SOP

Incoming Goods Receiving and Verification

1. Purpose

This SOP defines the standard process for receiving, inspecting, and accepting incoming goods to ensure food safety, regulatory compliance, and traceability. It operationalises the Incoming Goods hazard analysis and ensures compliance with HACCP principles and ISO 22000:2018 requirements.

This procedure ensures that unsafe or non-conforming goods are identified and prevented from entering storage, production, or sale.

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2. Scope

This SOP applies to:

• All incoming food and food-contact goods

• All deliveries from approved suppliers

• All personnel responsible for receiving, inspecting, or accepting goods

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3. References

• HACCP Principles 1–7 (Codex Alimentarius)

• ISO 22000:2018 Clauses:

  • 7.5 Documented Information

  • 8.5.2 Hazard Analysis

  • 8.5.4 Hazard Control Plan (CCPs and OPRPs)

  • 8.9 Control of Nonconformities

• Incoming Goods Hazard Analysis

• Incoming Goods Record (Digital Form)

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4. Definitions

• CCP (Critical Control Point): A step at which control is essential to prevent or eliminate a food safety hazard.

• OPRP (Operational Prerequisite Program): A control measure applied to reduce the likelihood of introducing food safety hazards.

• Incoming Goods Record: The authorised record used to capture monitoring and verification data at receipt.

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5. Roles and Responsibilities

Receiving Personnel

• Perform all required checks at receipt

• Accurately complete the Incoming Goods Record

• Do not accept goods that fail critical limits or acceptance criteria

Supervisor / Manager

• Review Incoming Goods Records

• Ensure corrective actions are implemented

• Escalate supplier or food safety issues as required

Food Safety / Quality Team

• Verify compliance with this SOP

• Review trends and non-conformances

• Maintain hazard analysis and critical limits

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6. Procedure

6.1 Delivery Receipt

1. Confirm delivery is from an approved supplier

2. Obtain delivery documentation (invoice, docket, batch information)

3. Record date and time of receipt

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6.2 Product Identification and Verification (OPRP)

1. Verify product name and description against delivery documentation

2. Check use-by or best-before dates

3. Confirm allergen labelling is present and correct

If incorrect or missing information is identified:

• Isolate the product

• Record the issue in the Incoming Goods Record

• Notify a supervisor

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6.3 Packaging and Physical Condition Check (OPRP)

1. Inspect packaging for damage, leaks, swelling, or broken seals

2. Check for signs of contamination, spoilage, or pest activity

3. Confirm packaging is clean and intact

If packaging integrity is compromised:

• Reject or quarantine the goods

• Record the non-conformance and action taken

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6.4 Temperature Verification (CCP)

1. Identify goods requiring temperature control (chilled or frozen)

2. Measure product temperature using a calibrated thermometer

3. Record the temperature in the Incoming Goods Record

Critical Limits:

• Chilled goods: ≤ site-defined limit (e.g. ≤5 °C)

• Frozen goods: ≤ site-defined limit (e.g. ≤ –18 °C)

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6.5 Acceptance Decision

1. Review all inspection and monitoring results

2. Select acceptance status:

   • Accept

   • Reject

   • Hold / Quarantine

Goods must not be accepted if critical limits are exceeded or if significant non-conformances are identified.

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6.6 Corrective Actions

If a critical limit or acceptance criterion is not met:

1. Prevent affected goods from entering storage or production

2. Apply appropriate action (reject, return, isolate)

3. Record:

   • Nature of the deviation

   • Action taken

   • Person responsible

4. Notify supervisor and supplier where required

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7. Records

The following records must be completed and retained:

• Incoming Goods Records (monitoring and verification)

• Corrective Action Records

• Supplier documentation (as applicable)

Records provide evidence of compliance with HACCP Principle 7 and ISO 22000 Clause 7.5.

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8. Verification and Review

• Supervisors review Incoming Goods Records routinely

• Food Safety Team reviews trends and repeated deviations

• Thermometers are verified and calibrated as scheduled

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9. Non‑Compliance

Failure to follow this SOP may result in:

• Increased food safety risk

• Regulatory non‑compliance

• Corrective or disciplinary action

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10. Revision and Approval

This SOP shall be reviewed:

• At least annually

• Following changes to suppliers, products, or hazards

• After significant non‑conformance or incident

Document Owner: Food Safety / Quality Manager

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End of SOP