Supplier Approval and Traceability: Best Practices for Small Food & Drink Producers
- Paddy O'Connor
- May 9
- 30 min read
If you're a small food or drink producer in the UK, managing your suppliers and keeping track of ingredients might not sound as exciting as crafting your next recipe. But in reality, good supplier management and traceability are the backbone of food safety, consistency, and legal compliance. They help ensure that the ingredients going into your cheese, beer, jam, or pastries are safe and high-quality, and that you can trace every batch from farm to fork (or grain to glass!).
In this friendly guide, we'll break down why supplier management is so critical, what standards like SALSA and BRCGS expect, and practical steps to approve suppliers and track your ingredients. We'll also include an easy checklist and tips on using simple digital tools (like FoodSafe’s modules) to make it all easier.
Whether you're sourcing milk from a local dairy for artisanal cheese or hops from a farm for craft beer, these best practices will help protect your business and build trust with customers. Let's dive in!
Why Managing Your Suppliers Matters (Food Safety, Consistency & Compliance)
Managing suppliers isn't just paperwork – it's about protecting your customers and your brand. By carefully choosing and overseeing suppliers, you help ensure your products are safe, consistent in quality, and meet all legal requirements. In fact, strong supplier management is key to successful production and regulatory compliance, and helps you catch risks related to things like allergens, contaminants or other hazards before they become problems. Think of your suppliers as an extension of your business. If a supplier sends you contaminated ingredients or inconsistent quality, it can disrupt your production and put consumers at risk.
Here are a few reasons why good supplier management is so critical:
Food Safety: Your finished product is only as safe as the weakest link in your supply chain. If a spice is contaminated with pathogens or a batch of milk has antibiotic residues, your product (and consumers) could be in danger. Vetting suppliers for good food safety practices (like hygiene and HACCP) and requiring proper certifications helps control hazards and mitigate risks of unsafe ingredients entering your facility. For example, a cheese maker sourcing raw milk will want to ensure the dairy farm follows hygiene standards and testing, because milk issues will directly affect cheese safety.
Consistency & Quality: Small producers thrive on the quality and uniqueness of their products. You need ingredients that meet your specs every time. Poor supplier management can lead to subpar quality or unreliable deliveries that throw off your recipes or production schedule. By working closely with reputable suppliers, you get more consistent ingredient quality (the hops with the same bitterness, the flour with consistent protein content), which means consistent taste and texture for your customers. It also reduces surprises – like a supplier suddenly changing an ingredient without telling you.
Legal Compliance & Standards: Food businesses in the UK are legally required to ensure the food they produce is safe and can be traced. Beyond the law, if you're aiming for certifications like SALSA or BRCGS, they expect robust supplier approval and traceability systems as part of their standards. In short, good supplier management helps you meet regulatory requirements and industry standards so you can confidently pass audits and sell to bigger retailers. It also protects you from recalls and enforcement actions by making sure everything coming into your production facility is sourced from approved, legitimate suppliers.
Building Trust: Many small producers supply local shops, farmers markets, or even regional supermarkets. These buyers want assurance that you have control over your supply chain. Achieving schemes like SALSA (Safe and Local Supplier Approval) demonstrates to buyers that you operate to higher standards than the legal minimum. In practical terms, having documented supplier and traceability procedures shows potential clients (and inspectors) that you run a professional operation with food safety at its heart.
In short, great recipes start with great ingredients – and great ingredients come from great supplier management! It's worth the effort upfront to choose and monitor suppliers wisely, so you don't get nasty surprises later.
What Do SALSA and BRCGS Require for Supplier Approval & Traceability?
If you're looking to get SALSA or BRCGS certification (or supply a customer that requires them), you'll need to have specific systems in place for approving suppliers and tracing ingredients. Here's a quick overview of what these standards expect:
SALSA (Safe and Local Supplier Approval): SALSA is a food safety standard tailored for small producers. SALSA requires you to have a documented procedure for approving all suppliers of raw materials, including packaging and processing aids salsafood.co.uk. You must maintain an Approved Supplier List that considers any risks associated with each supplier or ingredient, keep it up-to-date, and review it at least annually. In practice, this means you can't just buy ingredients from anywhere – you need to vet each supplier (even local farms or friends) and formally list them as approved.
SALSA also expects you to hold specifications for all raw materials (ingredients and food-contact packaging) on site, and keep those specs current. So, for example, if you use raisins in a cake, you should have the raisin spec from your supplier (detailing things like grade, moisture content, any additives, allergen info, etc.).
