Import Traceability: From Import Dossier to Stock Lot and Expiry Date
Why Standard Cloud Stacks and Legacy Tools Failed
Importing medical devices means a paper trail per shipment: proforma, exchange rate, incoterm, HS code, import title, letter of credit, bill of lading, customs declaration. The distributor kept these across folders and inboxes, and the link between a shipment and the lots it put on the shelf, with their expiry dates, was hard to reconstruct when it mattered.
Custom Low-Latency Architecture & In-Country Execution
Vext modelled each import as a dossier that holds every document and commercial term of the shipment, links it to its customs declaration, and connects it to the stock lots it produced, each with its depot and expiry date. Products and suppliers sit in one master data set shared by purchasing, stock and sales.
Key Engineering Deliverables
- Import dossier holding proforma, FX rate, incoterm, HS code, import title, letter of credit and bill of lading
- Customs declarations linked to their dossiers
- Lot-level stock with depot and expiry date
- Shared master data for products and suppliers
Measured Production Impact
- 702 of 724 lots carry an expiry date, giving lot and expiry traceability for medical devices
- 67 customs declarations traceable back to their import dossier, July 2023 to February 2026
- One master data set covering 3,635 products and 416 suppliers
Architectural Context & Deployment Narrative
Medical devices have to be traceable by lot and expiry date, and for an importer that traceability starts at the shipment. Vext recorded 68 import dossiers, from July 2023 to February 2026, covering 4 origin countries and 3 currencies. Each dossier links the proforma, exchange rate, incoterm, HS code, import title, letter of credit and bill of lading, and 67 customs declarations are attached to their dossiers. Downstream, 724 stock lots across 4 depots are tracked, and 702 of them (97%) carry an expiry date. Products and suppliers (3,635 and 416) live in a single master data set.
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