Approved Suppliers

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1. Purpose

The Approved Suppliers Program ensures that all suppliers providing goods to the business are identified, documented, and monitored. This program supports HACCP requirements by ensuring traceability, compliance, and effective supplier management.

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2. How the System Works

2.1 Automatic Supplier Capture

• When an incoming goods invoice is captured (via image or upload), the supplier name and supplier registration number are identified.

• If the supplier does not already exist in the Approved Supplier List, the system will:

  • Automatically add the supplier.

  • Assign the supplier name and supplier registration number as the unique identifiers.

• If the supplier already exists, no duplicate entry is created.

⚡ Benefit: The Approved Supplier list is dynamically built and always up to date with real suppliers actually delivering goods.

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2.2 Default Approval

• By nature of goods being received and processed, the supplier is treated as approved.

• This ensures the Approved Supplier List grows organically without additional manual data entry.

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2.3 Ad-hoc Supplier Addition

• Suppliers can also be added manually at any time.

• Required fields:

  • Supplier Name

  • Supplier Registration Number

• This allows pre-registration of suppliers before any goods are received.

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2.4 Editing Supplier Records

• Once added, supplier records can be edited.

• Editable fields include:

  • Contact details

  • HACCP certificates

  • Food safety certifications (e.g., ISO 22000, BRC, SQF)

  • Other compliance documentation

• This ensures supplier compliance information remains up to date.

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3. User Responsibilities

• Verify supplier details on invoices are correct.

• Update supplier records when certification or compliance information changes.

• Conduct periodic reviews of the Approved Supplier List to confirm accuracy and completeness.

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4. Benefits of the Integrated System

• Efficiency: Automatic population of suppliers from invoices eliminates manual entry.

• Accuracy: Supplier names and registration numbers ensure uniqueness and prevent duplicates.

• Traceability: All suppliers linked directly to invoices for auditing and recall management.

• Compliance: Supports HACCP, Codex, ISO 22000, and retail food safety requirements.

• Scalability: As suppliers change, the list updates dynamically without intervention.

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5. Example Workflow

1. Goods arrive with invoice.

2. Invoice is captured into the Incoming Goods system.

3. System extracts Supplier Name and Registration Number.

4. If new → Added automatically to Approved Supplier List.

5. If existing → No change.

6. User may update supplier record with HACCP or compliance certificates.

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