Raw Material and Supplier Management Checklist

Cloud Kitchens & Delivery Brands

Behavior & Clean Habits - Receiving
Staff do not consume food or beverages in receiving area.
Material Testing & Quality Compliance
Raw materials tested periodically for microbiological and chemical parameters.
Water used in washing and processing tested semi-annually for potability.
Cooking oil tested monthly for total polar compounds (TPC) and color.
Any non-conforming material reported to central procurement within 24 hours.
Food additives and preservatives used only as per FSSAI-approved list.
Receiving & Inspection
All incoming raw materials are received with valid invoices and delivery challans.
Delivery vehicle hygiene is checked before unloading materials.
Temperature of perishable items (milk, meat, paneer, etc.) is checked at receiving.
Incoming raw materials are visually inspected for damage, contamination, or spoilage.
Raw materials are accepted only if within shelf-life.
FIFO/FEFO applied during material transfer to storage.
Rejected materials are segregated and tagged clearly with reason for rejection.
All weighing scales used for receiving are calibrated and verified.
Receiving area is clean, shaded, and away from waste or drainage lines.
Delivery personnel follow hygiene requirements (clean dress, gloves, hairnet).
Staff Hygiene - Receiving
Receiving staff wear gloves, aprons, and hairnets during inspection.
Storage & Segregation
Raw materials are stored in designated racks or containers.
Separate zones maintained for raw, semi-processed, and ready-to-eat ingredients.
Raw meat, poultry, and dairy stored in separate chillers.
Dry ingredients stored in airtight, food-grade containers with lids.
Opened ingredient packs are resealed and labeled with opening date.
Supplier Approval & Qualification
All active suppliers are approved by QA or central procurement team.
Suppliers provide valid FSSAI license and GST registration.
High-risk suppliers (meat, dairy, seafood) have valid microbiological test reports.
Raw material specifications are defined and shared with all suppliers.
Periodic supplier audits are conducted and documented.
Traceability & Recall
Each raw material batch is labeled with date of receipt and batch number.
Material traceability records maintained from receiving to consumption.
Recalled or withdrawn batches are quarantined immediately.
Stock rotation verified daily for perishable categories.
Supplier lot numbers are mentioned on all repackaged materials.
Training & Documentation - Receiving
Receiving team trained on raw material acceptance criteria.
All receiving and inspection records are updated daily.
Vendor certificates, COAs, and audit reports are filed systematically.
Internal supplier review summary submitted to QA head quarterly.
Vendor Communication & CAPA
Suppliers informed immediately about any non-compliance observed.
Regular feedback shared with vendors on delivery quality and consistency.
Material substitution or alternate vendor approval requires QA authorization.
All supplier performance scores maintained and reviewed quarterly.

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