status change and quantity movement is logged in the audit trail. This page covers the available lot actions, what each one does, and when to use it.

Role required: Most lot actions require QA Officer or Admin. See specific role requirements for each action below.

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Lot status lifecycle

Lots in Rejected or Recalled status are permanently blocked from batch issuance. Quantity adjustments can still be made to record disposal, but the lot cannot return to Released status.

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Lot actions

Each lot row in the Lots tab has an action menu (three-dot icon) with the following available actions depending on the current lot status.

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Release

Moves a lot from Quarantined to Released status, making it available for batch production.

Role required: QA Officer or Admin

When to use: After completing incoming QC inspection — verifying the COA, checking container condition, confirming lot number and expiry match, and confirming the material meets specification.

Steps:

1. On the item's Lots tab, click the action menu on the quarantined lot.
2. Click Release.
3. Optionally enter a release note documenting which SOP was followed and any inspection findings.
4. Click Confirm release.

The lot status changes to Released. A release event is recorded in the audit log with the QA officer's name and timestamp.

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Reject

Moves a lot from Quarantined to Rejected status. The lot is permanently blocked from use.

Role required: QA Officer or Admin

When to use: When an incoming lot fails QC inspection — for example, the COA assay is out of specification, the container is damaged, the expiry is unacceptable, or the material appears adulterated.

Steps:

1. Click Reject from the lot action menu.
2. Enter a required rejection reason (e.g., "COA assay 88.4% — below 95% specification per SOP QC-012; lot returned to vendor").
3. Click Confirm rejection.

A rejected lot's quantity is excluded from usable on-hand inventory totals. The rejection reason is permanently recorded and visible in the lot detail.

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Dispose lot

Physically destroys or discards the lot and records the disposal. This action is destructive — the lot and its remaining quantity are removed from usable inventory.

Role required: QA Officer or Admin

When to use:

• Disposing of an expired lot
• Destroying a rejected lot per your destruction SOP
• Discarding leftover remnants after all usable quantity has been consumed
• Removing a lot that was received in error

Steps:

1. Click Dispose lot from the lot action menu.
2. Select a disposal reason: Expired, Failed QC, Recalled, Excess — Wasted, Received in Error, Other.
3. Enter the quantity disposed (defaults to full remaining quantity; can be reduced for partial disposal).
4. Enter a disposal note referencing your waste disposal record or witness signature if required by SOP.
5. Click Confirm disposal.

After disposal, the lot status changes to a terminal state and the quantity is zeroed. The disposal is logged with user, timestamp, reason, and quantity.

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Adjust quantity

Adds or subtracts a quantity from the lot's on-hand balance without associating the change with a batch. Adjustment reasons are required and logged.

Role required: QA Officer or Admin

When to use:

• Correcting a receiving error (wrong quantity entered)
• Recording a spillage or loss
• Adding returned unused material not linked to a Clarix batch
• Reconciling physical count against system quantity after inventory audit

Steps:

1. Click Adjust quantity from the lot action menu.
2. Select Add or Subtract.
3. Enter the quantity to add or remove.
4. Select a reason code from the dropdown:
   • Receiving correction
   • Physical count adjustment
   • Spillage / breakage
   • Returned from production
   • Other
5. Enter a free-text note explaining the adjustment.
6. Click Save adjustment.

The adjustment is recorded in the item's Transactions tab with the reason code, note, user, and timestamp. All adjustments are included in audit trail exports.

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Print label

Opens the lot label page, which generates a printable barcode label for the physical container.

Role required: Any authenticated role

When to use:

• Printing a replacement label if the container's original label is damaged
• Printing labels for sub-divided containers
• Generating a Clarix-standardized lot label to use alongside or instead of the manufacturer's label

The lot label includes:

• Item name
• Lot number
• Expiry date
• Quantity and unit
• Barcode (Code 128 format encoding the lot number)
• Received date
• COA assay % (if on file)
• Storage condition icon

See Labels and Barcodes for full details on the label printing workflow and Zebra printer setup.

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Mark as trace lot / Unmark trace lot

Toggles the trace designation on a lot. A trace lot is a remnant lot with a small remaining quantity that you want to continue tracking for use in batches rather than disposing of it.

Role required: QA Officer, Compounder, or Admin

When to use:

• When a lot has less than one batch's worth of material remaining but is still usable
• When you want to flag a lot for priority use (FIFO still applies, but trace marking makes the lot visible in the low-quantity filter)

Trace lots appear with a Trace badge in the Lots tab and are shown first in lot selection dialogs (before FIFO ordering, trace lots are offered as the suggested choice to consume them before opening a new container).

To mark a lot as trace:

1. Click the action menu on the lot row.
2. Click Mark as trace lot.

To remove the trace designation:

1. Click the action menu on the trace lot.
2. Click Unmark trace lot.

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Recall management

When a manufacturer issues a recall affecting a lot in your inventory:

1. Navigate to the affected lot.
2. Open the action menu and click Mark as recalled.
3. Enter the recall notice reference number and details.
4. Clarix flags the lot as Recalled and immediately blocks it from all batch issuance.
5. The system generates a list of all batches in which this lot was used — accessible from the lot detail page under Affected batches — to support your recall response.

Role required: QA Officer or Admin

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Lot detail page

Click any lot in the Lots tab to open the lot detail page, which shows:

• All lot attributes (lot number, manufacturer, expiry, assay, barcode)
• Current status and status history
• Quantity history (received, issued to batches, adjustments, disposals)
• COA upload slot (attach a PDF of the manufacturer's COA)
• Affected batches — links to every batch that issued this lot

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Related pages

• Receiving Lots
• Managing Items
• Labels and Barcodes
• Inventory Overview