Prerequisite Program B.pdf

Prerequisite Program B: Transportation & Storage
Receiving SOP 2
Receiving Policy 3
Receiving Log 4
Inventory Received 5
Returned Product Policy 6
Returned & Damaged Product SOP 7
Returned Product Records 8
Restocking Protocol 9
Raw Stock Rotation 10
Finished Stock Rotation 11
Long Term & Overflow Finished Product Storage 12
Long-term & Overflow Finished Product Record 14
Dated product Policy 15
Shipping - Sanitizing Company Vehicles 17
Sanitizing Company Vehicles Checklist 18
Product Labeling & Packaging 19

Receiving SOP
SOP Name:
Purpose:
Date Developed:
Receiving
Inspection of all materials / product entering the facility to ensure the
food safety and security of all products.
14-Jan-08
Date Revised:
Revision #: 1
Procedure:
Related
Document
Corrective Action:
Department
1. Visually inspect the carrier to ensure
it is free of biological, chemical, or
physical hazards.
2. Unload the product in a manner that
prevents any damage or
contamination of the product i.e skids
are wrapped with pallet wrap,
product on skids are organized in a
manner that is structurally sound,
and chemicals are sealed to prevent
leakage or contamination.
3. If a forklift or pallet jack is required,
only those with proper certification
are permitted to do so.
4. Visually inspect all incoming
materials/products to insure there are
no tears or superficial damage to the
boxes/sacks.
5. Record all received product on the
receiving log, and inventory received
documents, ensuring products match
PO’s.* Provide these, in addition to
the way bill, to accounting.
6. Transfer all received product to the
designated storage locations.**
Following F.I.F.O protocol.
* All chemicals received must be approved
food safe chemicals.
**Every effort must be made to ensure all
product with temperature requirements are
transported into storage with minimum
temperature fluctuations.
Receiving
Log
Inventory
Received
Receiving
Policy
Operation of
Equipment
(not yet
developed)
Technical
Skills
Training
Program (not
yet
developed)
1. If biological,
chemical, or physical
hazards exists the
shipment is not to be
unloaded until the
carrier and supplier
can confirm there
exist no food safety
or food security
risks. In the case of a
food risk the
shipment is to be
returned to sender.
2. If the product is
damaged, or if any
food safety risk is
apparent, the
product must not
enter the facility
until it can be
confirmed that it
does not present a
food safety or food
security risk.
3. Unusable, damaged
product is to be
returned to the
distributor.
4. Accounts of the
damage are to be
reported to the
shipper.
Receiving

Receiving Policy
Policy
Purpose:
Date Developed:
Receiving Policy
To standardize receiving procedures and to maintain the food safety and
security of all raw and processed products.
28-Jan-08
Date Revised:
Revision #: 1
Policy: Receiving Related Documents Staff Responsible
1. All products entering the facility shall go
through the receiving department. And no
products without proof of a purchase order
shall enter the facility.
Receiving SOP
Receiving Department
2. The shipping and receiving areas shall be
kept clean, organized, and free of debris
and spilled materials.

RECEIVING LOG
Receiving Log
DATE VENDOR PRODUCT RECEIVED BY COUNTED (Y/N)

Inventory Received
INVENTORY RECEIVED
Dated Developed: January 15
Date Modified:
DATE
RECEIVED BY
INVOICE #
PO #
DELIVERED BY
PRODUCT(S)
SKU /
PRODUCT
LOT
NUMBER
BEST BEFORE
DATE
# CASES /SKID per
LOT
# UNITS PER
CASE OR SKID
TOTAL NUMBER
OF UNITS
Quality Assurance
Completed by
Visual Inspection of Carrier
Sample taken of each SKU

Returned Product Policy
Policy
Purpose:
Date Developed:
Returned Product Policy
To standardize receiving procedures and to maintain the food safety and
security of all raw and processed products.
28-Jan-08
Date Revised:
Revision #: 1
Policy: Returned Product Policy Related Documents Staff Responsible
1. All products re-entering the facility shall
go through the receiving department.
2. All returned product will be documented
on the product returned sheet.
Restocking SOP
Returned & Damaged
Product SOP
Receiving Department

