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User Guide: Receiving and Reporting on a Notification

Prerequisites:

  • Must be a 'Receiver' or 'Receiver & Initiator' type organisation.

Please see the following video to learn more about receiving, viewing and reporting back on a received notification. We also have a 3 page user guide that you can download at the bottom of this article.

 

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Section 1: Receiving a Notification

Section 2: Reporting on a Notification

a. Organisation does not stock all items in notification

b. Organisation does not stock any items in notification

c. variable unit measure item reporting 

Section 3: Reporting on an Updated Notification

Section 4: Archiving a Notification when Reporting Completed

Section 5: Update Version Numbers

For help with correcting the total amount of units found during reporting, please click here.  

Section 1: Receiving a Notification 

When a Receiver organisation receives an email or SMS alerting them of a notification of withdrawal/recall, it is expected that they will login and report back to their headquarters on the quantity of affected stock found. 

To do this, please follow the images and steps below. 

To view the notification, select 'View Summary' (to view the summary of information - not including any attachments or images), 'View Detail' (to see the complete detail of a notification) or 'Export PDF' to download the 'Detail' view of the notification.

Please click on the image to expand it to full size

If you wish to print off the summary PDF to fill it in, on the Notification Summary page, select 'Download PDF' and print it. Once you have finished manually checking for affected goods, return to the computer and login to report back on the quantity found. 

 Section 2: Reporting on a Notification

Please see attached flowchart for a visual representation of the reporting process for stores.

You can access the 'Report' button from the Received Notifications screen, or the Notification Details/Summary screen.

 

First, click on the product name to expand the reporting screen. Then enter the quantity found, along with a comment if required. Click 'Save and Close'. 

Update the Corrective Action Status to 'Complete' and press the 'Update' button.

a. We do not stock one of these items - How do I report this?

If you do not stock the item and have no comments to make, there is no need to enter a quantity found.

If you need to add a comment, click on the product name to expand the reporting screen. Then enter '0' as the quantity found, along with a comment if required. Click 'Save and Close'. 

Continue to report on every item in the notification.

When done, update the Corrective Action Status to 'Complete' and press the 'Update' button.

b. We do not stock any of these items - How do I report this?

You will still be expected to report back, even if you do not stock these items. 

You do not have to report per item. For the 'Corrective Action Status', simply select 'Not Ranged' then click 'Update'. 

 

c. The unit of measurement is variable - What does this mean?

If a unit of measurement is variable, it means that it is not sold as-is, but is processed further at a location. An example of this would be a 3kg pack of pasta salad. This will not be sold to a customer as-is, rather it would be sold to a customer by weight at a deli counter. 

Section 3: Reporting on an Updated Notification

If a change is made to the notification by an initiator, it will be sent out as an update to a receiver. The email will have the word 'update' in the subject line. The receiver will be expected to login and review the changes. It is common to update a notification to add an additional product or add additional affected batches, so please review the update reasons carefully.  

To do this, you will need to login to your account again and view the Notification Summary or Notification Detail view. See the 'Update Information' to see changes that have been made. 

Update Information


If any of these changes are relevant to your organisation or store, please see full notification details for more information. If you are already on the 'Notification Details' page, simply scroll down. If you are on the 'Notification Summary' page, click 'Vew Detail' from the buttons at the bottom of the screen

Please Note: If you have already completed reporting on the original notification, you will be expected to update this reporting when an updated notification comes through. If you have additional products found, you will simply report this additional amount on top of the original (do not combine the new and original units found)

Section 4: (Optional) Archiving a Notification when Reporting Completed

Return to the 'Received Notifications' screen and press the 'archive' button underneath the notification title. The notification will be disappear from the Received Notifications screen but can still be found in the 'archived notifications' area. This change will only apply to your store, it will not archive the notification for any other organisations or stores. 

Section 5: Update Version Numbers

Each subsequent update will have a version number that can be seen within the notification name. This will also be reflected in the Notification ID, for example: 

 

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