Additionally, SALSA standard requires documented checks on incoming materials (like making sure each delivery meets your specs and has no obvious issues). SALSA even includes a requirement to do a risk assessment for food fraud or adulteration for all raw materials – meaning you think about whether any ingredient could be vulnerable to being fake or subbed with something inferior (e.g., extra virgin olive oil being adulterated with cheaper oil) and take precautions. (Read More On Food Fraud)
When it comes to traceability, SALSA is very clear: you must be able to identify and trace all raw materials from your suppliers, through all stages of production, to the point of dispatch – and the same in reverse (trace finished product back to the raw materials and supplier). This full traceability includes ingredients and packaging. SALSA expects that your traceability system is documented (written down as a procedure) and that you actually test it. Specifically, SALSA members must test their traceability each way at least annually (a mock recall or similar) to prove it works, and do it more often if there are higher risks in your supply chain. In other words, at least once a year you need to challenge yourself: "If I had to recall everything that used Supplier X's batch of flour, could I do it quickly? If a customer found a problem in Batch 210 of my jam, can I trace back to which sugar, fruit, and jars were used?" This is not just a paper exercise – SALSA auditors will usually ask to see the results of a traceability test.
BRCGS (Brand Reputation Compliance Global Standards): BRCGS Food Safety Standard is more elaborate and is often a step up from SALSA, but many principles are similar. BRCGS also requires a supplier approval and monitoring system. Typically, BRCGS expects you to risk-assess your raw material suppliers and require certain evidence of their food safety controls. In fact, under BRCGS Food Safety, if you are approving a new supplier, they generally need to meet one of these criteria:
(1) have a certification under a GFSI-benchmarked scheme (like BRCGS, ISO 22000, FSSC 22000, IFS, etc.)
(2) or have a satisfactory third-party audit
(3) or (if the ingredient risk is low) at least complete a detailed supplier questionnaire that you review.
In short, BRCGS doesn't want you to take a chance on completely un-checked suppliers; there must be some form of audit or certification unless it's a very low-risk material and you gather enough information via questionnaire.
BRCGS also emphasises supplier performance monitoring over time. For instance, if you rely on just a questionnaire to approve a supplier, you are expected to verify that supplier’s own traceability system with a test before fully approving them, and repeat that periodically. They also require that you keep documentation like product specifications, allergen declarations, and any other pertinent info for each material (this is very much like SALSA’s requirement for specs). One BRCGS professional noted that for each supplier or material, they'd typically ask for things like
the supplier’s food safety certification, a letter of guarantee, proof of regulatory compliance, plus the product spec, allergen info, maybe a Safety Data Sheet if it's a chemical, etc.
While as a small producer you might not need every one of those items, it shows the level of detail expected under robust supplier approval.
For traceability, BRCGS considers it a fundamental requirement – a critical part of the food safety system. BRCGS likewise requires that you can trace all raw materials into the product and out to customers (and vice versa), and they require an annual test of the traceability system as well.
One notable expectation with BRCGS is speed: they specify that full traceability (both forward and back) should be achievable within 4 hours during an incident.
This 4-hour rule is essentially saying: if there's a recall, you should be able to gather all the information on affected products and ingredients quickly (so having organized records is a must!). Many auditors will actually time a mock recall or trace exercise to see if you can do it in a timely manner. (For perspective, SALSA doesn't state a specific time, but being a smaller operation usually means you can trace fairly quickly if your records are in order.)
In summary: Both SALSA and BRCGS expect you to have formal control over your suppliers and great traceability. SALSA is a bit more accessible for very small businesses but still requires an approved supplier list, specs, and annual trace tests. BRCGS, often needed if you want to sell through major retailers, goes further to require certificates or audits for suppliers and sets a high bar for traceability speed. The good news is that if you follow best practices for supplier management and traceability, you'll naturally be meeting a lot of these requirements. Plus, these practices protect your business anyway – certification or not. So let's talk about how to actually manage supplier approval and traceability in a practical way for a small producer.
Setting Up an Effective Supplier Approval Process
How do you manage suppliers effectively on a day-to-day basis? It starts with a clear supplier approval process – basically a step-by-step method for vetting new suppliers, keeping records about them, and reviewing their performance. This doesn't have to be complicated. The key is to document what you do and be consistent. Here are the main elements of a good supplier approval program for a small food/drink business:
Vetting New Suppliers: Before you buy from a new supplier, do a bit of homework to make sure they're reputable and meet your needs. If you're buying from a big, well-known supplier who already has a certification (for example, a large dairy with Red Tractor or a flour mill with BRC certification), your vetting might be as simple as getting a copy of their certificate and checking it's valid. However, if you're buying from a smaller or local supplier with no big certifications, you'll want to dig deeper. This might involve asking them to fill out a Supplier Questionnaire (essentially a form asking about their food safety practices, any allergen controls, traceability system, etc.), or even visiting their facility if feasible. The idea is to verify that your raw materials come from a safe, legal source, not just take their word for it. For example, if a local farmer offers to sell you eggs for your bakery, you might ask about their salmonella controls or hygiene standards if they aren't Lion Code or SALSA certified.
