Electronics Lot and Date Code Traceability Log
When a customer asks which boards contain a part from a given lot, the answer needs to come in hours, not days. This log gives small and mid-size shops a structured record of lot, date code, source and quantities for each component line.
| Part number | Manufacturer | Date code | Manufacturer lot | Source | Qty received | Qty issued | Qty scrapped | On hand | CoC received | |
|---|---|---|---|---|---|---|---|---|---|---|
176 | ||||||||||
170 | ||||||||||
0 | ||||||||||
28 | ||||||||||
19 |
Part numbers, lots and date codes in the examples are illustrative only. Keep CoC copies and receiving inspection records with the log. Do not mix date codes under one lot line.
Search lot history faster
Optional review of searching ERP lot and CoC data privately.
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How to use it
Enter one row per part per lot and date code at receipt. As material is kitted, update the issued quantity and add scrap when a part is damaged or lost. The on-hand column calculates the remaining balance, and the summary shows scrap against receipts. Export to Excel for stores or PDF for audit packages. Keep the row open until on-hand reaches zero so lot to work order history can be reconstructed.
Why traceability matters
AS9100 asks organizations to identify outputs and control traceability where it is a requirement, and defense contracts often add lot or serial traceability for parts. Source also matters: counterfeit avoidance practices under AS5553 and DFARS 252.246-7007 prefer parts bought from the manufacturer or authorized distributors. Recording the source and CoC status lets a quality engineer filter for higher risk lines quickly.
Common mistakes
The usual gaps are combining several date codes in one line, recording quantity issued without a work order reference, and not tracking customer furnished material separately. A tape-and-reel split into two bags should still show the original lot on both. If your ERP supports lot control on item master, turn it on for electronic components and use this sheet as a bridge for lines still managed on paper.
Frequently Asked Questions
What is a date code?
A date code is a manufacturer marking, commonly YYWW for year and week, that shows when the part was produced. It is used to manage shelf life, age restrictions and failure investigations.
Do I need lot traceability for every component?
Not always. Requirements come from the contract and quality plan. Defense and aerospace programs often require it for active components and critical items, and many shops apply it to everything for simplicity.
How is lot different from batch in my ERP?
The manufacturer lot is set by the maker and printed on the packaging. Your ERP lot or batch may be your own receipt number. Record both so the chain from maker to build is intact.
Can this replace ERP lot control?
No. It is a practical record for small operations or for lines not yet under ERP lot control. Where the ERP supports lot tracking, use it as the system of record.
If lot data is spread across ERP, spreadsheets and CoC PDFs, Netray can help build a private search over it so a recall query takes minutes.
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