What lot tracking actually means
Lot tracking means recording which production batch every unit belongs to, from the moment it arrives at your warehouse until it reaches a customer. A lot, also called a batch, is a group of units produced under the same conditions, usually identified by a lot code printed on the package alongside a best-by or expiration date.
In fulfillment, full lot tracking has three parts. First, the lot and date are captured at receiving for every inbound case or pallet. Second, inventory is stored and counted by lot, so the system knows how many units of each lot are in each location. Third, the lot is recorded against every outbound order line, so each shipped unit is linked to a customer. Many warehouses do the first part. The third part is what makes a targeted recall possible.
Why it matters so much in pet
Lot tracking matters in pet because pet food and treats are periodically subject to recalls and safety alerts, most often related to pathogens such as Salmonella or Listeria, contaminants, or formulation problems. Treats made from animal parts and raw diets carry particular pathogen risks, and pet food can also pose risks to the people who handle it.
When a problem is identified, the speed and precision of your response matter. A brand that can identify exactly which customers received an affected lot can notify them directly, remove the product from every channel and limit the recall to the lots actually affected. A brand without that data often has to recall much more broadly, notify every customer and write off unaffected inventory. The difference in cost, customer trust and workload is substantial.
FEFO and shelf-life rules
FEFO, or first-expiry, first-out, is the picking method that pairs naturally with lot tracking. Instead of picking whatever is nearest, the warehouse system directs pickers to the lot with the nearest acceptable best-by date. FEFO keeps product fresh for customers and prevents older lots from being stranded behind newer ones.
Shelf-life rules refine FEFO. You can set a minimum remaining shelf life so that no order ships with less than a defined window before its date. Rules can differ by channel:
- Retail and distributor purchase orders often require a longer minimum.
- Amazon applies its own shelf-life thresholds to dated products.
- Subscription orders may get the freshest available stock to protect retention.
- DTC orders take remaining eligible lots under standard FEFO.
Aging reports showing inventory approaching each threshold let you act before stock loses value, through promotions, bundles or donations.
Holds, quarantines and releases
A hold removes inventory from available stock without moving it. In a recall or quality investigation, the first action is usually to hold the affected lot everywhere it exists, across every location and channel, so no further units ship while you investigate.
Agree the hold process with your 3PL in advance:
- Who can request a hold, and through what channel?
- How quickly is it applied, including outside business hours?
- Does a hold apply to all locations and channels automatically?
- How are held units physically separated if required?
- Who can release a hold, and how is the release documented?
Holds should also be available for routine quality issues, such as a supplier labeling error or damaged pallets, not just recalls. The more routinely the process is used, the more reliable it will be in an emergency.
Running a mock recall
A mock recall is a rehearsal: you pick a real lot and ask your fulfillment partner to produce the data you would need in an actual recall, timed against a target. It is the single best way to find gaps before they matter.
A useful mock recall asks for:
- Total units received for the lot, with receipt dates.
- Units shipped, by order, customer, channel and ship date.
- Units remaining on hand, by location.
- Units in transit or allocated to open orders.
- Any units returned, damaged or destroyed.
The totals should reconcile. Received units should equal shipped plus on-hand plus adjusted units. If they do not, you have found a gap in the process. Many brands run a mock recall during onboarding and then at least annually, and some retailers and auditors expect to see records of them.
Kits, bundles and returns
Kits and returns are where lot tracking most often breaks down. When a treat is placed inside a variety pack or subscription box, the kit becomes a new SKU, and if component lots are not recorded during the build, traceability is lost at that point. Make sure your 3PL records component lots for every kit build and assigns the kit the shortest best-by date among its components.
Returns present a similar risk. Returned food and treats should generally not be resold, but they still need to be recorded by lot if their disposition matters in an investigation. Agree disposition rules in advance, such as donate, destroy or hold, and make sure returned units are logged with their lots before disposal.
Building a recall-ready partnership
Recall readiness is a shared responsibility. As the brand, you own the recall decision, communications with regulators, retailers and customers, and any reporting obligations, such as submissions to FDA's Reportable Food Registry where required. Your fulfillment partner owns the accuracy of the inventory and shipment data and the speed of holds.
Write the process down. Include contact lists on both sides, the steps for requesting holds and reports, expected turnaround times and the format of the data you need. Share your recall plan with your 3PL and ask to see their procedures. Review the plan after any change in systems, locations or products. A recall is stressful under the best conditions; a rehearsed process with clean lot data makes it manageable.
Frequently asked questions
What is the difference between FIFO and FEFO?
FIFO ships the oldest received stock first. FEFO ships the stock with the nearest expiry date first, which is better for dated products like pet food and treats.
How often should a pet brand run a mock recall?
Many brands run one during onboarding with a new fulfillment partner and at least annually after that, plus after major system or location changes.
Who decides to issue a pet food recall?
The brand usually initiates a recall, sometimes at FDA's request. The fulfillment partner supports it with lot-to-order data and inventory holds.