Setting Criteria and Documentation: Decide what criteria a supplier must meet to be approved. This can include having a recognised certification (SALSA, BRCGS, Organic, etc.), acceptable answers on a questionnaire, agreeing to your product specifications, and maybe a trial period of supplying to see quality. Write down your criteria and make it part of a simple supplier approval procedure document. Once a supplier meets your criteria, mark them as Approved and add them to your Approved Supplier List. It's crucial to keep a record of how you approved each supplier – for instance, save copies of their SALSA or BRC certificate, any completed questionnaires or audit reports you did. This way, you have proof for auditors (and yourself) that you didn't just randomly pick a supplier; you did due diligence. Many businesses keep a supplier approval file or spreadsheet that logs each supplier, what documents were collected, and the approval date. For example, you might have a spreadsheet listing: Supplier A (provides milk) – SALSA certified (cert expiring Dec 2025) – Spec received – Questionnaire done – Approved on 01/03/2024 by [your name].
Agree on Specifications: A big part of supplier management is making sure each ingredient or material you get is clearly defined. Always obtain a product specification for each raw material from the supplier (or create one yourself and have them agree to it). A specification is basically a document that describes the product in detail: e.g. for flour it would list the type, protein content, whether it's enriched, any additives, allergen info ("contains wheat/gluten"), shelf life, storage conditions, etc. SALSA strongly recommends getting these specs before you place your first order, because a detailed spec can reveal a lot about the supplier's reliability and help you decide if they're up to scratch. (If a supplier can't provide a spec or it lacks important info, that’s a red flag and you might need to ask more questions or fill in a spec form yourself.) Make sure the spec covers all relevant food safety info, like allergens (are any of the 14 major allergens present?), any GMO status if relevant, and so on. Once you have specs, use them! When deliveries come in, check that the product matches the spec (e.g., correct grade, packaging intact, temperature okay, etc.). This incoming check is part of supplier control – if something doesn't meet spec, you shouldn't use it until resolved.
Approving and Listing the Supplier: After vetting, if you're happy the supplier meets your criteria, formally approve them. This could be as simple as you (the owner or quality manager) signing off a form or updating your supplier list status to "Approved". From then on, make sure everyone on your team knows you should only source that ingredient from approved suppliers. If you must use a new or emergency supplier (e.g., your usual supplier had a shortage and you had to buy from a cash-and-carry or another company last-minute), document that too and have a process for temporary approval or additional checks on that batch.
Ongoing Monitoring & Review: Supplier management isn’t a one-time thing. You need to monitor performance and re-assess periodically. This can be pretty straightforward for a small operation: keep notes if a supplier has any issues (late delivery, quality problem, etc.), and address them. At least once a year, review each supplier to ensure they are still meeting your requirements. For example, check if their certification is still valid (ask for an updated copy if the old one expired), see if there were any recalls or news about them, and think about any new risks. SALSA explicitly says to review your suppliers annually and update your approved supplier list accordingly. If a supplier is not certified to any standard, SALSA guidance suggests you have them complete a new questionnaire at least every 3 years to refresh your info on them. Also, if you introduce a new product or ingredient to your range, add the new materials to your system and consider if any new suppliers are needed. It's wise to treat supplier approval as part of your food safety system review each year (which SALSA and other schemes require).
Dealing with Issues: Have a plan for what to do if a supplier isn't performing. If an ingredient fails to meet spec or you get a batch that's contaminated, you should record it (as a non-conformance) and discuss it with the supplier. For minor issues, you might just warn them or retrain your expectations; for major food safety issues, you might suspend or remove them from the approved list until it's resolved. It sounds harsh, but remember: your product and customers are on the line, so you need suppliers you can trust. Most good suppliers will work with you to fix problems.
Example: Imagine you run a small jam-making business. You approve a fruit supplier who is SALSA certified and provides a spec for the strawberries you buy (including variety, Brix/sugar level, pesticide residue limits, etc.). Over time, you notice one season the strawberries are arriving mushy and with mould quicker than expected. You contact the supplier, provide feedback, and they realise one of their cold store units was faulty and fix it. Because you had a good supplier relationship and you were monitoring quality, the issue gets resolved. If they hadn't addressed it, you had a backup farm you vetted that you could switch to. This kind of proactive management keeps your jam quality consistent.
Now that we have the suppliers under control, let's look at what information you should collect and record for each supplier as part of this process.
Key Information to Collect from Each Supplier
To manage suppliers well, you need to gather and keep track of certain key information about them and the materials they supply. Think of this as your "Supplier dossier" or file. Having this info on hand not only helps you make decisions, but is also usually required for audits. Here are the important pieces of information to collect from each supplier:
Basic Supplier Details: Name, address, contact person, phone/email, and the products or ingredients they supply to you. It sounds obvious, but make sure you have up-to-date contact info so you can reach them quickly if there's an issue or recall. Also note the type of supplier (e.g., local farm, large distributor, packaging manufacturer) as this might relate to how you manage them.
