IG-3 Incoming Goods - Detailed

1. Purpose and When to Use This

The Incoming Goods – Detailed Check is used to verify that food products delivered to site meet food safety, quality, and handling requirements before acceptance into storage or production.

This check is performed:

• For all incoming food deliveries

• When receiving chilled, frozen, or ambient products

• When temperature verification, product condition, supplier compliance, and delivery vehicle condition must be formally recorded

This checkpoint ensures that:

• Temperature controls are verified at the point of receipt

• Non-conforming goods are identified and managed immediately

• A complete HACCP-compliant record is created for audit and reporting purposes

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2. Who Uses This

This checkpoint is typically used by:

• Receiving staff

• Stores or kitchen staff

• Supervisors or duty managers

• Food safety or QA personnel (review / escalation)

The person physically receiving the delivery is responsible for:

• Completing the check accurately

• Recording temperatures and quantities

• Initiating corrective actions where required

• Signing off the delivery outcome

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3. What You’ll Need Before You Start

Before starting this check, ensure you have:

• Access to the Incoming Goods form on your device

• The delivery invoice or delivery note

• A calibrated probe thermometer (if required)

• An infrared thermometer (if used on site)

• Clear visibility of:

  • Product condition

  • Expiry dates

  • Packaging integrity

• Authority to accept or reject goods, or escalate if needed

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4. What You’ll See

When you open the Incoming Goods form, you will see:

General Delivery Information

• Supplier (select from approved list)

• Invoice / Delivery Note Reference

• Temperature Category Selection:

  • Chilled

  • Frozen

  • Ambient

Product-Specific Sections

Based on the temperature category selected, relevant sections will appear for:

• Product description

• Halal status

• Date produced / slaughter (where applicable)

• Expiry date

• Temperature measurement method

• Temperature reading

• Quantity accepted / rejected

• Unit of Measure (UoM)

Corrective Actions Panel

A dedicated section showing:

• Target limits

• Action limits

• Critical limits

• Rejection handling

• Remarks fields for justification and notes

Final Checks

• Vehicle inspection (spot check)

• Signature capture

• Delivery status (Pending / Completed / Cancelled)

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5. Standard Workflow

Step 1: Enter Delivery Details

• Select the Supplier

• Enter the Invoice or Delivery Note Reference

• Choose the applicable temperature category (Chilled, Frozen, Ambient)

Step 2: Record Product Information

• Select the product description

• Confirm Halal status (if applicable)

• Enter production/slaughter date (chilled only)

• Enter expiry date

Step 3: Measure and Record Temperature

• Select the temperature measurement method:

  • Probe

  • Infrared

• Enter the product temperature (where applicable)

Step 4: Quality and Safety Assessment

• Select the check result:

  • Accept all

  • Rejected units

• Enter:

  • Accepted quantity

  • Rejected quantity

  • Unit of Measure

Step 5: Complete Corrective Actions (if required)

• Follow on-screen guidance for:

  • Action limits

  • Critical limits

• Enter remarks explaining decisions or actions taken

Step 6: Vehicle Inspection

• Perform a spot check of the delivery vehicle

• Mark as Satisfactory or Not Satisfactory

• Add vehicle remarks if needed

Step 7: Sign and Submit

• Capture your signature

• Set delivery status

• Submit the form

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6. Decision Points and Exceptions

Temperature Out of Range

• If a chilled product surface temperature is above 8°C:

  • Re-check using a probe thermometer

• If internal temperature remains out of limit:

  • Reject affected units

  • Record corrective action

Partial Rejections

• Use Accepted QTY and Rejected QTY fields

• Clearly document reasons in remarks

Urgent Use Exceptions

• Some scenarios allow conditional acceptance (e.g. urgent use within same day or 24 hours)

• These must be:

  • Explicitly selected

  • Justified in remarks

  • Escalated where required

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7. Corrective Actions

Corrective actions are recorded directly within the form and vary by product type.

Examples include:

• Immediate transfer to chiller or freezer storage within defined time limits

• Re-checking temperature with alternate method

• Rejecting items and notifying supplier

• Reviewing supplier performance and delivery process

All corrective actions should include:

• Selected action(s)

• Clear remarks explaining what was done and why

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8. Validation and Sign-off

Before submission:

• Review all entered data for accuracy

• Ensure corrective actions (if any) are fully documented

• Capture a signature to confirm accountability

Submission finalises the record and makes it available for reporting and audit review.

