Update Serial Number Status

Overview

Select the Status Update drop-down in the left-hand panel.

  • Correct the serial number status, item status, and attributes for one or more serial numbers previously set to an incorrect state.
  • Manually update the serial number status, item status, and attributes for one or more serial numbers to account for any operations that did not automatically update the status of serial numbers involved.

Getting Started

Have the serial numbers that need updating readily available, as well as the new Serial Number Status, Item Status, and Reason Code.

A serial number's successful transition to a new state depends on the serial number's current state. The below table indicates the available changing states (columns 2-7) from a current state (column 1).

  • Yes=Allowed
  • No= Prohibited
  • "-" = Current State

Example: Destroyed and Deactivated are terminal states that cannot be undone and therefore cannot move to any of the other states.

 

Reserved

Unreserved

Encoded

Commissioned

Destroyed

Decommissioned

Deactivated

Reserved

-

Yes

Yes

Yes

No

No

Yes

Unreserved

Yes

-

No

No

No

No

No

Encoded

No

No

-

Yes

No

No

Yes

Commissioned

No

No

No

-

Yes

Yes

No

Destroyed

No

No

No

No

-

No

No

Decommissioned

No

No

No

Yes

No

-

No

Deactivated

No

No

No

No

No

No

-

Transitioning to a new item state depends on the item's current state. The table below indicates the available state transitions from the item's current state (column 1) to future states (columns 2-6).

  • Yes=Allowed
  • No=Disallowed
  • "-" - N/A, is Current State

Example: A Received item can only be updated to Available or Shipped.

Only when setting the Serial Number Status to Commissioned does TraceLink enforce the Item Status option and its attributes.

  Available Picked Shipped Pending Receipt Received Blocked Under Investigation
Available - Yes Yes No No Yes Yes
Picked Yes - Yes No No No No
Shipped Yes No - Yes Yes No No
Pending Receipt No No Yes - Yes No No
Received Yes No Yes No - No No
Blocked Yes No No No No - No
Under Investigation Yes No No No No No --

When scanning, entering, or uploading a file to populate serial numbers, each number must be:

  • On a separate row.
  • Without any special characters.
  • In one of the formats below:

Used for:

  • Items
  • Innerpacks
  • Bundles
  • Cases and Shippers

The format is the AI(01)(21) serial number in barcode format:

  1. First is the 01 Application Identifier
  2. Followed by the GTIN-14 number
  3. Followed by the 21 Application Identifier
  4. Followed by the serial number

    Example: 010088202401033921725368249416

Used for:

  • Pallets
  • Mixed cases

The format is the AI(00) serial number in barcode format:

  1. First is the 00 Application Identifier
  2. Followed by the SSCC-18 code

    Example: 00008820200000050254

Used for:

  • Items
  • Innerpacks
  • Bundles
  • Cases and Shippers

The format is the full 20-digit China serial number, as in this example: 81102302020117515452

Watch how to preserve leading zeros!

Update Number Status

  • Serial Number Status - The serialization state of the serial number.
    • Commissioned - The product associates to a serial number and lot.
    • Decommissioned - The product no longer associates to a serial number.
    • Destroyed - The product and related serial numbers are terminated.
    • Encoded - The serial numbers are sent for pre-printing on the product labels after provisioning.
    • Registered - The product's serial number is registered during repackaging.
    • Reserved - The serial number's packaging location is assigned.
    • Unreserved - The serial number no longer has a packaging location assigned to it.
  • Item Status - The business process state of the physical item that associates with the serial number.

    Only enabled and required if the serial number state is Commissioned.

    • Available - The item is available for picking.
    • Blocked - The item is unavailable for picking.
    • Pending Receipt - The transfer of ownership is in an interim state because the shipment awaits receipt confirmation at the receiving location.
    • Picked - There is an item reservation against a specific outbound delivery indicating item picking is complete.
    • Received - There is an item reservation against a specific outbound delivery indicating items are received.
    • Shipped - The transfer of ownership is in an interim state because the shipment is in transit to the receiving location.
    • Under Investigation - The item is quarantined or in a holding state due to a product investigation. The serial number cannot be included in a sales shipment.

