Incoming Goods

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1. Workflow Overview

1. Upload

   Staff upload invoice/docket images and related photos (goods, thermometers, vehicles).

2. AI Extraction

   The AI reviews printed and handwritten information, then extracts structured data into the Incoming Goods Form.

3. Compliance Checks

   The AI applies HACCP, ISO 22000, and jurisdictional food safety standards (FSANZ, SFA, BPOM, etc.) to determine acceptance.

4. Risk Assessment

   A structured HACCP-style risk assessment is generated for each delivery.

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2. Supplier Data

• Supplier Name — Taken from invoice header.

  Example: “Bidfood Australia Pty Ltd”

• Sample Product — Chosen by:

  1. Marked with * on goods list.

  2. Single food item shown in images.

  3. First product in goods list.

     Example: “Chicken Breast Fillets 5kg”

• Sample Temperature (🖊️ Handwritten)

  • Must be written on invoice/docket, ideally circled.

  • Taken from thermometer probe, docket notes, or handwritten figures.

  • Example: “4.2 ºC” or “Hard Frozen”

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3. Items Data

• Goods Received — List of all items, pulled from invoice lines and photos.

  Example:

1. Chicken Breast Fillets — 2 × 5kg — $85.00  
2. Roma Tomatoes — 10kg carton — $30.00  

• Product Categories — Each item mapped to category (e.g., Poultry, Fresh Produce).

  Example:

Chicken Breast Fillets → Poultry  
Roma Tomatoes → Fresh Produce

• Production Date (🖊️ Handwritten)

  • Sometimes printed, often handwritten on docket/carton.

  • Format: DD-MM-YYYY

  • Example: “21-08-2025”

• Product Temperature (🖊️ Handwritten)

  • Numeric values may be handwritten beside goods.

  • Example: “3.5 ºC”

• Expiry Date (🖊️ Handwritten)

  • Expiry/use-by dates must be noted if visible.

  • Example: “21-09-2025”

• Packaging Condition (🖊️ Handwritten if issues)

  • Mark “OK” or issue notes like “Bag torn”.

  • Example: “Rejected — Damaged carton”

• Visual Assessment (🖊️ Handwritten if issues)

  • Notes like “Looks clean” or “Signs of contamination”.

  • Example: “Accepted”

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4. Customer Data

• Customer Name — Example: “Grand Hyatt Singapore”

• Customer Address — Example: “10 Scotts Road, Singapore 228211”

• Customer Account Number — Example: “ACC-10452”

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5. Invoice Data

• Invoice Number — Exact as printed.

  Example: “INV-2025-00874”

• Invoice Date — DD-MM-YYYY.

  Example: “04-09-2025”

• Purchase Order Number — Example: “PO-4455”

• Supplier Address — Example: “123 Supply Rd, Sydney NSW 2000”

• Time of Receivable (🖊️ Handwritten)

  • Required at delivery.

  • Write time goods are received, in hh:mm format.

  • Example: “09:45”

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6. Vehicle Data

• Vehicle Temperature (🖊️ Handwritten if not digital)

  • Write numeric storage temp (may or may not be circled).

  • Example: “-18.5 ºC”

• Vehicle Condition (🖊️ Handwritten if issues)

  • Notes on cleanliness: “Clean” / “Dirty”.

  • Example: “Clean, orderly”

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7. Financials Data

• Subtotal — Example: $520.00

• Tax Amount — Example: $52.00

• Total Amount Due — Example: $572.00

• Currency — Example: AUD

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8. Compliance

• Overall Compliance Verdict

  Short statement: Accept / Reject / Conditional accept / Unclear.

  Example:

  “Reject — Chilled chicken 9.2 °C (>5 °C, AU/NZ FSANZ).”

• Compliance Context (Jurisdictions)

AU/NZ — FSANZ Food Standards Code Std 3.2.2 cl 5  
SG — SFA Environmental Public Health Regulations  
MY — Food Hygiene Regulations 2009  
ID — BPOM Good Circulation Practice

• Regulatory Thresholds (ºC)

AU/NZ — Chilled ≤5; Hot ≥60; Frozen ≤−18  
SG — Chilled ≤4; Frozen ≤−18; Hot ≥60  
MY — Chilled −1…10; Frozen ≤−18; Hot ≥60  
ID — Chilled 0–5; Frozen ≤−18

• Compliance Citations

AU/NZ — Std 3.2.2 cl 5; FSANZ “Receiving food”  
SG — SS 668:2020; EPHA Food Hygiene Regs  
MY — Reg 36(1)(l),(m); Reg. 38(3)  
ID — Gov. Reg. 86/2019; BPOM CPerPOB

• Final Compliance Line

  Example:

  “SG — Compliant — Frozen prawns ≤−18 °C (−19.2 °C docket), packaging intact.”

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9. Risk Assessment

The AI generates a HACCP/ISO 22000-aligned narrative covering:

• Hazards (e.g., temp abuse, contamination)

• CCP (receiving)

• Critical Limits (chilled ≤5 °C, frozen ≤−18 °C)

• Monitoring (invoice, thermometer, photos)

• Verification (records cross-check)

• Validation (scientific standards)

• Corrective Actions (reject, segregate, escalate)

Example Excerpt:

Hazards: Risk of microbial growth due to elevated temp.  
CCP: Temperature at receiving.  
Critical Limits: Chilled ≤5 °C.  
Corrective Action: Reject goods.  

Conclusion: Non-compliant — Residual risk elevated.

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10. Quick Reference

When signing in deliveries, always handwrite:

✅ Sample product temperature (circled)

✅ Vehicle temperature

✅ Time of receivable (HH:MM)

✅ Production date (if visible)

✅ Expiry date (if visible)

✅ Notes on packaging/visual issues

✅ Signature/initials

If missing, AI will return “Not Specified”, weakening compliance records.

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✅ With this process, every delivery is verified against food safety regulations, ensuring unsafe goods are identified before they enter storage or kitchens.

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