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A batch record is the central production document in Batchlane. Every time you run a production batch, a batch record captures everything that happened: which recipe version you followed, which specific lots you consumed, how much you actually used versus planned, any deviations from the recipe, and the finished lot that came out the other end. When signed off, the batch record becomes a permanent, frozen document that links inputs to outputs and supports traceability, COGS calculation, and regulatory review.

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Anatomy of a Batch Record

A batch record is made up of six sections, each filled in at the appropriate stage of your production run.
The header captures the high-level context of the run before production begins.
  • Recipe — the recipe used for this run, locked to a specific version at the time the record is opened
  • Planned quantity — the target output quantity (e.g., 200 units of 500 mL sauce)
  • Run date — the scheduled or actual production date
  • Operator — the team member responsible for the run
Planned inputs are pulled directly from the recipe version. They show each ingredient, its required quantity scaled to the planned output, and the expected unit of measure. This section is read-only once the batch record is opened — it reflects the recipe as it existed at the time.
Actual inputs are where operators record what was really consumed. For each ingredient, Batchlane auto-suggests the appropriate lot based on FEFO order (earliest expiry first). Operators confirm or override the suggested lot, then enter the actual quantity used. Every actual input is recorded at the lot level, creating the link between the input lot and the finished output.
Any departure from the planned recipe — whether a substituted ingredient, an out-of-spec quantity, equipment downtime, or a quality observation — is captured here as a deviation note. Deviation notes are append-only: you can keep adding notes throughout the run, but you cannot delete or modify earlier entries. This creates a complete, tamper-evident record of what actually happened.
The output section records the finished lot(s) produced by the run. You enter the actual yield quantity, assign a lot code to the finished lot, and set the expiry date. If the run produced multiple output lots (for example, different batch codes or packaging formats), you can add multiple output rows. Once saved, each output lot enters inventory and appears in the ledger.
Signoff closes and freezes the batch record. The person signing off confirms that the record is accurate and complete. Batchlane records the timestamp and the user account used to sign. After signoff, the record cannot be edited — only deviation notes can be appended.

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Recipe Versions

Every batch record is permanently linked to the specific version of the recipe that was active when the record was created. If you later update a recipe — changing an ingredient ratio, swapping a component, or adjusting yield — existing batch records are not affected. You can always open an old batch record and see exactly which formulation was used, even years later. This version-locking is what makes batch records reliable for audits and traceability.

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Deviations and Corrections

If something went differently than planned — a lot ran out mid-run, an operator used a different quantity, or a quality issue was observed — you record it as a deviation note. Deviation notes are append-only: each entry is stamped with a timestamp and the user who added it, and existing notes cannot be changed or removed. This design is intentional. A production record that can be silently edited after the fact isn’t a reliable audit trail. The append-only model means the record always shows what actually happened, in the order it happened.

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Signoff and Freezing

Once a batch record is signed off, it is frozen. The recipe version, actual inputs, waste notes, and output lot are all locked in place. Signoff represents a team member’s confirmation that the record is complete and accurate.
You cannot unsign a batch record. If you discover an error after signoff — a wrong quantity, a missed deviation, an incorrect lot — you must add a deviation note to the record explaining the error and any corrective action taken. Do not attempt to recreate or delete the record; the deviation note is the correct and auditable way to handle post-signoff corrections.

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What Happens After Signoff

Signoff triggers a cascade of automatic updates across Batchlane:
  • Finished lot enters inventory — the output lot moves to Available status in the ledger with the quantity and expiry you recorded
  • Input lots are deducted — the actual quantities consumed are subtracted from each input lot’s on-hand quantity; if a lot reaches zero, it moves to Archived
  • Movement history is updated — every input lot’s movement log records the deduction and links it to this batch record
  • QuickBooks handoff is queued — on Pro plans, the inventory value and COGS data from the run are added to the next QuickBooks export queue
For a step-by-step guide to creating and completing a production run, see Production Runs.