Executive summary. Missing information is an exception. Name it, contain what needs containing, ask the party who can answer, and record how it ended.
Definition
A tracing-information exception occurs when the product or transaction record cannot be connected to the information needed for the organization’s review.
Describe the gap plainly
Record what is known and what is not: the product, the shipment, the supplier, the date, and the specific information nobody could find or match. “Data problem” tells a later reviewer nothing.
Do not fill in unknown facts from assumption. A good exception record separates a confirmed fact from a question still waiting on an answer.
Close with evidence
Send the request to the trading partner who can answer it and track the response date. When the answer arrives, record how it resolved the original question.
If the answer does not resolve the mismatch, follow the organization’s escalation and disposition procedure. What matters is an accountable decision, not a cleared inbox.
Frequently asked questions
Should every mismatch be treated as counterfeit product?
No. Many mismatches are administrative or association problems. They still deserve controlled review, because the facts determine the appropriate response.
Referenced standards and further reading
- FDA: Product Tracing Requirements ↗U.S. Food and Drug Administration
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