Ordering and Receival

The next few articles shall focus on process steps from the HACCP program.  Today’s article has combined both ordering of raw materials and the receival of raw materials.



HACCP Status

Normally a CP | Control Point



To ensure raw materials are ordered from approved suppliers that have demonstrated to supply safe and quality raw materials.


Control Measures

The Approved Supplier Program should consist of suppliers that are reputable and provide safe, quality product.  After the completion of an effective Approved Supplier Program, further control measures are:

  • Ensure food and other materials are ordered only from suppliers on the Approved Supplier Program
  • Ensure certificates have been supplied to warrant supplier compliance towards food safety
  • Only order items as per production schedule
  • Conduct “performance management review” for supplier customer service, quality of product, and quality of delivery. Conduct such performance reviews on a regular basis to determine the Approved Supplier Programs status of each supplier


Critical Limits

  • Raw materials to be ordered from suppliers within the Approved Supplier Program
  • Ensure COAs | Certificates of Analysis are supplied with high risk items such as egg pulp, flour, imported spices, etc



  • Use of non-approved suppliers should be permissible under specific circumstances:
    • Purchasing pre-packaged items
    • When there is a problem of delivery from approved suppliers
  • Non approved suppliers should be mainstream supermarkets or highly reputable businesses


Corrective Action

  • Always notify your manager and the quality team if the above requirements cannot be met



Food ingredients and other raw materials should be purchased from suppliers registered on the Approved Supplier Program.  To ensure compliance towards the Approved Supplier Program, ensure there is a list of all approved suppliers provided to all staff that conduct ordering and receival of product.


Staff members should be informed and acknowledge that supplies of raw ingredients and packaging are to be received only from those on the list; otherwise notice from management should be provided if there are any changes or exceptions.


For traceability purposes, ensure all deliveries are recorded and where applicable, temperatures taken and also recorded.


HACCP Status

  • Normally a CP | Control Point for ambient items
  • Normally a CCP | Critical Control Point for high risk items such as chilled or frozen items



  • To ensure product integrity is intact for all ambient, chilled, and frozen items received
  • To ensure chilled and frozen items are received within their critical limits


Control Measures

All food delivered to site is required to meet the following conditions:

  • Ensure receival area remains clean and free from dust, dirt and pests
  • The package labels are in English or in a language understood by all staff members
  • The product contains the name of the food and is lot or date marked (traceability)
  • The name and business address of the supplier is on the label
  • The food delivery vehicle/equipment is inspected for cleanliness and compliant temperatures
  • Delivery of food product is inspected and documented to ensure packages are not damaged, food is not contaminated, product is within shelf life parameters, and no evidence of pests
  • Refrigerated/frozen items are moved to temperature-controlled storage as soon as possible
  • Temperature checks are conducted using a clean temperature probe or laser gun


Critical Limits

Potentially hazardous foods are routinely checked for temperature upon delivery:

  • Chilled vehicle and food critical limits: should be 5°C or colder
  • Frozen vehicle and food critical limits: should be -15°C or colder

Labelling of Packaged Food

All labelling on products that are delivered to site must be in accordance with the most current labelling laws, as stated within the FSANZ Code.  This information must be displayed as part of the label on the product.  The following is required on all packaged products received from approved suppliers:

  • Allergen or warning statements
  • Business name and address of vendor, manufacturer, packer or importer
  • Date or batch marking (traceability)
  • Declaration of alcohol by volume (where alcohol is used)
  • Ingredients in descending order
  • Product name
  • Weight (or liquid volume)


Note: all approved suppliers exempt from labelling must provide product specifications that address issues relating to allergens and genetically modified organisms.  If any of the raw ingredients contain allergens or GMO’s, the product labelling and product specification must indicate their inclusion.


Corrective Action

  • Reject delivery if chilled or frozen items are received outside of their critical limits
  • Reject delivery if suspected that the food may be contaminated, if labelling is not correct, if past the use-by date, or if damaged
  • Reject delivery of frozen food if delivered partially thawed
  • Reject allergens that were not ordered
  • Verify with credit note from supplier
  • Report any damaged or spoiled product or equipment to the quality team
  • If necessary, follow your non-conforming product/equipment policy
  • As part of commitment to food safety and continuous improvement, always document any corrective actions taken on the record sheet


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