> For the complete documentation index, see [llms.txt](https://docs.didge.io/home/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.didge.io/home/checkpoints/incoming-goods/supporting-documents/policy.md).
# Policy
Incoming Goods Policy
### 1. Purpose
The purpose of this policy is to ensure that all incoming goods are received, assessed, and accepted only if they meet defined food safety, quality, and compliance requirements.
This policy establishes a controlled process for identifying, documenting, and responding to non-conforming goods at the point of receipt.
The Incoming Goods Form serves as the primary operational control and evidence record for this policy.
***
### 2. Scope
This policy applies to:
* All food and food-contact goods received on site
* All suppliers, delivery vehicles, and transport conditions
* All staff responsible for receiving, inspecting, or accepting deliveries
It applies at every receiving location where incoming goods are accepted into storage or production.
***
### 3. Policy Statement
All incoming goods must be inspected and verified before acceptance.
Goods that fail to meet critical food safety or quality criteria must not be accepted and must be managed according to corrective action requirements.
No goods may enter storage, processing, or sale unless:
* Required checks are completed
* Critical limits are met
* The Incoming Goods Form is fully completed and submitted
***
### 4. Incoming Goods Acceptance Criteria
Incoming goods must meet the following minimum requirements:
#### 4.1 Supplier and Delivery Verification
* Supplier identity is known and approved
* Delivery documentation (e.g. invoice, docket, batch information) is present
* Delivery date and time are recorded
#### 4.2 Temperature Control (Critical Control)
* Chilled, frozen, or temperature-controlled goods must be within defined temperature limits at receipt
* Temperature measurements must be taken and recorded
* Any temperature outside limits triggers a critical non-conformance
#### 4.3 Packaging and Physical Condition
* Packaging must be intact, clean, and free from damage
* No evidence of contamination, leakage, pests, or spoilage
* Labels must be legible and intact
#### 4.4 Product Compliance
* Product matches what was ordered
* Use-by / best-before dates are valid
* Quantity and condition are acceptable
***
### 5. Non-Conformance and Rejection
Incoming goods must be rejected or held if any of the following occur:
* Temperature exceeds critical limits
* Packaging integrity is compromised
* Evidence of contamination, pests, or spoilage is identified
* Incorrect product, expired stock, or missing critical information
When a non-conformance is identified:
* The issue must be recorded in the Incoming Goods Form
* A corrective action decision must be selected (e.g. reject, return, quarantine)
* Supporting notes and evidence (photos, comments) must be captured where applicable
***
### 6. Corrective Actions
Corrective actions may include:
* Immediate rejection and return to supplier
* Isolation or quarantine pending investigation
* Supplier notification and escalation
* Internal incident reporting
All corrective actions must be documented within the form to ensure traceability and audit readiness.
***
### 7. Roles and Responsibilities
#### Receiving Staff
* Perform all required checks at delivery
* Accurately record information in the Incoming Goods Form
* Do not accept goods that fail critical checks
#### Supervisors / Managers
* Review incoming goods records
* Verify corrective actions are appropriate and completed
* Follow up with suppliers where required
#### Food Safety / Quality Team
* Monitor trends and recurring issues
* Review compliance reports generated from form data
* Update limits and acceptance criteria as required
***
### 8. Records and Traceability
The Incoming Goods Form provides:
* A permanent digital record of each delivery
* Time-stamped verification of checks performed
* Evidence for audits, inspections, and investigations
* Data for reporting, trend analysis, and supplier performance review
All records must be retained in accordance with regulatory and organisational retention requirements.
***
### 9. Compliance and Review
Failure to comply with this policy may result in:
* Increased food safety risk
* Non-compliance with regulatory requirements
* Corrective or disciplinary action
This policy must be reviewed:
* Annually, or
* Following significant incidents, supplier changes, or system updates
***
### 10. Related Documents and Controls
* Incoming Goods Form (CCP 1)
* Corrective Action Procedure
* Supplier Approval Policy
* Temperature Control Policy
---
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