Food Safety Certifications or Audits: Find out if the supplier holds any food safety certification like SALSA, BRCGS, ISO 22000, FSSC 22000, Organic certification, etc. If yes, get a copy of their certificate and note the expiry date. Check that the scope of the certificate covers what you are buying (e.g., a BRCGS Food certificate for a dairy should cover the type of dairy product you buy). If the supplier is not certified, do they have recent audit reports from other customers or a regulatory body? If neither, then rely on your own Supplier Approval Questionnaire/Audit and keep that on file. Essentially, keep records of how you approved them, whether it's a certificate, a completed questionnaire, or your own audit notes. A simple spreadsheet can help track certification status – some companies use a “supplier matrix” listing each supplier’s approval documents, spec status, etc.
Product Specifications: For each ingredient or material you purchase from that supplier, you should have a specification (spec) document (usually provided by the supplier). This will detail the product's characteristics (ingredients, allergen content, physical/chemical specs, shelf life, storage conditions, etc.). Keep these spec sheets in your supplier file. They are critical for both verifying incoming goods and for your own labelling and recipe management. Ensure the spec is the latest version and is dated. If the supplier updates the spec (say, they reformulated a powder mix or changed packaging), get the new one. SALSA expects specs to be adequate, accurate and kept current, and reviewed regularly (at least annually or every couple years depending on the product). Also, ensure allergen information is clearly included – e.g., if the ingredient contains sulphites or nuts, it should say so, or if it's made in a factory handling other allergens, that should be noted so you can consider precautionary allergen labelling if needed.
Allergen and Dietary Info: Beyond what's in the spec, it's wise to explicitly get an allergen declaration from the supplier for the ingredient. This confirms which (if any) of the 14 major allergens are present in the product or even used in the same facility. This helps you manage allergen risk and label correctly. For example, you might ask a supplier to fill a short allergen form that lists all 14 allergens with yes/no if present in product, and maybe if made on shared lines with any. Keep these on file and update if you or they change anything. If your product is meant to be allergen-free or suitable for certain diets (gluten-free, vegan, etc.), you should collect relevant assurances from suppliers (e.g., a gluten-free cert for oats, or a vegetarian statement for gelatine source, etc.).
Supplier Questionnaire or Compliance Form: If you use a questionnaire for initial approval, that document itself contains a lot of useful info – like the supplier's HACCP summary, how they trace their products, their recall contact, any testing they do, etc. File this and note the date. It essentially becomes a snapshot of their food safety and quality program. SALSA recommends having non-certified suppliers update a questionnaire every few years, so you might have multiple versions over time – keep the old ones for reference.
Approval Status and Review Dates: Record when the supplier was approved and by whom. Also record the next review date or certificate expiry date. For instance, "Approved 01/03/2024, next review due by 01/03/2025" or "BRC certificate expires July 2024 – update cert then." This helps ensure you don't forget to recheck things. If you have a lot of suppliers, a simple calendar reminder for certificate renewals is useful.
Performance History: It's helpful to log any issues or positives over time. If a supplier had a contamination incident, note that and what was done. If they consistently deliver on time with no issues, that's good to know too. Some producers maintain a simple supplier performance log or include a column in the supplier spreadsheet like "Incidents/Comments". This doesn't need to be fancy – even a brief note like "May 2025: one bag damaged on arrival, replaced by supplier next day" is enough to jog your memory.
Other Documents: Depending on your needs, there may be other things to collect. For instance, a copy of their business license or registration (especially if it's a local farm or a one-person outfit, to ensure they are registered with environmental health). Some people ask for a Certificate of Analysis (COA) for certain high-risk or variable ingredients per batch (e.g., a COA for each batch of milk powder showing it was tested for antibiotics, etc.). For packaging, you might need a food grade compliance statement (like a declaration that the packaging meets food contact regulations). While these might be more relevant to larger operations, consider what's important for your products and include those docs as needed.
By keeping all this information organized (whether in a physical folder, a binder, or digitally), you create a robust supplier management record. Not only does this satisfy SALSA/BRCGS requirements, it also makes your life easier if something ever goes wrong. You'll have the data at your fingertips to quickly see, for example, which batches a certain spec version or ingredient was used in, or who to call if a recall happens at your supplier.
Remember, information is power – the more you know about your suppliers and ingredients, the better you can control your product quality and respond to any issues.
Now that we've covered supplier management, let's turn to the other side of the coin: traceability. This is all about tracking those approved ingredients once they're in your hands, through production and out to your customers.
Maintaining Traceability from Raw Materials to Finished Product
Traceability is the ability to track and trace what happens to your ingredients and products at each step. In simpler terms: knowing exactly what went into each batch of product, and where each batch of product went. This end-to-end traceability is essential for food safety. If something goes wrong, you need to pinpoint the problem and isolate affected products fast. Don't worry – even for small producers, traceability can be achieved with a bit of planning and good record-keeping (and it doesn’t necessarily require fancy software, though that can help).