Returned & Damaged Product SOP
SOP Name:
Returned & Damaged Product
Purpose:
Date Developed:
To ensure the food safety and food security of finished product, and to
maintain and uphold quality assurance by properly disposing of and
managing returned product.
15-Jan-08
Date Revised:
Revision #: 1
Procedure:
Related
Documents
Corrective
Action:
Staff
Responsible
1. Keep all product that has been returned to the
facility separate from raw and processed
products by putting them on the receivers desk.
2. Complete the returned product log, listing
reasons why the product has been returned.
3. If applicable, notify any Sales staff that may be
in charge of the account that the product was
returned from.
4. If the product is damaged* or expired**, move to
damaged or expired protocol.
5. If product is in good condition***, move to
restocking protocol.
6. Provide all paper work to QA Team, along with
returned product if requested, prior to
disposing, donating, or restocking product.
Product
Return policy
Returned
Product log
Restocking
protocol
Any
returned or
damaged
product that
has
potentially
bean
restocked
must be
removed
from stock
follow the
flow of this
SOP.
Receiving
Sales Reps
QA Team
Merchandisers
Delivery
Drivers
Returned Product Rating
*Good
Condition
**
Damaged
***
Expired
Product
• The packaging is unspoiled, has no visible wear, tears, puncture or other damage
• Is clean or readily cleanable without sacrificing appearance or safety (i.e. dusty, or surface dirty)
• Has an expiry date valid for its product type *see Dating Protocol
• Any torn, punctured, or visible damaged packaged product must be disposed of as we cannot
verify that it has not come into contact with a third party contaminant. This product is consider
unsafe to consume and must be destroyed or composted. It may not be donated to charity.
• Any product packaged in glass containers that has visible cracks, smashed portions, or other
structural damage must be disposed of.
Refer to donation guidelines in the Dating Protocol for specific product expiry guidelines before
setting product aside for donation.
All assessments must be cleared through a Quality Assurance officer
• If product does not meet donation guidelines, then it must be destroyed
• If product meets donation guidelines, set in designate donation area

Returned Product Records
Date Developed: January 25, 2008
Date Revised:
RETURNED PRODUCT
Date of
Return
Account
name
Invoice
Number
Received
By:
Product
Returned
1
2
3
4
5
6
7
8
9
Reason For Return
Donate
Y/N
Dispose
of Y/N
Return to
Inventory
Y/N
Sales Rep Signature:
QA Signature*:
Returned to Inventory By:
Leave product on Receiver’s desk, with completed form attached.
RETURNED PRODUCT
Date of
return
Account
name
Invoice
Number
Received
By:
Product
Returned
1
2
3
4
5
6
7
8
9
Reason For Return
Donate
Y/N
Dispose
of Y/N
Return to
Inventory
Y/N
Sales Rep Signature:
QA Signature*:
Returned to Inventory By:
Leave product on Receiver’s desk, with completed form attached.
* If the product is returned because of a Quality Control / Customer complaint the Quality Assurance Lead must initial its return.

Restocking Protocol
SOP Name:
Restocking Protocol
Purpose:
Date Developed:
To maintain quality by assuring that all product is properly restocked.
28-Jan-08
Date Revised:
Revision #: 1
Procedure:
Related
Documents
Corrective Action:
Staff
Responsible
1. All product reentering product
flow is to proceed through the
receiving department.
2. The receiving department is to
enter the return of any loose stock
back into the Operation
Management System.
3. If product to be restocked is
returned from an account and a
credit is due, receiving is to
provide the accounting
department with invoice reference
number, reason for return (if
possible), and quantity of product.
Receiving can then proceed with
restocking protocol.
Raw Stock Rotation
SOP
Finished Stock
Rotation
1. If any product is
identified as having
been restocked and
not entered through
the system, it is to
be removed
immediately until
receiving, and if
necessary, Quality
assurance has
cleared it and
completed the
necessary
documentation.
Product can then
follow the
restocking
procedure.
Receiving
Accounting
4. Raw product is to be restocked
following the raw stock rotation
SOP, and finished product via the
finished stock rotation SOP.

