4.4Traceability: barcodes & tracking
The essentials in 30 seconds
- Identify unambiguously: EAN-13 product, GS1-128 batch, SSCC pallet — each movement scanned, the system mirrors reality.
- Trace by batch: which batch received from whom, shipped to whom — the condition for a targeted recall in hours, often regulatory.
- Track proactively: tracking to POD, dispatch notices — spot the stuck parcel before the customer calls.
Running mini-case — Nadia and the batch to recall
A supplier flags a defect to Nadia on a spice batch already delivered to Algiers. Panic: without traceability, three months of sales would need recalling. With her supplier-batch and customer-batch spreadsheet, she identifies the fourteen customers concerned in one hour, blocks thirty units in stock and launches a targeted recall with batch number and instructions.
Continued from cases 4.1-4.3 — Nadia discovers two spreadsheet columns are worth insurance.
1. Automatic identification
The barcode remains the backbone: cheap, universal. EAN-13 product codes (global identifier via GS1) and GS1-128 logistics codes (batch, date, quantity on cartons) plus SSCC (the licence plate of each pallet/parcel).
2D codes (Datamatrix, QR) pack more on a small surface (pharma, industry). RFID reads without line of sight, in bulk and at distance — a whole aisle inventoried in seconds, but a pricier label.
Cross-cutting rule: each movement (receiving, put-away, picking, dispatch) is scanned: the system mirrors reality, securing stock accuracy (3.5) and picking (4.2).
2. Batch and serial-number traceability
The batch groups units produced together; the serial number individualises each technical unit.
Tracing means recording which batch was received from which supplier and shipped to which customer. On recall day: with traceability, a targeted recall in hours; without, recall everything or nothing — cost, image and legal risk. In food/health/cosmetics it is often regulatory (requirements vary by country/sector).
A well-managed recall can even strengthen image: it proves seriousness.
3. Shipment tracking and a step-by-step approach
Carrier tracking (statuses through to POD) is used proactively: spot the stuck parcel before the customer calls.
Electronic dispatch notices announce what is arriving — key for cross-docking and receiving.
At your scale: step 1 log supplier and customer batches (a spreadsheet is enough), step 2 scan movements, step 3 batch-managed WMS/ERP when regulation or customers demand it.
🔎 Concrete example — Batch L-2417 recalled
A supplier flags a defect on batch L-2417. With spreadsheet traceability: 14 customers identified in 1 hour, 30 units blocked in stock, targeted recall. Without: blanket recall to every customer of the last 3 months.
Insurance cost: a few minutes/day logging batches at receipt/dispatch.
Value: contained cost, regulatory compliance and credibility preserved.
Section vocabulary
- EAN-13 / GS1
- World-standard product barcode (unique item identifier), administered by GS1, which issues company prefixes.
Simple example: Nadia sticks the EAN on each imported spice item.
What it is not: a different in-house code per customer.
Reflex: does each item have a unique identifier?
- SSCC
- Serial Shipping Container Code: the unique worldwide number of a shipping unit (pallet, parcel) — the licence plate the whole chain can read and track.
Simple example: Nadia labels each dispatched pallet with its SSCC.
What it is not: tracking pallets by customer name only.
Reflex: can I track each pallet one by one?
- RFID
- Radio tags read without contact or line of sight, in bulk and at distance; pricier per label than barcodes, paying off when read speed matters (flash inventories).
Simple example: Nadia keeps barcodes; RFID will wait for volumes.
What it is not: sticking RFID on a dirty item file.
Reflex: does read speed justify the extra cost?
- Batch traceability
- Logging, at each step, the batch concerned (which batch received from which supplier, shipped to which customer); the condition for targeted recall — often mandatory by sector and country.
Simple example: Nadia logs batch, date and supplier on receipt, batch and customer on dispatch.
What it is not: logging the batch on receipt but forgetting dispatch.
Reflex: could I find a 3-month-old batch in 1 hour?
- POD (proof of delivery)
- Proof of Delivery: signed and timestamped confirmation of handover to the consignee; closes shipment tracking and stands as evidence in disputes.
Simple example: Nadia files the signed POD before closing each invoice.
What it is not: closing a delivery with no timestamped proof.
Reflex: does each dispute have its POD?
In practice — Build your traceability step by step
- Vital step 1: log supplier batches at receipt (item, batch, date, supplier) and record which batch goes to which customer — a spreadsheet is enough.
- Test: pick a batch from 3 months ago — could you say in <1h which customers received it? If not, close the missing link.
- Step 2: barcode your movements (receipt, pick, dispatch scan) once volume justifies it.
- Step 3: run tracking proactively (stuck-parcel alerts) and check your sector/country regulatory requirements.
Ready-to-say script — requiring the supplier batch (30 s)
"On each delivery note and each carton, state item, batch number and date. Without a batch, I refuse receipt. It is what lets us warn you fast and well if something goes wrong — and keep ordering from you."
Say to each new supplier, then repeat on the written purchase order.
Copy-paste template — batch log
RECEIPT DATE: _______________
ITEM / SUPPLIER: _______________
SUPPLIER BATCH: _______________
BATCH SHIPPED TO CUSTOMER: _______________
CUSTOMER / DISPATCH DATE: _______________
POD RECEIVED (yes / no): _______________VSE / small budget
Two spreadsheet columns are enough: batch on receipt, batch on dispatch — daily discipline, monthly test.
Algeria SME
Agri-food and import: require the batch on delivery notes and cartons, file PODs, check your sector's requirements.
Pharma / cosmetics
Batches + dates + 2D Datamatrix, scan at each movement, written recall procedure dry-tested.
Multi-item e-commerce
SSCC per parcel, receipt-pick-dispatch scan, proactive tracking with stuck-parcel alerts.
✓ Best practices
- Demand the batch on every supplier delivery note/carton from the order stage: it is the data that saves you on recall day.
- Start simple (two spreadsheet columns) and keep the discipline: rigour beats tools.
- Run carrier tracking as a daily alert, not as passive lookup after a complaint.
✗ Common pitfalls
- Believing RFID replaces rigour: without clean items and processes, it industrialises chaos.
- Logging the batch at receipt but forgetting dispatch: the chain is broken, recall stays impossible.
- Confusing product traceability (EAN) with batch traceability (GS1-128/SSCC): you need both levels.
Key takeaways
- Traceability = WHERE each product is (real time) + WHERE it comes from / went to (by batch).
- Standards: EAN-13 (product, GS1), GS1-128 (batch/date), SSCC (pallet/parcel), 2D, RFID (bulk).
- The batch makes targeted recall possible — vital and often regulatory.
- Graduated approach: logged batches → scan → WMS/ERP; low-cost insurance, priceless on D-day.
48h Challenge — apply tomorrow
Log the batches of your last 5 receipts and dispatches, then run the test: find 1 batch from 3 months ago in under one hour. Otherwise, close the missing link.
- I can explain EAN, SSCC and batch traceability.
- My supplier and customer batches are logged.
- I pass the under-one-hour batch retrieval test.
Frequently asked questions
Barcode or RFID: which to choose?
Barcodes optimise cost (near zero), RFID optimises speed and bulk no-sight reading. For most SMEs: barcodes first (90% of the value for 10% of the cost), then RFID on a targeted scope where unit value, count frequency or a lead customer makes it pay.
Why is batch traceability so important?
Tiny cost vs existential risk: without batches, recall everything or nothing (legal/human risk). It is required by regulation in many sectors and contractually by retail. Run the 3-month-old batch test: if it takes >1h to answer, set it up this week.
Which code uniquely identifies each pallet/parcel in the chain?