Here are the main components of a traceability system for a small food/drink business:
Lot/Batch Numbering: First, you should be assigning batch codes or lot numbers to both incoming materials and outgoing products. A lot number is a unique identifier for a specific batch of product. For ingredients: if your supplier provides a lot number on the ingredient (most will, typically on the bag or container), record that. For example, you receive 10 bags of sugar and they are marked with Lot #12345 from the supplier; note that in your records (goods intake record). If a supplier doesn't give batch numbers (say a local farm's produce), you can assign your own internal code (e.g., "Carrots-20250501" for carrots received May 1, 2025). For your finished product, assign a batch number or code to each production run. Many small producers use a date code as the batch (like Julian date or DDMMYY plus a code). The important thing is every batch of product you make has an identifier and is linked to the date of production.
Recording Inputs and Outputs: Whenever you produce a batch of your product, record which raw materials (and their lot numbers) went into it. This can be done on a simple Production Record form or spreadsheet. For example: "Batch #50 of Strawberry Jam (100 jars) produced on 10/05/2025 used sugar Lot #A123, pectin Lot #P55, strawberries Lot #S99." By doing this, if later strawberry Lot #S99 is flagged by your supplier as having a problem (say a pesticide issue), you can instantly see that it was used in Batch #50 of jam and maybe Batch #49. That tells you those jam batches might be affected – this is trace forward (tracing an ingredient forward to products). Likewise, if a customer finds a piece of plastic in a jar from Batch #50, you could trace back to see all ingredients and their sources for that batch, to help determine where the plastic might have come from (maybe the sugar if that was the only thing with possible foreign material) – this is trace back.
One Step Forward, One Step Back: A good way to think about traceability is the rule of "one step back, one step forward." You should know where each ingredient came from (one step back to your supplier) and where each finished product went (one step forward to your customers). For most small businesses, your "customers" might be shops, distributors, or direct consumers. At minimum, keep sales records or invoices that show which batches went to which customer (especially if you sell to wholesale clients or retailers). If you only sell direct to consumers (e.g., at a farmers market), you might not have individual records of each jar sold, but you should still keep track of which batches were sold on which date and location. The goal is that if you had to recall a batch, you could announce "Batch 50, best before X date, sold at Y Market on June 1st" or contact the shop that bought that batch.
Linking Ingredients to Products: This is the core of traceability – linking your raw material lots to your finished product lots. It can be done by hand, but you must be diligent. For each batch you make, write down the lot numbers of all ingredients (and even packaging if critical) used. If you are very small and make one batch at a time, this is straightforward. If you do continuous or partial batches (e.g., baking bread throughout the day, or brewing beer that blends malt from multiple deliveries), you need a method to allocate proportions or at least document the range of lots. It might be as simple as "Beer Batch 12 used Barley Malt from silo, which contains Malt lots M10 and M11 mixed." Do the best you can to account for sources.
Identification and Labelling: Ensure that internally, things are labelled. If you open a new bag of ingredient and only use part, label the remainder with the lot number and opening date. When you produce a batch, label the product or its container with the batch code clearly. This is important so that later you (or anyone in your team) can identify which batch is which. If you have a storeroom with multiple batches of the same jam, they should be distinguishable by batch code on the box or jar. For traceability to work, everyone needs to use the batch codes – no mixing of batches without updating records.
Handling Rework or Blends: If you ever mix batches or rework product (for instance, you re-melt some fudge from batch 10 into batch 11, or you combine two small batches of sauce into one larger batch), make sure to record that linkage too. This can complicate traceability if not recorded. Ideally, avoid mixing batches unless necessary, but if you do, traceability records should reflect "Batch 11 contains X% of Batch 10 reworked".
To illustrate, let's use a friendly example: A craft brewer and traceability. Say you brew a batch of ale on Monday – Batch 100. You used Malt from Lot M2025 (from your malt supplier) and Hops from Lot H567. You ferment and package it, and that beer Batch 100 is labelled with a code (maybe "100" or a date). You deliver Batch 100 kegs to three local pubs (Pub A got 2 kegs, Pub B got 1 keg, Pub C got 1 keg) – you record which pubs got which batch. Now, a week later, your malt supplier calls and says "There was a problem with Malt Lot M2025 – it had an undeclared allergen or some contaminant." Because you kept records, you see that Malt M2025 was only used in Batch 100 (and maybe 101 if you brewed another). You then know exactly which beer is potentially affected and where it went: those specific kegs at those pubs. That means you can quickly inform those pubs to stop serving that batch and avoid any harm. If you didn't have traceability, you might have to pull all your beers or have no idea where the problem malt went.
In the next section, we'll emphasise the importance of those batch numbers and the concept of tracing forward and backward – and how this all comes together during audits or recalls.