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9. Records, History, and Reporting (User View)

After submission:

• All incoming goods checks are saved automatically

• Records can be:

  • Viewed historically

  • Filtered by supplier, date, product, or result

  • Used in site compliance reports and dashboards

These records form part of:

• HACCP documentation

• Supplier performance analysis

• Internal and external audits

Delivery Info	Supplier	Approved supplier name	Dropdown	Yes	Yes
Delivery Info	Invoice / Delivery Note Ref	Supplier delivery reference	Text	Yes	Yes
Delivery Info	Temperature Category	Chilled / Frozen / Ambient	Checkbox / Radio	Yes	Yes
Product Info	Product Description	Delivered product	Dropdown	Yes	Yes
Product Info	Halal Status	Halal compliance	Yes / No	Conditional	Compliance
Product Info	Date Produced / Slaughter	Production or slaughter date (chilled)	Date	Conditional	Yes
Product Info	Expiry Date	Product expiry / use-by date	Date	Yes	Yes
Temperature	Temperature Measurement Method	Probe or Infrared	Radio	Conditional	Yes
Temperature	Product Temperature	Recorded temperature (°C)	Number	Conditional	Yes (CCP)
Quality Check	Food Quality & Safety Result	Accept all / Rejected units	Radio	Yes	Yes
Quantity	Accepted Quantity	Quantity accepted	Number	Yes	Yes
Quantity	Rejected Quantity	Quantity rejected	Number	Conditional	Yes
Quantity	Unit of Measure (UoM)	Kg, cartons, units, etc.	Dropdown	Yes	No
Corrective Action	Action / Target Limits Selected	Prescribed corrective steps	Checkbox	Conditional	Yes (CCP)
Corrective Action	Critical Limit Breach	Out-of-spec confirmation	Checkbox	Conditional	Yes (CCP)
Corrective Action	Corrective Action Remarks	Explanation of action taken	Text	Conditional	Yes
Rejection	Rejected Units Remarks	Reason for rejection	Text	Conditional	Yes
Vehicle Check	Vehicle Inspection Result	Satisfactory / Not satisfactory	Radio	Yes	Yes
Vehicle Check	Vehicle Remarks	Delivery vehicle issues	Text	Conditional	No
Validation	Signature	Receiver sign-off	Signature	Yes	Yes
Validation	Delivery Status	Pending / Completed / Cancelled	Radio	Yes	Yes
Metadata	Date & Time	Auto-captured submission time	System	Yes	Yes
Metadata	User	Person completing the check	System	Yes	Yes
Metadata	Site / Location	Receiving site	System	Yes	Yes

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Critical Data (Food Safety / CCP)

These data points directly determine whether food can be accepted, rejected, or conditionally accepted. Failure, omission, or incorrect entry of these fields represents a food safety risk.

Supplier	Confirms approved source of food
Invoice / Delivery Note Reference	Traceability of delivered goods
Temperature Category (Chilled / Frozen / Ambient)	Determines applicable safety limits
Product Description	Identifies food item assessed
Expiry / Use-By Date	Prevents acceptance of unsafe or expired food
Temperature Measurement Method	Validates accuracy of temperature reading
Product Temperature (°C)	Primary CCP control point
Food Quality & Safety Result (Accept / Reject)	Acceptance decision
Accepted Quantity	Quantity entering food chain
Rejected Quantity	Quantity removed from food chain
Corrective Action Selection	Ensures non-conformance is addressed
Critical Limit Breach Confirmation	Confirms CCP deviation
Corrective Action Remarks	Evidence of action taken
Rejected Units Remarks	Justification for rejection
Vehicle Inspection Result	Prevents contamination risk
Receiver Signature	Accountability and verification
Delivery Status	Finalisation of CCP record
Date & Time (System)	Traceability and audit trail
User / Role (System)	Responsibility and accountability
Site / Location (System)	CCP location traceability

Non-Critical Data (Operational / Supporting)

These data points support quality, compliance, and reporting, but do not independently determine food safety acceptance.

Halal Status	Religious / contractual compliance
Date Produced / Slaughter	Quality and shelf-life context
Unit of Measure (UoM)	Reporting and inventory consistency
Target / Action Limit Guidance Text	Operator guidance
Supplier Performance Review Notes	Procurement and quality management
Vehicle Remarks	Contextual delivery observations
General Remarks Fields	Additional operator notes

10. Troubleshooting and FAQs

I can’t see the temperature field

→ Ensure you’ve selected the correct temperature category and measurement method.

I need to reject only part of the delivery

→ Use Accepted QTY and Rejected QTY fields and record remarks.

The temperature is borderline — what do I do?

→ Follow the corrective action guidance shown on screen and escalate if unsure.

I made a mistake after submitting

→ Notify your supervisor or QA team to review the record.

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