Lot Number Management Procedure for Retail Products in inFlow Inventory
Purpose
This instruction explains how lot numbers are created, managed, and used for retail products in our business workflow within inFlow Inventory. It also explains how to apply lot numbers to packaging and how to use our external tracing tool when verification is required.
inFlow supports lot-tracked products and allows users to review lot activity from the Movement history tab on the product record. The product record is also where lot settings can be managed.
1. Lot Number Naming Standard
After the system update, each retail product follows a simple internal lot numbering format with three components concatenated together:
This format is intentionally simple so it is easy to stamp or print on boxes, and includes a transaction date for precise traceability.
Format Components
- Prefix: Two letters that identify the product category (e.g., TC)
- Batch number: A 4-digit sequential number that increments with each production batch (e.g., 0006)
- Date suffix: The transaction date in YYMMDD format automatically added by the system (e.g., 260324 for 24 March 2026)
Example
Complete lot number: TC0006260324
In this example:
- TC = product prefix
- 0006 = sequential batch number
- 260324 = date suffix in YYMMDD format (24 March 2026)
The date suffix ensures that each lot can be precisely traced back to the exact production date, enhancing our traceability system.
2. Important Rule About Lot Number History
Every lot number remains stored in the system history once it has been created.
This means the lot naming rules can be changed later if needed without breaking historical records or disrupting traceability. Previously created lot numbers will remain preserved in the movement history for that product. inFlow's lot-tracking workflow is based on lot records attached to product movements, and those movements can be reviewed later from the product's history.
3. Where Lot Numbers Are Managed
Lot number management is available directly on the product page at any time.
Example product page:
https://app.inflowinventory.com/products/e45717d7-de17-4e54-a0dd-099f2772da38
According to inFlow documentation, lot tracking settings are managed on the product record, and lot activity can be reviewed from the Movement history tab.
4. How to Work With Lot Numbers After Manufacturing
After a manufacturing order has been completed, the system automatically generates a lot number with the prefix, sequential batch number, and transaction date. Follow this process to apply it:
Step 1. Open the product page
Once the manufacturing order is finished, go to the related product page. The system will have automatically assigned a new lot number with the current transaction date.
Step 2. Open the Movement history tab
On the product page, open the Movement history tab.
inFlow documentation confirms that the Movement history tab is the place used to track lot movement and identify which orders were assigned to a specific lot.
Step 3. Identify the latest lot number
On the Movement history tab, locate the lot number of the most recently created finished product batch. The lot number will follow the format [Prefix][Batch Number][YYMMDD], where the 6-digit date suffix represents the transaction date in YYMMDD format.
Step 4. Use one lot number for the entire batch
The same lot number is used for the entire production batch.
This means:
- every individual meal box from that batch must carry the same lot number
- the larger outer box containing those meal boxes must also carry the same lot number
- the date suffix on each lot number links back to the exact production date in the system
5. How the Lot Number Must Be Applied to Packaging
The lot number must be marked on both packaging levels:
Individual product box
The lot number is applied manually using a number stamp.
Outer shipping / storage box
The lot number is printed using the BENTSAI printer.
This ensures that the batch can be identified both at the single-unit level and at the grouped-box level.
6. Verification and Traceability
For operational tracing and verification, we use a dedicated external lot search system:
How to use it
- Copy the lot number.
- Paste it into the search field.
- Open the result card.
The system will show:
- the related finished production record
- the exact ingredients used
- the tracing details required for verification
This tool is used as our practical traceability layer for produced lot numbers.
7. Important Note About Searching in inFlow
inFlow's product Movement history can be used to review and track lot movements for a specific product, and the official documentation notes that users can search for a specific lot from that area.
However, for our verification workflow across produced lots, the primary lookup tool is:
That is the system to use when a lot number must be checked quickly for production and ingredient traceability.
8. Recommended Internal Workflow
For every completed manufacturing batch:
- Finish the manufacturing order.
- Open the related product page in inFlow.
- Go to Movement history.
- Find the latest lot number created for that batch.
- Apply that lot number to:
- each individual meal box
- each outer master box
- Use the manual stamp for product boxes.
- Use the BENTSAI printer for outer boxes.
- When traceability or verification is needed, search the lot number in lots.foodture.net.
9. Summary
Our updated lot numbering system is designed to be:
- simple and easy to apply physically
- traceable with built-in date information
- stable in history
- flexible for future rule changes
Each batch receives an automatically generated lot number in the format: [Prefix][Batch Number][YYMMDD] (e.g., TC0006260324). The date suffix provides automatic precision to traceability, eliminating manual date entry. Each batch has one shared lot number that must be visible on all relevant packaging. inFlow is used to manage the product record and review lot movement history, while lots.foodture.net is used for fast lot-based traceability in our internal control process.