The Importance of Lot Numbers (Trace-Forward and Trace-Back)
Let's talk more about "trace-forward" and "trace-back" – two terms you'll hear often. They simply refer to the two directions of traceability:
Trace-Back (backward traceability): The ability to trace a finished product batch back to all the raw materials (and their sources) that went into it. This helps when you have a problem with a finished product and need to find the root cause. For example, if a jar of your curry sauce tested positive for an contaminant, you'd trace back to see which spices, vegetables, etc., and which suppliers' lots, were used in that batch. It answers the question "Where did this product come from and what is it made of?"
Trace-Forward (forward traceability): The ability to trace a raw material lot forward into all the finished product batches and out to customers. This is crucial when an ingredient supplier notifies you of an issue or if you discover a problem with one ingredient. It answers "What products contain this ingredient lot?" So if tomorrow your egg supplier says "Our eggs from Farm X on June 5 were found to have salmonella," you can trace forward to see which batches of quiches or mayonnaise used those eggs and then warn or recall those specific batches only.
Why are lot numbers so important in this? Because they are the links that make trace-forward and trace-back possible. If you don't distinguish one batch from another, you can't trace anything. By assigning lot codes and recording them as described, you create a chain of information.
Supports Faster Recalls & Reduces Waste: In the unfortunate event of a food safety issue, proper traceability can save your business. How? It lets you be precise in what you recall or withdraw. If you know only Batch 50 and 51 used the bad ingredient, you only pull those batches from the market. This can significantly reduce the cost and scale of a recall, and protect your reputation by showing you have control. As a SALSA requirement notes, being able to trace products forwards and backwards quickly means you can avoid larger risks, reduce reputational damage, and save costs by not having to scrap unaffected batches. No small producer wants to do a recall, but if it happens, doing it smartly can be the difference between a manageable incident and a business-ending disaster.
Compliance and Audits: Both regulators and scheme auditors will ask about traceability. UK law (and EU law) mandates one-step-up, one-step-down traceability for all food businesses. SALSA and BRCGS, as mentioned, require not just having traceability, but testing it periodically. So you might be asked in an audit, "Can you do a mass balance on that last batch you produced?" (Mass balance means checking that the quantities in your records make sense – e.g., if you used 100 kg of flour to make 1,000 loaves, can you account for that 100 kg in how many loaves were produced, waste, etc., to ensure nothing is unaccounted for). Auditors may choose a random batch and say "show me all the records for this batch – what ingredients went in, and can you trace those ingredients to supplier docs, and show where the products went". They might also do the reverse: pick an ingredient and ask you to show which batches it went into. Because this can happen, you want your paperwork or digital records in order and easily accessible. In fact, SALSA expects that traceability from raw material to customer and vice versa can be demonstrated and that you test it annually, and BRCGS famously expects you to retrieve trace info within 4 hours in an audit or recall situation.
Lot Numbers and Labelling: It's worth noting that if you supply pre-packed foods to consumers, you likely need some kind of lot number or date code on the packaging by law (to identify the batch). Often a "best before" or "use by" date can serve as an identifier if it’s specific to that batch. If you only sell at a farm gate or something, you might not label each item, but you still need an internal way to identify batches. Make sure whatever coding system you use, it’s known by your team and used consistently.
Testing Your System: How do you know your traceability works? By testing it! A simple test is to pick a recent batch, pretend that you have to recall it, and see if you can gather all the info. Document how long it took and any gaps you found, then plug those gaps. SALSA requires these tests at least annually, but doing them more often (like twice a year or whenever you introduce new products) can be helpful practice. Some businesses do a mock recall scenario: e.g., "What if Supplier X called and said ingredient Y from last month was contaminated – what would we do?" and then walk through tracing and even contacting the (pretend) customers who got the affected batch. Keep records of these exercises; auditors love to see them, and it gives you confidence that if a real issue arises, you're prepared.
Real-World Peace of Mind: Good traceability isn't only for compliance – it gives you peace of mind. For instance, a small cheesemaker who tracks milk by lot can sleep easier knowing that if a problem in milk supply is found, they won't have to throw out all their cheese, just the batches made from that milk. Or a baker who tracks flour lots can quickly identify which loaves might contain a batch of flour that was later recalled for allergens, and not have to recall other loaves made with different flour. It's like an insurance policy through record-keeping.
So, by now we have covered managing your suppliers and keeping strong traceability records. To consolidate these ideas, let's outline a simple checklist you can use to ensure you've got everything covered for supplier approval and traceability.
Simple Supplier Approval & Traceability Checklist
For everyday reference, here's a practical checklist that small producers can use to manage supplier approval and traceability. You can use this as a guide when setting up your systems or to double-check that you're not missing any key steps:
Supplier Approval Checklist:
Identify Your Ingredients and Suppliers: Make a list of all raw materials (including packaging) you use and who your current suppliers are for each. For any material without a defined supplier, or if you occasionally buy from ad-hoc sources, flag this – you need an approved source for each input.