Raw Stock Rotation
SOP Name:
Raw Stock Rotation
Purpose:
Date Developed:
Dating the receipt of the coffee and tracking the producer's lot number
will allow the freshest stock to be accessed at all times. Clear labeling will
avoid confusion
15-Jan-08
Date Revised:
Revision #: 1
Procedure:
Related
Documents
Corrective
Action:
Staff
Responsible
1. All palletized product is to be labeled
with the date received and the lot
number listed on the sack.
2. Certified organic coffee is to be labeled
"ORGANIC", decaffeinated coffee is to
be labeled "DECAF".
3. Certified organic and non-certified
coffee is to be stored on separate
shelves.
Receiving Policy
Receiving
If there is the
potential that
any raw product
has
contaminated or
mixed with any
other raw
product the
product is to be
removed from
stock until The
quality
assurance team
has cleared it.
Once cleared it
can reenter the
system via the
raw stock
rotation SOP
Operations Lead
Roasting

Finished Stock Rotation
SOP Name:
Purpose:
Date Developed:
Finished Stock Rotation
To aid in stock rotation and quality control, all roasted coffee is to be
tagged with an encrypted lot tracking number. Additionally, the lot
tracking number is applied to the outside of the box to aid in stock
rotation. This prevents cutting open sealed cases to find lot numbers.
15-Jan-08
Date Revised:
Revision #: 1
Procedure:
Related
Documents
Corrective
Action:
Staff
Responsible
1. All stock will be roasted regularly.
2. All freshly packaged coffee will be put
behind all current stock.
3. For stock is in retail cases, single crates,
totes or units, the oldest stock must be put
on top of the newer stock.
4. When pulling coffee units for shipping,
staff must look for the lot with the oldest
Dated Product
Policy
In the event
stock is out of
rotation it can
be restocked in
the appropriate
place. Should
stock be dated
the dated
product policy
shall be
followed.
Picking
date, to ensure proper rotation.
5. Any dated product - see dated product
policy - shall be pulled from stock and
disposed of or donated as per the dated
product policy.

Long Term & Overflow Finished Product Storage
SOP
Purpose:
Date Developed:
Long term & Overflow Finished Product Storage
Guidelines for long term and overflow storage
23-Jan-08
Date Revised:
Revision #: 1
SOP: Product Storage - Containers
Related
Documents
Corrective
Action
Staff
Responsible
1. Labeling: All pallets of products are to be
side and top labeled with date of receipt,
case count, and product type
2. Mapping: A comprehensive map of each
container is to be kept on hand with
Operations Manager. Any time product is
moved, the map is to be updated. Each
visit to the storage container is an
opportunity verify map accuracy.
Long term
storage
Dated Product
Policy
1. Liquidating
dated stock
Operations
manager
Receiving
3. Rotation: Where ever possible, newer
product is to be put at the rear of empty
containers or behind existing stock. In
certain cases, eg. equipment or packaging,
this does not apply.
4. Pulling Perishable Stock: Each time
perishable stock is pulled, staff must refer
to container maps to find the oldest
product, physically verify the product and
then verify as product is taken off of the
pallet.

SOP: Product Storage - Warehouse
Related
Documents
Corrective
Action
Staff
Responsible
1. Labeling: All product is to be warehoused
with labels and date of receipt where
applicable facing out and visibly.
2. Rotation: Where ever possible, newer
product is to be put higher or to the rear of
existing stock. In certain cases, eg.
equipment or packaging, this does not
apply.
Dating Protocol
Dated Product
Policy
1. Liquidating
dated stock
Picking
Operations
Manager
3. Pulling Perishable Product: Each time
perishable stock is pulled, staff must verify
that that they are grabbing the oldest dates
first. This can be verified by checking the
date of receipt on the box or expiry date of
product inside the case.

