How to Ensure End-to-End Traceability: From Receiving Ingredients to Dispatching Products

Tip: You can experience the full process yourself by signing up for a 14-day free trial here.

Please note: The Traceability module is available only with a Professional or Enterprise subscription or during the 14-day trial period.

Set Up Your Account

Receiving Log

Tip: There's no need to record each received ingredient separately if all the required information (ingredient name, batch code, and amount) is attached to the delivery note file.

When you sign up for the FoodDocs system, the first step of end-to-end traceability is already set up for you. The task is named 'Traceability Step 1. Receiving Log,' and you can find it under the Monitoring module. If you would like to modify the fields of this task, you can do so by following these instructions for editing the monitoring task setup.

Recipe Book

To start preparing your product, you first need to save the recipes you want to track in the system. Follow these instructions to add a new recipe. We've already created a demo recipe for you, so you can try it out without completing this step.

Product Batch Properties

Some examples of the possible records you might need, such as 'Cooking Temperature Log,' 'Start Cooling,' and 'Finish Cooling,' are preset for you. However, you can always set up your own tasks based on your requirements. You can find the setup by navigating to Traceability → Traceability Tasks. To create new tasks according to your needs, follow these instructions for setting up traceability tasks.

Dispatch Log

The final step of traceability is also set up for you. The task is named 'Traceability Step 3: Dispatch Log,' and you can find its setup the same way as the previous one by navigating to Traceability → Traceability Tasks. You can edit it according to your needs by following these instructions for editing the traceability task setup.

Complete the Records

Tip: Complete the records on your mobile app for a smoother experience while performing tasks on-site.

Traceability Step 1. Receiving Log

First, complete the receiving log. The task initially has a gray status because the task frequency is set to 'Not Specified,' meaning it is only filled out when needed (such as when a delivery arrives). You can adjust the frequency in the setup if desired.

Click on the task to open it. Select the supplier, enter the invoice number, and answer the question about the condition of the received ingredients. If any issues are found, select or define them yourself if no suitable option is provided. Finally, attach a picture of the delivery note.

Traceability Step 2. Preparing the Product

After accepting the delivery, prepare your products. To do this, open the Traceability section in the mobile app.

Next, follow these instructions to record the product preparation.

Record the Product Batch Properties

The measurements attached to the prepared product batches help you later prove that the product was produced according to the set food safety standard requirements. Please follow these instructions to record the product batch properties you need.

Traceability Step 3. Dispatch Prepared Product Batches

Please note: Alternatively, you can use the Monitoring section to attach a dispatch note. This method is more convenient for dispatching multiple products but makes it harder to track specific product dispatches later, as it requires scrolling through numerous dispatch notes. This might work if production and dispatch occur on the same day, but it becomes time-consuming with larger stock.

Now you're ready to dispatch the product batch to your customers. Open the batch entry, tap 'Add Entry'.

Select 'Traceability Step 3. Dispatch Log," fill out the required information, and save it. If you need to dispatch the same batch to another customer, simply repeat the process.

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