Set Your Supplier Criteria: Decide what you require from your suppliers. For example: must be SALSA or BRCGS certified OR complete our Supplier Questionnaire and provide product specs; must agree to notify us of any major changes; must have allergen controls if handling allergens, etc. Write these down in a simple policy.
Gather Documentation: For each supplier, collect the necessary documents:
Food safety certification (e.g., SALSA, BRCGS) certificate copy, or have them fill out a Supplier Approval Questionnaire if no certificate.
Product specifications for each ingredient/ material they will supply (including allergen info, shelf life, etc.).
Allergen declarations (especially if the spec doesn't clearly list allergen info).
Any other relevant certifications (organic, Halal/Kosher, etc., if it matters for your product).
Contact details and an emergency/out-of-hours contact (useful in case of a recall situation).
(If applicable) a recent audit report or hygiene rating, if they are small like you.
Evaluate and Approve: Review the gathered info. Does it meet your criteria? For instance, check that certificates are in date and cover the product, questionnaire answers seem adequate (e.g., they have a HACCP plan, they do traceability tests). If you have concerns, address them (perhaps a quick call or email for clarification). Once satisfied, officially approve the supplier. Document this decision (e.g., sign an approval form or log it in your records with date). Now add them to your Approved Supplier List (a document or spreadsheet that lists all approved suppliers and the materials they supply).
Set Up Incoming Checks: Define what checks you'll do when materials from this supplier arrive. At minimum: verify the delivery note vs what you ordered, check the packaging is intact, temperatures are okay (if chilled/frozen), and the ingredient is within its shelf life. Also verify batch codes on the incoming material and record them (for traceability). If it's the first delivery or a new material, you might do extra checks like a quick quality test or more thorough inspection.
Keep Records Organized: File all supplier documents in one place (could be a physical binder or a digital folder). Maintain your supplier list. Maybe create a summary sheet for each supplier that notes: approved date, what documents on file, next review date, etc. This will make annual reviews easier.
Annual (or Periodic) Review: Put a reminder in your calendar to review suppliers at least annually. At that time, do the following for each supplier:
Request an updated certification if one expired (e.g., new BRCGS certificate).
Re-send or update questionnaires for those without third-party certs (at least every 3 years SALSA suggests, but you might do some refresh annually like asking “any changes in your processes or products in the last year?”).
Re-evaluate any issues that happened (e.g., did they have recalls, consistent quality?).
Update your approved list (remove any suppliers you no longer use or disapprove ones that failed to meet standards).
Sign off the review for your records.
Maintain Specifications: Over time, ingredients or packaging might change. Ensure you update specs as needed and review them periodically. For instance, SALSA recommends an annual review for complex ingredients or printed packaging specs. Check if any spec needs updating (maybe the supplier changed an ingredient or a law changed requiring a new detail on spec). Keep the specs current so your product info (like labels) remain accurate.
Implement Traceability Records: For each batch of product you make, record the what, when, and which ingredients. This means having forms or logs for:
Goods Received: recording date, supplier, ingredient, quantity, supplier lot number, and your assigned lot number if you give it one.
Production Batch Record: recording product name, date produced, quantity made, lot number of finished batch, and lot numbers of all materials used from Goods Received. Also note equipment or operator if relevant (optional but can help trace an issue if it was process-related).
Distribution/Sales: recording which batch went where (customer or internal stock). This could be as simple as writing batch numbers on invoices or maintaining a dispatch log.
Test Your Traceability: Do a quick mock recall at least once a year. Pick a product batch and pretend you got a complaint – see if you can retrieve all the info on ingredients and distribution. Or pick an ingredient lot and see if you can find all products containing it. Document the time and outcome. The goal is to make sure you can comply with that "trace within 4 hours" rule comfortably, and more importantly, that you know what to do in a real incident. If the test shows any weaknesses (e.g., you realize you didn't record the lot number of the sugar in a batch), improve your system accordingly.
This checklist might seem long, but in practice many of these steps are done automatically as you run your business – you're likely already checking deliveries and keeping invoices. It's about formalizing it so nothing slips through the cracks and you have proof of your diligence. Feel free to adapt it to your scale; for micro operations some steps may be very quick. The key is consistency – always follow your process for every new supplier and every batch, until it becomes second nature.
Next, let's discuss how you can make all this easier with digital tools, especially if the paperwork is starting to feel overwhelming.
Going Digital: Simple Tools to Manage Suppliers and Traceability
Managing binders of paper or dozens of spreadsheets can become cumbersome as your business grows. The great news is, even small producers can go digital with their records without needing an IT department. There are user-friendly software solutions (like FoodSafe, to name one) that are designed specifically to help food businesses keep all their compliance records in one place. Using a digital system can save you time, reduce errors, and make you "audit-ready" at the click of a button.
