IG-1 Incoming Goods - Simple

1. Purpose and When to Use This

The Incoming Goods – Simple checkpoint is used to verify that food products are received in a safe condition and meet food safety requirements at the point of delivery, using manual data entry.

This checkpoint is performed each time food goods are delivered, before acceptance into storage or production.

It is intended for environments where invoice image capture or AI extraction is not required or practical, while still ensuring full regulatory compliance and auditability.

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2. Who Uses This

This checkpoint is typically used by:

• Receiving staff

• Kitchen or stores staff

• Supervisors responsible for accepting deliveries

The person receiving the delivery is responsible for:

• Entering supplier and product information

• Recording temperature and condition checks

• Making the acceptance or rejection decision

• Completing corrective actions if required

• Signing and submitting the record

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3. What You’ll Need Before You Start

Before starting, ensure you have:

• Access to the Incoming Goods – Simple form (mobile or web)

• The delivered goods available for inspection

• A calibrated thermometer or probe, where temperature checks are required

Optional:

• A device camera, if attaching an image as supporting evidence

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4. What You’ll See

When completing the Incoming Goods – Simple checkpoint, users are presented with a structured form that includes:

• Supplier selection or manual supplier entry

• Temperature type selection (Chilled, Frozen, Ambient)

• Product identification fields

• Temperature or frozen-state inputs (depending on product type)

• Visual inspection result

• Acceptance or rejection selection

• Corrective action fields (displayed when required)

• Optional image upload

• Signature field

All critical food safety information is entered directly by the user.

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5. Standard Workflow

At a high level, the workflow follows this sequence:

• Receive the delivery

• Identify and select the supplier

• Identify the product being checked

• Record temperature or condition data

• Perform a visual inspection

• Evaluate compliance and accept or reject the delivery

• Record corrective actions if required

• Sign and submit the record

This workflow is intentionally simple and linear to support rapid execution in operational environments.

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6. Decision Points and Exceptions

The system automatically evaluates entered data against configured rules, including:

• Missing required information

• Temperature exceeding defined limits for chilled goods

• Frozen goods not frozen solid

• Manual rejection of a delivery

When non-compliance is detected:

• The delivery is flagged as non-compliant

• Corrective action fields are required before submission

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7. Corrective Actions

Corrective actions are triggered when:

• Temperature limits are exceeded

• Frozen goods are not frozen solid

• A delivery is rejected

• Other non-compliance conditions are recorded

When triggered:

• Users must select and record corrective actions within the form

• The non-conformance and actions taken are permanently linked to the Incoming Goods record

• Follow-up and escalation occur according to site-specific procedures

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8. Validation and Records

• Compliance or non-compliance is determined automatically based on entered data

• A user signature is required to submit the checkpoint

• Completed records are stored with a full audit trail

• Records contribute to:

  • Compliance reporting

  • Audit evidence

  • Exception tracking and trend analysis

9. Data Captured & Data Requirements

The Incoming Goods – Simple checkpoint captures structured food safety and compliance data through manual user entry, producing a complete, auditable record for regulatory, operational, and reporting purposes.

Core Data Capture Table

Category	Data Element	Description	Mandatory	Critical to Compliance
Supplier	Supplier source	Indicates whether supplier is selected from an approved list or entered manually	Yes	Yes
Supplier	Supplier name	Name of the delivering supplier	Yes	Yes
Supplier	Approved supplier checkpoint	Verification against approved supplier list (where configured)	Yes	Yes
Delivery	Temperature type	Chilled, Frozen, or Ambient	Yes	Yes
Delivery	Product tested (chilled)	Name/description of chilled product tested	Conditional	Yes
Delivery	Product tested (frozen)	Name/description of frozen product tested	Conditional	Yes
Delivery	Product tested (ambient)	Name/description of ambient product tested	Conditional	Yes
Temperature	Recorded temperature	Measured temperature value (°C) for chilled goods	Conditional	Yes
Temperature	Chilled temperature limit	Configured critical limit used for compliance evaluation	Yes (system)	Yes
Condition	Frozen state	Frozen solid / Not frozen solid	Conditional	Yes
Condition	Visual check result	Visual inspection outcome (OK / Not OK)	Yes	Yes
Decision	Acceptance decision	Accept or Reject delivery	Yes	Yes
Compliance	Non-compliance flag	Indicates whether the delivery failed compliance checks	System	Yes
Compliance	Corrective actions required	Indicates corrective action workflow triggered	System	Yes
Compliance	Corrective actions applied	Actions taken to address non-compliance	Conditional	Yes
Evidence	Image (optional)	Optional supporting photo (delivery, packaging, invoice)	No	No
Accountability	User signature	Confirms responsibility and submission	Yes	Yes
Metadata	Submission timestamp	Date and time of record submission	System	Yes
Metadata	Site / location	Site context associated with the record	System	Yes

Notes on Data Behaviour

• Conditional fields appear dynamically based on temperature type and compliance outcome.

• Critical limits are evaluated automatically by the system using configured thresholds.

• Corrective actions become mandatory when non-compliance is detected.

• All captured data is stored in a structured format, enabling:

  • Compliance reporting

  • Audit evidence generation

  • Trend and exception analysis

  • Dashboard visualisation