Batch and serial number registration is an essential part of modern inventory management. Whether you are active in the food industry, pharmaceutical sector, or manufacturing: correctly registering batch and serial numbers is not only a legal requirement but also a smart business practice that protects you during recalls and quality issues.
Why batch and serial number registration matters
Traceability is the ability to track a product through the entire supply chain, from raw material to end user. Without proper batch and serial number registration, it is impossible to quickly determine which products are affected and where they are located when a quality issue arises.
The benefits of proper registration are significant:
- Faster recalls: In the event of a production defect, you can determine exactly which batch is affected and where those products are located. Instead of recalling all products, you limit the recall to the specific batch.
- Compliance: You meet the legal traceability requirements that apply in your sector.
- Quality control: You can trace quality issues back to specific production runs, suppliers, or raw materials.
- Warranty management: With serial numbers, you can easily verify and process warranty claims.
- FIFO/FEFO: Batch numbers with production dates make it possible to apply the correct dispensing strategy.
EU regulations for traceability
Within the European Union, strict rules apply for traceability, depending on your sector:
Food products (EU Regulation 178/2002)
The General Food Law requires that all food businesses can trace their products one step back and one step forward. This means you must be able to demonstrate which supplier an ingredient came from and to which customer the finished product was delivered. Batch numbers are indispensable in this process.
Medical devices (MDR, EU 2017/745)
The Medical Device Regulation requires that all medical devices are equipped with a Unique Device Identification (UDI). This is a unique code that identifies the product and guarantees traceability throughout the chain. The UDI is typically encoded in a GS1 DataMatrix barcode.
Pharmaceutical products (FMD, EU 2011/62)
The Falsified Medicines Directive requires that prescription medicines are equipped with a unique serial number and an anti-tamper device. Each package must be verified upon dispensing to prevent counterfeiting.
Implementing batch and serial number registration with barcode scanning
Manually registering batch and serial numbers is time-consuming and error-prone. Modern barcode scanning technology makes this process much more efficient:
Step 1: Item settings in Exact Online
Set up each item in Exact Online as either a batch item or a serial number item. You do this via the item master data. Once this setting is configured, the Barcode Scan App will automatically prompt for the batch or serial number when processing this item.
Step 2: Barcodes with batch information
Preferably use GS1 DataMatrix barcodes that contain not only the item code but also the batch number, expiry date, and optionally the serial number. The Barcode Scan App automatically recognises the different fields in a GS1 barcode and fills them in at the correct input fields.
Step 3: Scanning upon receipt
When booking incoming goods, you scan the barcode on the packaging. The app recognises the item and automatically asks for the batch number. Scan the GS1 barcode or enter the batch number manually. You can also have the app automatically generate a batch number.
Step 4: Registration upon dispatch
When picking orders, you select the correct batch number. The Barcode Scan App shows which batches are available and can suggest the oldest batch based on FIFO or FEFO principles. This prevents products from expiring in your warehouse.
GS1 DataMatrix and automatic recognition
GS1 DataMatrix barcodes are compact 2D barcodes that can contain multiple data fields in a single barcode. Typical fields include:
- GTIN (01): The item number
- Batch number (10): The lot number of the production run
- Expiry date (17): The shelf life date
- Serial number (21): The unique serial number
The Barcode Scan App automatically recognises GS1 DataMatrix barcodes and splits the information into the correct fields. You only need to scan one barcode to capture all relevant information.
Best practices for serial number management
A good serial number strategy prevents problems in the long term. Consider the following best practices:
- Define a clear number format: Use a consistent format for serial numbers, for example with a prefix indicating the product type or production year.
- Register at the first point of contact: Record the serial number as soon as the product enters your warehouse or comes off the production line.
- Prevent duplicate numbers: Use the checks in the Barcode Scan App to prevent a serial number from being registered twice.
- Link to customer data: Upon delivery, the serial number is linked to the sales order and thus to the customer. This is essential for warranty management.
- Preserve history: Ensure the complete history of a serial number remains available, including receipt, storage location, movements, and dispatch.
Conclusion
Batch and serial number registration is more than an administrative obligation. It is a powerful instrument for quality management, compliance, and customer satisfaction. By using barcode scanning with the Barcode Scan App, you make this process fast, accurate, and reliable. The automatic recognition of GS1 DataMatrix barcodes and seamless integration with Exact Online ensure that your traceability is always in order.