Inventory Recalls- Smart Recall System (BETA)
Supply'd's Smart Recall System helps you quickly identify and notify affected customers during a product recall, ensuring fast, accurate, and compliant communication.
Supply'd's Smart Recall System is designed to simplify and streamline the product recall process for suppliers and distributors. In the event of a recall, the system helps you quickly identify affected products, trace where they were sent, and notify customers with clear, compliant messaging. This ensures fast action, reduces risk, and protects your brand while maintaining customer trust. With automation and easy-to-use tools, Supply’d makes what can be a stressful process faster, safer, and more efficient.
With Smart Recall, you can:
Select a batch and automatically trace where it was used or sold.
See which production runs were affected.
Write-off faulty batches with a few clicks.
View a list of impacted customers.
Bulk email those customers directly from Supply’d.
It’s fast, accurate, and takes the guesswork out of recalls.
This document will guide you step-by-step through the recall process.
Inventory - Recalls Page
To view the Recalls page, select Inventory from the main menu, then click on the Recalls tab. You’ll see a list of all Batch Recalls you’ve created, including the Product, Recall Number, Batch and the Date of the recall, along with a colour-coded status to show progress at a glance.
Clicking on a recall on the list will open details of the recall. You will see three tabs on this page - About, Production and Orders.
About
Shows you the details of the batch recalled - Product recall status, Recalled Product, Recalled Batch number, Recall Date, and the Value of Goods recalled.
Production
Lists all Affected Production Runs that used the recalled batch. This could be a run of finished products or a product that includes a recalled ingredient.
Orders
Displays any Affected Sales Orders in the system that include the recalled products. These may be unfulfilled, in progress, shipped, or delivered orders.
Adding a Recall
To add a recall, on the Recalls page click on Add + in the top right corner.
The Start Batch Recall form will open.
Begin typing in the Product field, and a list will appear for you to select the product you want to recall. Once the product is selected, an additional field - Batch - will appear.
Batch
Clicking the Batch field will display a list of batch numbers. Simply select the one you need to recall.
Click 
to begin the recall process.
The product will now appear on the Batch Recalls list.
Checklist for Completing a Recall
Click on the product to view its details, then follow the Checklist below to complete the recall process.
Stop and reassign active production runs
If the recalled product is a Production Product, ie. something you make, or if it's an ingredient used in something you produce, it might already be assigned to active production runs. In that case, you'll need to check those runs.
If they haven’t started yet, stop them before the recalled batch is used.
If they’ve already started, you will need to restart the run with a safe batch or make other adjustments to prevent the affected product from being used.
Clicking on the View Production Runs link takes you to the Production tab, where you can view any affected production runs.
In the below example, the Only Mine Milk Chocolate Caramel Bonbon is being recalled. This is also used in multiple batches of the 10 packs of bonbons so they will show in the list and will also need to be recalled.
Bulk Unassign
Selecting products by checking the boxes to the left and clicking on the 
button and selecting Unassign will unassign the selected batches from incomplete production runs. You will be asked to confirm. This is especially helpful and time-saving when dealing with multiple affected production runs.
If the product is one you simply buy and sell, there won’t be any production runs, so you can proceed to the next step.
Write off affected inventory
This will list any inventory that needs to be removed and written off.
eg. Complete the following write-offs:
W1098
W1099
Clicking on a write-off number will take you to the Edit Write-Off screen for that specific product batch. The product and available quantity will be automatically filled in for you.
Clicking the three dots next to the item opens a menu with the option to Remove Item, allowing you to exclude it from the recall.
Click 
to write-off the batch of inventory. You will be asked to confirm.
You can also choose to write off batches in bulk (see Bulk Actions below).
Be sure to physically remove any affected stock from your shelves or storage areas to prevent it from being used or sold. Properly disposing of or isolating recalled items is an important step in completing the recall process.
Additional Options
Clicking on the three dots in the top-right corner will provide you with the following options:
Finalise Write Off: An alternative to the
button.Remove: Will remove the write off. You will be asked to confirm.
Bulk Actions
Selecting products by checking the boxes to the left and clicking on the button will give you some options to make changes in bulk. This is especially helpful and time-saving when dealing with multiple affected production runs.
Unassign Batches: Will unassign the selected batches from incomplete production runs. You will be asked to confirm.
Write Off: Will write off the selected batches. You will be asked to confirm.
Ticking the box to the left of the Actions button will select all products in the list - 
.
Reassign and re-pick unsent sales orders
Sales orders that haven't been sent to customers may include the affected batch and/or its derivatives. Depending on where these orders are at in the pick-pack-dispatch process they will need to be pulled out and repacked, or, if they have not yet been picked, have their batches reassigned.
Clicking on the View Sales Order link takes you to the Orders tab, where you can view any affected orders.
In this example, order #0327447 hasn’t been picked or shipped yet, so new batches will need to be assigned to the order items. If the order had already been picked, it would need to be re-picked with a different batch.
Batches can be unassigned manually or in bulk, see the Bulk Actions section below for details.
Order #0327450 has already been shipped, so the customer will need to be notified in this case (see step 4).
Bulk Actions
Just like on the Production screen, the button on this page also offers options for performing bulk actions.
Unassign Batches: Will remove the assigned batches from the selected orders that have not been shipped or completed.
Notify Customers: Automatically sends email notifications about the recall to affected customers for orders that have already been dispatched. You will be asked to confirm.
Two statuses will now appear next to the product -
and 
(or, for completed orders, 
and 
).
Download Contacts: Clicking the Download Contacts link will save a spreadsheet of affected customers, including all their contact details, to your computer, making it easy to notify them about the recall. (See below.)
Notify affected customers
If any of the affected batch or its derivatives has already been sent to customers, they will need to be notified to dispose of the product.
Clicking the Download Customer Contacts link will save a spreadsheet of affected customers, including all their contact details, to your computer, making it easy to notify them about the recall.
You can also choose to notify customers automatically in bulk. Just refer to the Bulk Actions section in the step above.
You can also download these details by clicking on the 3 dots on the Orders screen and selecting Download Contacts.
Finalising the Recall
Once all checklist steps are complete, open the product details under the About tab. Click the three dots in the top right corner and select Finalise Recall.
You will be asked to confirm.
The status for the recall on this product will change from 
to 
.
Cancelling the Recall
As above, open the product details under the About tab. Click the three dots in the top right corner and select Cancel Recall.
You will be asked to confirm.
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