Virtually every pharmaceutical company now recognises the importance of digital technology, with most already running digital or analytics initiatives to stay competitive. A key part of this push is inventory traceability. For health and pharma businesses, being able to track products from source to shelf is becoming as standard as applying a lot number to a vial.
Lot and batch tracking systems provide end-to-end visibility of raw materials, components and finished products across their full lifecycle. That means knowing exactly where each ingredient came from, when it was manufactured, who handled it, and where it sits today. With that visibility, teams can quickly respond to recalls, manage expiry dates, and streamline quality assurance.
For growing pharma and health companies in ANZ, cloud ERP platforms like NetSuite are preferred for their ability to make this level of traceability far easier to manage and scale. Consolidating inventory, production and compliance data in one system removes all those troublesome gaps that make audits and recalls so stressful.
In this article, we’ll break down the key features NetSuite that matter most – from serialisation to expiry date tracking – and explain how they give you stronger control across the entire operation.
Enabling lot and serial number tracking at the item level
With NetSuite you define the item type as lot-numbered or serial-numbered, depending on your product requirements. The “Inventory Detail” tab captures the lot/serial metadata – supplier lot number, manufacture date, expiry date, quantity-per-lot.
For serial-numbered items (e.g. medical devices), each unit gets its unique identifier. For lot items (e.g. nutraceutical batches), the group shares attributes. Proper set-up means your next steps – trace, recall, expiry – all rely on accurate inner-records.
Defining the lot / serial numbering scheme
NetSuite ERP natively supports both lot and serial tracking out of the box. You can assign unique identifiers to every batch or individual item, capture expiry dates, and maintain full traceability across inventory and production processes.
For businesses with more complex requirements, the Lot Auto Numbering SuiteApp extends this functionality. It lets you configure custom numbering formats that combine elements such as supplier lot numbers, manufacturing dates, expiry dates, facility codes, and sequence numbers.
In health and pharma, structured numbering is especially valuable. A well-designed format speeds up searches, makes audits smoothe and reduces the risk of manual entry errors.
Full genealogy tracing – supplier to customer
The Lot and Serial Number Trace capability lets you query a given lot/serial and inspect all associated transactions: inbound receipt, internal transfers, finished good assembly, customer fulfilment. That means if you’re asked “which customers received lot X,” you can generate the list immediately. Ideal for audits, recalls, and internal investigations.
NetSuite also supports backward traceability, tying every finished product back to its raw materials and suppliers. Expiry dates, QC results and quality holds can be linked to each lot, so inspectors see not just where a product went but whether it met standards at every stage. If a recall is triggered, the query results can flow directly into structured return and remediation processes. And for everyday operations, the same data powers FEFO stock management, production scheduling and warranty tracking.
Expiry date management + FEFO picking
Expiry dates are a constant risk in pharma and healthcare supply chains. NetSuite lets you capture expiry dates at the point of receipt and store them directly against the lot record.
- Warehouse logic – NetSuite supports FEFO (first-expiring, first-out) picking strategies. This ensures inventory with the shortest remaining shelf life is shipped first, reducing waste and minimising write-offs.
- Dashboards and alerts – Expiry data isn’t buried in transactions. It can be surfaced in dashboards with alerts for stock approaching end of life, helping planners act before it becomes a regulatory or customer issue.
- Recall precision – When recalls are triggered, expiry data narrows the scope by identifying which lots were within date at distribution and which were not, saving time and protecting unaffected product lines.
- Integration opportunities – For advanced setups, expiry data can integrate with IoT sensors (for cold chain monitoring) or with MES systems to verify stability testing, further strengthening compliance evidence.
Quality workflows and electronic records
Modern ERP must support both process and proof. NetSuite’s Quality Management modules, often paired with lot and serial traceability, are designed to embed GxP principles into day-to-day operations.
- Inspection management – Incoming raw materials, in-process goods and finished products can be flagged for mandatory inspections. Results are logged against the lot record, so every pass/fail decision is auditable.
- Deviation handling – Any departure from expected results, such as a failed sterility test, can automatically trigger a deviation log. From there, the system enforces corrective and preventive action (CAPA) workflows to ensure issues are tracked, owned and resolved.
