Your batch records are not just operational data — they are compliance evidence. If anyone with a password can log in and quietly rewrite a lot’s history, those records lose the one property that makes them worth keeping: you can no longer prove what actually happened. TraceLot now pairs multi-factor authentication on user accounts with a per-lot ledger built for scrutiny, so the front door is locked and the history behind it can’t be silently edited.
Records that only count if they can’t be quietly changed
When a certifier, inspector, or B2B customer reviews your traceability, they are really asking one question: can I trust this history? A spreadsheet that anyone can edit — with no record of who changed what, or why — fails that test before the first row is read. Programs like USDA organic recordkeeping hinge on records that demonstrably reflect what happened, not what someone later wished had happened. That takes two layers working together: control over who gets in, and a ledger that keeps the full story once they are in.
MFA: protecting the front door
TraceLot supports multi-factor authentication on user accounts, using an authenticator app on your phone. After entering a password, the user confirms a short-lived code from the app — so a leaked or guessed password is no longer enough to reach your inventory data. For a system that holds the evidence you would hand to an auditor, that second factor is the difference between “someone knew a password” and “an authorized person signed in.”
The ledger: protecting the history
Behind the login, every lot in TraceLot carries its own ledger — an append-style history rather than a number that simply gets overwritten. For each batch it records:
- Receipt — when the lot arrived and entered stock.
- Every order deduction — each order that drew from the lot, with its order reference, as FEFO allocation assigns batches on sync from Veeqo and Shopify.
- Corrections, with reasons — adjustments appear as visible entries that state why, instead of silent edits that leave the history looking untouched.
- Transfers — stock moved between locations, recorded rather than absorbed.
Orders get the same treatment: order-level audit records capture what was received from the channel and what TraceLot did with it. When a number looks off, you don’t stare at a mystery total — you read the entries and see exactly how the lot got from received quantity to current quantity, step by step. That is the shape of audit-ready records: not just a current balance, but a defensible account of how you got there.
CORRECTIONS ARE A FEATURE, NOT A FLAW
Real warehouses have breakage, miscounts, and damaged stock — auditors know this. What undermines trust is not the correction; it’s the invisible one. In TraceLot, a correction is a first-class ledger entry with a stated reason, sitting in plain view next to the receipts and deductions it adjusts.
Records your auditor will actually accept
MFA on the front door, a per-lot ledger behind it, and corrections that explain themselves — from $29/mo, first month free.
See audit-ready recordsWhy both layers matter
Either layer alone leaves a gap. A pristine ledger behind a weak login invites the objection that anyone could have signed in and written those entries. A hardened login in front of freely editable numbers proves who got in but not what they did. Together, they close the loop: MFA establishes that entries were made by authorized users, and the ledger preserves what each of them actually did — receipt by receipt, order by order, correction by correction.
The payoff shows up on your worst day. If a supplier calls about a bad lot, the same ledger that satisfies an audit drives your recall export — every shipped order, customer, quantity, and date for that lot in one CSV. If you have never rehearsed that moment, our mock recall exercise guide walks through it before it happens for real.
What kind of MFA does TraceLot support?
Authenticator-app based multi-factor authentication on user accounts. After entering a password, the user confirms a time-based code from an authenticator app on their phone.
What exactly does the batch ledger record?
Per lot: the receipt, every order deduction with its order reference, corrections with stated reasons, and transfers. Order-level audit records also capture what was received from the sales channel and what was done with it.
Can stock levels still be corrected after a miscount?
Yes — corrections are expected and supported. The difference is that each correction is a visible ledger entry with a reason, rather than a silent overwrite, so the history stays complete and reviewable.
Why do audit trails matter for a small seller?
Because batch records double as compliance evidence. Organic certifiers, inspectors, and B2B buyers ask for lot histories they can trust, and a ledger showing who did what — protected by MFA at sign-in — holds up in a way an editable spreadsheet cannot.
Never ship expired stock again.
TraceLot adds batch tracking, FEFO allocation, and audit-ready records to Veeqo and Shopify. First month free.