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When a supplier recalls a lot, you need to know where every unit of it is and stop anyone from using it. The Lot recall screen finds every box of one supply that carries that lot, in any status, and quarantines all the boxes still in use in a single confirmed step.

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Who can do it

Both only reach boxes in the warehouses of your access. For a complete recall, have it run by someone whose access covers every warehouse.

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Where

Inventory in the main navigation, then Lot recall at the top of the Stock screen, or console.muveya.com/inventory/lots. The screen is titled Lot recall: “Find every box of a lot, wherever it is, and take the lot out of use in one step.”

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Find every box of a lot

1

Choose the supply

In Supply (Choose the supply), pick the supply the lot belongs to. Every supply is listed, active or not. Leaving it empty shows Choose the supply the lot belongs to.
2

Type the lot

Type it in Lot number, “As printed on the package or in the recall notice.”, up to 120 characters. Leaving it empty shows Enter the lot number.
3

Find boxes

Press Find boxes. While it searches you see Looking for the boxes of this lot….
4

Read the summary

The results are titled with the lot and the supply, for example Lot L2409-A · Nitrile gloves M · GLV-NIT-M, followed by a count such as Boxes found: 6 · Still in use: 4.
The lot must match what was typed when the boxes were received; spaces at either end are ignored. Containers separated from a box of the lot keep its lot, so they are found too. When nothing matches, the screen says No box in your warehouses carries lot L2409-A of this supply. Check the lot as printed; spaces at either end don’t matter. The list shows up to 200 boxes, grouped by warehouse and then by reception date. With more, it adds Showing the first 200 boxes of this lot.

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Read the results

What each status means for the recall:

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Trace what was used or dispatched

The lot screen tells you where each box is and what happened to it last. To follow every unit:
  • Open each box. Its Movements list every exit with the room or area, What happened, Purpose, Responsible, Recorded by and the date. A box Used up has already let all its units go. See Boxes and labels.
  • Check the rooms. On Usage by room, filter by room and dates and compare the date and quantity with the box’s exits. Members with orders.patient_ref.read also see the care reference of each exit, which lets the clinical team find the treatments involved. That screen does not filter by lot.
  • Follow orders. A box that shows Dispatched or In transit left for an order. Follow the order in Custody history.
  • Follow separated containers. The original box lists them under Separated into, and they also appear in the lot results.

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Take the lot out of use

The section Take the lot out of use appears below the results: “Each box of this lot that is still in use goes into quarantine: it stops taking movements and is never picked for an order. Boxes already out of use stay as they are.”
1

Check the boxes in transit

If some boxes are on their way, the screen warns, for example, In transit, not held by this recall: 1. When they arrive, find this lot again and quarantine them.
2

Choose the reason

In Why, keep Recalled by the supplier (the default) or choose Damaged, Expired, Contaminated or Other.
3

Quarantine

Press Quarantine lot.
4

Confirm

A dialog asks Quarantine lot L2409-A? and says, for example, “Boxes still in use that go into quarantine: 4. They stop taking movements and are never picked for an order. This can’t be undone from the Console.” It also repeats how many boxes in transit are not held. Press Yes, quarantine the lot, or Keep the lot in use to cancel.
5

Read the result

The screen says, for example, Quarantined boxes of lot L2409-A: 4., then Already out of use and left as they were: 2. and In transit and not held: 1. When they arrive, find this lot again and quarantine them. when they apply.
When no box is in use and none is in transit, the section says Every box of this lot is already out of use.

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What the system records

  • For each Active box: a quarantine movement (Quarantined) with a change of 0, the reason and you as the person who recorded it, and the box’s status set to Quarantined. Each box gets its own movement.
  • One audit record, inventory.lot.quarantined, naming the supply, the lot, the reason, the boxes held and the boxes left as they were.
  • Boxes in any other status are reported with their current status and not changed.
A quarantined box can no longer be used, moved, separated, corrected or picked for an order. Its history and recorded quantity stay.

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Rules and limits

  • The recall acts on every box of the lot in your warehouses, including any beyond the 200 listed. The count in the dialog covers only the listed boxes.
  • Boxes in transit are not held, because receiving them makes them usable at the destination. Once they arrive, find the lot again and quarantine it again.
  • If the result was lost (for example the connection dropped), the list reloads and shows which boxes are already Quarantined. If some are still Active, press Quarantine lot again: boxes already held are not held twice. When everything had already been recorded, the screen answers This recall was already recorded. Nothing else changed.
  • Running the recall again later, for example after more boxes of the lot were received, holds the new active boxes and reports the rest as already out of use.
  • There is no action to release a box from quarantine.
  • Disposing of quarantined boxes is not available in the console yet. They stay quarantined, which keeps them out of every movement. If you need the disposal recorded, write to team@muveya.com.
  • Quarantining a lot is marked as a sensitive action. In the current release a second factor is optional and does not block it; see Account security.

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What can go wrong

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Recall checklist

  1. Find the lot and quarantine it.
  2. Take the quarantined boxes off the shelf and keep them apart.
  3. Trace the exits of the boxes already used.
  4. Follow the boxes in transit and quarantine them when they arrive.
  5. Find the lot again after any new receipt of that supply.

Boxes and labels

Box history and taking a single box out of use.

Record use and move boxes

Usage by room and care references.

Custody history

Where a dispatched box went.

Receive stock

How lot numbers are recorded at reception.