    Updating the serial numbers' Item Status triggers a government compliance report when the following conditions are met:

    • If a serial number was previously reported to the EU Hub as Locked and its Item Status is updated to Available, TraceLink triggers an Active - Update Product Pack State report.
    • If a serial number was previously reported to the EU Hub as Sampled and its Item Status is updated to Available, TraceLink triggers an Active - Update Product Pack State report.
    • If a serial number was previously reported to the EU Hub as Active and its Item Status is updated to Under Investigation, TraceLink triggers a Locked - Update Product Pack State report.
  • Update Type - The type of status update.
    • Product Status Update - The product's status changed, and the serial number status needs to be updated accordingly.
    • Modifying Incorrect Product Status - The current serial number status is incorrect.
  • Serial Numbers - The serial numbers of the items receiving status updates.
    • Scan Serial Numbers - Scan or type the serial numbers in the text box.

      Maximum of 25,000 serial numbers.

    • Upload Serial Numbers From File - Upload a file with the serial numbers.

      The file must include only the serial numbers, no headings. Limit of one file per session. File size limit is 50 MB.

  • Reason Code - A preset reason for the update.
    • Damaged – The product is damaged.
    • Recalled - The product is recalled by the Pharmaceutical Manufacturer.
    • Expired - The product reached its expiration date.
    • Illegitimate - The product is counterfeit, adulterated, the subject of a fraudulent transaction, or is unfit for distribution for another similar reason.
    • Sampled – The product is sampled for quality testing.
    • Misplaced – The product is missing.
    • Dispensed - The product is dispensed.
    • Disposed – The product is disposed.
    • Repackaged - The product is repackaged from a different source product.
    • Sampled by Authorities - The product is sampled by government authorities.
    • Stolen – The product is stolen.
    • Withdrawn - The product is removed from the market by the Pharmaceutical Manufacturer.
    • Quality Released - The product's quality inspection is complete.

    Some Reason Code options are not available, depending on the Serial Number Status selected. If the Serial Number Status is:

    • Commissioned or Registered: Illegitimate, Dispensed, Disposed, Repackaged, and Sampled by Authorities are not available.
    • Decommissioned: Quality Released is not available.
    • Destroyed: Quality Released, Sampled by Authorities, Repackaged, Dispensed, and Withdrawn are not available.
    • Reserved or Unreserved: The Reason Code field is disabled.
  • Reason Description - Remarks that describe the update. The maximum is 100 characters.

Available Actions

Only use the Update Serial Number Status function to correct the status of serial numbers previously set to an incorrect state.

  1. Select the desired entity in the Show Data From drop-down at the top of the screen.
  2. Select a Serial Number Status from the drop-down.
  3. Select an Item Status from the drop-down if the Serial Number Status is Commissioned or Registered.
  4. Select a Reason Code from the drop-down.
  5. Select an Update Type from the drop-down.
  6. Enter a Reason Description in the text field.
  7. Enter the Serial Numbers by selecting one of the following:

    • Select Upload Serial Numbers from File:
      1. Select the Choose File button.
      2. Browse for and select the desired CSV file.

        The CSV file cannot contain headers.

    • Select Scan Serial Numbers:
      • Enter the serial numbers in the text field.

        or

      • Scan the serial numbers in the text field with an Edge device.

  8. Select the Submit button.

    TraceLink updates the serial number status, item status, and item attributes for the container, child, and sub-child items. The confirmation message "The status of the [Number of Serial Numbers] serial numbers you entered has been updated to [Serial Status] with a reason code of [Reason Code]." displays at the top of a blank Update Serial Number Status screen.

Error Messages

Errors either display at the top of the screen or are found in Info Exchange (may vary):

Error Message Description
Serial number [Serial Number] does not exist. The Serial Number does not exist.
Serial number [Serial Number] is not associated with Location [Location Name]. The Serial Number is associated with a company or location that differs from the company or location displaying in the Show Data From menu.
Cannot update the status because serial number [child serial number] and serial number [container serial number] have different statuses or would have different statuses after updating. Parent and child serial numbers cannot have different statuses. The Serial Number has a parent-state conflict that results in different serial number states for the parent and child.
Cannot update the status of serial number [Serial Number] with item state/serial number state [item state/serial number state]. This operation can only be performed when: <List of item states separated by or's>.

The Serial Number state transition is prohibited.