Create recalls

You can create recalls to track items in cases of affected products and generate necessary documents, such as purchase return orders and sales credit memos for the item. Additionally, you can change the inspection status for an item on a lot level to prevent further distribution or usage of the item.

To create a recall, follow these steps:

1. Select the Search icon , enter Recalls, and then choose the related link.
   The Recalls list page open.

2. On the action bar, select New.
   The Recall card page opens.

3. On the General FastTab, enter the required information in the following fields:

   Field	Description
   No.	Specifies the recall number assigned automatically based on the number series defined in the Recall Nos. field on the Lot Management Setup page. Alternatively, you can manually enter the recall number, if required.
   Description	Enter a description for the recall document.
   Document Date	Specifies the creation date of the recall document. You can manually change the date, if required.
   Return Reason	Select the reason for the recall of items from the Return Reasons list page.
   Status	Specifies the status of the recall document: Open, In progress, and Closed. You can use the Change Status action to change the status of the recall.
   Item No. Filter	Select an item number to filter the recall trace calculation.
   Variant Filter	Select an item variant code to filter the recall trace calculation.
   Lot No. Filter	Select a lot number to filter the recall trace calculation.
   License Plate Filter	Select a license plate number to filter the recall trace calculation.
   Vendor Lot No. Filter	Select a vendor lot number to filter the recall trace calculation.
   Serial No. Filter	Select a serial number to filter the recall trace calculation.
   Show Components Option	Select whether the system must display the components of the traced item. The available options are Item-tracked Only and All.
   Trace Method	Specifies the trace method. This field value is set to Origin -> Usage.

   You must set at least one filter to proceed with the calculation.

4. On the action bar, select Calculate to calculate the recall information based on the selected filter(s). The system:

   • Updates the Status field value from Open to In progress.
   • Calculates and updates the lines on the Orders and Lots FastTab.
   • Updates the item tracking information for the recall on the Recall Item Trace page.

5. Select the Create Withdrawal Segments action to create item withdrawal segments with the recall tracing details.

6. Select the Recall Item Trace action to open the Recall Item Trace page and view the item tracing information for the recall. For more information, see Manage recall item trace.

7. On the Orders FastTab, you can view information about the posted purchase and sales orders that contain an item in the following fields.

   The system combines items with the same document number, item number, variant code, and source unit of measure to one line.

   Field	Description
   Source Type	Specifies whether the source is a customer or vendor.
   Source No.	Specifies the number of the source customer or vendor.
   Source Name	Specifies the name of the source document the item is traced from.
   Source Email	Specifies the email address of the source customer or vendor. You can select this value to draft an email to the customer or vendor.
   Source Phone No.	Specifies the phone number of the source customer or vendor. You can select this value to dial the customer or vendor.
   Document No.	Specifies the source document number the item is traced from.
   Invoice No.	Specifies the invoice number associated with the document.
   Ext. Document No.	Specifies the external document number.
   Posting Date	Specifies the date when the traced item was posted.
   Item No.	Specifies the number of the traced item.
   Item Description	Specifies the description of the traced item.
   Lot No.	Specifies the traced lot number. You can select this value to view the Lot No. Information Card page. If there are multiple lots associated with the order line, this field value is set to MULTIPLE and you can view the Lot No. Information List page when you select it.
   Quantity	Specifies the quantity of the traced item in the line. In cases of multiple lots, the system displays the total quantity of the item.
   Base Unit of Measure	Specifies the base unit of measure of the item.
   Source Unit of Measure	Specifies the source unit of measure of the item.

8. Select order lines and then select the following actions to generate necessary documents:

   Action	Description
   Create Purchase Claims	Create a purchase claim for the orders selected. This field is available only when the Aptean Claims extension is installed.
   Create Sales Claims	Create a sales claim for the orders selected. This field is available only when the Aptean Claims extension is installed.
   Create Purchase Return	Create a purchase return order for the orders selected.
   Create Purchase Credit Memo	Create a purchase credit memo for the orders selected.
   Create Sales Return	Create a sales return order for the orders selected.
   Create Sales Credit Memo	Create a sales credit memo for the orders selected.
   Show Document	View the related document.

   The system creates the relevant document with the item details.

9. On the Lots FastTab, you can view information about all the lots that contain an item in the following fields:

   The system combines lots with the same lot number, item number, variant code, location, and base unit of measure to one line.

   Field	Description
   Item No.	Specifies the number of the traced item.
   Description	Specifies the description of the traced item.
   Location	Specifies the location of the traced item.
   Lot No.	Specifies the traced lot number.
   Variant Code	Specifies the traced variant code of the item.
   Total Qty.	Specifies the total quantity of the traced item in the lot.
   Remaining Qty.	Specifies the quantity from the Total Qty. field that has not been processed yet.
   Base Unit of Measure	Specifies the base unit of measure of the item.
   Inspection Status	Specifies the inspection status of the item.

10. On the action bar, select the Change Inspection Status action to change the inspection status of the selected lots. For example, from CHECKED to BLOCKED.

    The Inspection Status field and the Change Inspection Status action are visible only when the Aptean Inspection Status extension is installed.

You can view additional information about the recalls on the Recalls Information FactBox. For more information, see Additional information on the FactBox.