Here's how going digital can help, and an example of what FoodSafe's modules offer:
Centralised Supplier Records: Instead of having certificates in email attachments, specs in a folder, and an approval list in Excel, a digital system lets you store all supplier info in one secure place. For example, FoodSafe’s Record Sheets module comes with a prebuilt Supplier Approval Form. This means you have a ready-made template to input each supplier's details, attach their certifications, list the products they supply, note allergen info, etc., in a structured format. No need to design your own forms – it's all set up for you. Plus, because it's digital, you can easily search and update entries. Many systems also allow setting reminders (like "alert when Supplier X certificate is about to expire"), so you won’t forget those annual reviews.
Digital Traceability Logs: A good food business software will have a Traceability or Batch Tracking module. In FoodSafe's case, the Traceability module enables you to log raw material lots, create recipes/formulations, and record production batches linking the two myfoodsafe.co. You can enter, for instance, that you received Flour Lot 123 on 01/05/2025, then when you produce Bread Batch 77, you select Flour Lot 123 from a dropdown as an ingredient, etc. The system then can automatically generate a report of all inputs to outputs. Come audit time, you could literally type in a batch number and pull up all the details (ingredients, dates, etc.) in seconds, or vice versa, search an ingredient lot and see all product batches. This level of organisation is exactly what auditors love to see, and it can dramatically cut down the time needed to compile records myfoodsafe.co. In fact, FoodSafe advertises a "one-click audit report" that grabs all your compliance data and traceability info into a neat PDF myfoodsafe.co – a huge stress reducer when preparing for SALSA or BRCGS audits.
Real-Time and Remote Access: Digital records are typically cloud-based, meaning you can access them from a tablet or phone on the production floor. If you're receiving a delivery, you can log the batch in immediately on your phone. This real-time oversight helps prevent forgetting to record things until later. If you have team members, they can input data as they go, and you can monitor remotely if needed. For instance, your brewer can log ingredients into a batch record on an iPad while brewing, and you (as owner) can check that from your office to ensure everything's recorded properly.
Reduces Human Error: With drop-down menus, predefined fields, and validation, digital forms can reduce mistakes like misspelled supplier names or missing lot numbers.
Audit Trail and Version Control: Software can keep track of edits and ensure old records are archived. So if you update a spec or change a procedure, you still have the old version saved. This is great for traceability of documentation and showing continuous improvement.
Recall Support: In the event of a real recall, digital systems shine. You can quickly query what went where. And because data is structured, you can often export contact lists for customers of affected batches, etc. As one traceability expert noted, having information easily accessible for prompt action is key to a stress-free audit or recall. Electronic systems put that info at your fingertips, literally.
Now, going digital is not mandatory – a well-organised paper system can also work. But consider the time you spend shuffling papers or updating multiple logs. Systems like FoodSafe are built to be simple and intuitive, even for non-tech-savvy folks, and are tailored to meet any standard, so they include all those little things (like a field for allergen info, or a prompt to do a trace test) that you might otherwise forget.
FoodSafe specifically offers modules that address exactly what we covered: a Supplier Management module (with record sheets for approvals) and a Traceability module for batch tracking. So if you find yourself drowning in spreadsheets or worried you'll misplace an important document, it might be worth exploring a digital solution. Many offer free trials or demos – for instance, FoodSafe even touts a free trial and things like a free traceability assessment tool.
Tip: Even if you start with paper, try to structure your records in a way that would mirror a digital system. For example, use consistent forms and keep them in a binder by category. That way, if you switch to software later, the transition is easier because you're already disciplined in record-keeping.
Conclusion
Managing supplier approvals and traceability might not be the reason you started your food business, but it's absolutely fundamental to running a safe, successful operation. The effort you put into vetting suppliers, maintaining specs, and tracking batches will pay off through safer products, fewer crises, and more confidence when you pitch to clients or go through audits. Remember that food safety is a team sport – by working closely with good suppliers and keeping excellent records, you're building a chain of trust from the farm all the way to the fork.
For small UK producers, schemes like SALSA provide a great framework to follow. They encapsulate common-sense practices (like "check your suppliers are reputable" and "be able to trace everything") into clear requirements. By following the best practices outlined above, you'll not only meet these requirements – you'll also create a stronger business. You'll be able to confidently answer a customer's question about where an ingredient came from, or swiftly isolate a batch if an issue arises, showing professionalism and care.
So, take it step by step. Use our checklist, get your supplier files in order, map out your product flows for traceability, and consider digital tools to lighten the load. Even if at first it feels like extra paperwork, over time you'll see it actually simplifies your life. There's a real peace of mind in knowing that if the unexpected happens, you have the information at your fingertips to respond effectively.
In the end, great food and drink comes from great ingredients and great processes. By mastering supplier management and traceability, you're ensuring your wonderful products reach people with the quality and safety they expect – every time. Happy producing, and stay safe and compliant!
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