- Electronic signatures and sign-offs – Instead of paper initials on SOPs, NetSuite records time-stamped, user-specific approvals. Every action is tied to a named user account, satisfying 21 CFR Part 11 and similar requirements.
- Training and SOP validation – Operators cannot release a batch or perform a test unless their training records are up to date and validated in the system. The ERP enforces compliance by blocking unauthorised actions.
- Document management – Quality manuals, calibration certificates and test protocols are linked directly to processes. This creates a single source of truth and eliminates the “binder of notes” problem.
So when an auditor asks to see evidence of a batch check, deviation log or operator qualification, you’re not scrambling through disconnected systems. You’re pulling up an electronic record that is time-stamped, immutable and complete.
Deviation / CAPA integration with traceability
In regulated industries, deviations are inevitable. A temperature spike in storage, a failed sterility test, or a mislabelled carton can all trigger non-conformances. The difference lies in how quickly and transparently those issues are captured, escalated and resolved.
NetSuite ERP closes the loop by embedding deviation management directly into the traceability framework:
- Automatic linkage to lot/serial data – When a deviation is logged, it is tied to the affected lot or batch record. This makes it clear which products, suppliers and customers are impacted.
- Workflow-driven CAPA – The system initiates a corrective and preventive action (CAPA) workflow, assigns ownership, sets deadlines and enforces approvals. Nothing slips through cracks or stalls in someone’s inbox.
- Status tracking and visibility – Dashboards display open deviations, overdue CAPAs and resolution rates. Leaders see issues in real time rather than discovering them in the next audit.
- Root cause analysis and evidence – CAPA records capture not just the fix but the analysis behind it, providing regulators with proof that problems were understood and addressed systematically.
- Closed-loop verification – Resolutions are logged and linked back to the original trace event. This provides auditable evidence that deviations were not only corrected but also prevented from recurring.
This integration transforms traceability from a passive record-keeping exercise into an active quality-control mechanism. You can prove what went wrong as well as show how they fixed it and how they’ll prevent it in the future – exactly the kind of control regulators look for.
Recall-ready reporting and exports
In regulated industries, traceability doesn’t stop at tracking. At some point, you’ll need to run a recall. NetSuite makes that process faster and cleaner with built-in exports (CSV or PDF) and “where used” reports for any lot or serial number. If regulators issue a class alert, you can instantly see which customers, warehouses and orders are affected. That means you start recall logistics with facts in hand instead of scrambling through spreadsheets.
Integration with lab/test data and manufacturing systems
For regulated businesses, traceability is also about connecting quality and production data directly to the lot record. NetSuite supports integrations with Laboratory Information Management Systems (LIMS), Manufacturing Execution Systems (MES) and IoT devices on the production line. That means assay results, stability studies, temperature logs and machine readings can flow into ERP automatically.
When everything from test results to storage conditions is tied to a lot number, you get a true lifecycle view – raw materials, manufacturing steps, quality outcomes and distribution all in one system. With NetSuite, internal teams can spot trends faster, improve process control and strengthen product quality before issues reach the market.
Saved searches and dashboards for proactive control
NetSuite’s saved search and dashboard tools let you turn compliance data into daily oversight. You can configure alerts for “lots within 30 days of expiry,” “lots shipped in the last quarter by supplier,” or “lots currently under quality hold.” These show up as KPIs, portlets or automated email alerts, giving QA and operations teams an early warning system rather than a rear-view mirror.
Multi-entity, global operation support
For ANZ health and pharma firms expanding globally, traceability must cover multiple subsidiaries, currencies and regulatory regimes. NetSuite supports multi-subsidiary lot/serial tracking and global consolidation without replicating silos. When you move from domestic to international markets (e.g. China, US, EU), your trace system remains consistent and robust.
Traceability in health and pharma means having a system of controls that work in unison. From lot numbering and expiry tracking through to CAPA workflows, lab integrations and recall reporting, NetSuite ERP embeds compliance into the everyday fabric of your operations.
This is why more pharmaceutical, biotech and nutraceutical companies in ANZ are turning to NetSuite – and why Annexa helps them implement ERP that’s built for compliance and growth.
Curious about what ERP could do for you?
Talk to the team at Annexa – we’ll walk you through the options and help you find the right fit.