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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