Long-term & Overflow Finished Product Record
Container #: Date Container Verified: Verified By:
Dated Developed: January 17, 2008 Dated Modified:
Back
Number of Cases:
Sku:
Date Stored:
Lot number:
Best Before date:
QA CHECK (days prior to Best before date)
90 days: Completed by:
180 days: Completed by:
270 days: Completed by:
Number of Cases:
Sku:
Date Stored:
Lot number:
Best Before date:
QA CHECK (days prior to Best before date)
90 days: Completed by:
180 days: Completed by:
270 days: Completed by:
Number of Cases:
Sku:
Date Stored:
Lot number:
Best Before date:
QA CHECK (days prior to Best before date)
90 days: Completed by:
180 days: Completed by:
270 days: Completed by:
Number of Cases:
Sku:
Date Stored:
Lot number:
Best Before date:
QA CHECK (days prior to Best before date)
90 days: Completed by:
180 days: Completed by:
270 days: Completed by:
Number of Cases:
Sku:
Date Stored:
Lot number:
Best Before date:
QA CHECK (days prior to Best before date)
90 days: Completed by:
180 days: Completed by:
270 days: Completed by:
Number of Cases:
Sku:
Date Stored:
Lot number:
Best Before date:
QA CHECK (days prior to Best before date)
90 days: Completed by:
180 days: Completed by:
270 days: Completed by:
Number of Cases:
Sku:
Date Stored:
Lot number:
Best Before date:
QA CHECK (days prior to Best before date)
90 days: Completed by:
180 days: Completed by:
270 days: Completed by:
Number of Cases:
Sku:
Date Stored:
Lot number:
Best Before date:
QA CHECK (days prior to Best before date)
90 days: Completed by:
180 days: Completed by:
270 days: Completed by:
Front

Dated product Policy
Policy
Purpose:
Date Developed:
Date Revised:
Dated Product Policy
To clarify dating guidelines and to maintain quality for various
products in the distribution cycle.
25-Jan-08
28-Jan-08
Revision #: 1
Coffee
1. Shipping - No coffee should be shipped that is more
than three weeks from date of packaging
2. Donation - No coffee should be donated that is more
than 6 months from the date of packaging.
Related
Documents
Donation
Schedule
(Not yet
Developed)
Staff Responsible
Shipping / Receiving
Frutos de los Andes
1. Shipping - No Frutos should be shipped that has less
than 60 days left until expiry date.
2. Donation - No Frutos should be donated that are more
than 3 months past expiry date.
Related
Documents
Donation
Schedule
(Not yet
Developed)
Staff Responsible
Shipping / Receiving
Panela de los Andes
1. Shipping - No Panela should be shipped that has less
than 30 days left until expiry date.
2. Donation - No Panela should be donated that is more
than 6 months past expiry date.
Related
Documents
Donation
Schedule
(Not yet
Developed)
Staff Responsible
Shipping / Receiving

Syrups
1. Shipping
Single: No single syrups should be shipped that have
less than 30 days left until expiry date.
Case: No syrup cases should be shipped that have less
than 60 days left until expiry date.
Related
Documents
Donation
Schedule
(Not yet
Developed)
Staff Responsible
Shipping / Receiving
2. Donation. No syrups should be donated that are more
than 3 months past expiry .
Cocoa Camino Chocolate
1. Shipping - No chocolate should be shipped that has
less than 60 days left until expiry date
2. Donation - No chocolate should be donated that is
more than 6 months past expiry date.
Related
Documents
Donation
Schedule
(Not yet
Developed)
Staff Responsible
Shipping / Receiving

Shipping - Sanitizing Company Vehicles
SOP Name:
Purpose:
Date Developed:
Sanitizing company Vehicles
To maintain quality assurance and minimize any potential for contamination or
damage of our products by thoroughly and regularly cleaning company vehicles.
29-Jan-08
Date Revised:
Revision #: 1
Procedure: Vehicle Sanitization.
Related
Documents
Corrective
Action:
Staff
Responsible
1. Visually inspect vehicle for any contaminants prior to
any shipment. If present, follow cleaning protocol.
2. Vacuum interior of vehicle weekly
1. Driver & Passenger side
2. Underneath seats
3. Cargo bay
4. All corners and interior edges of vehicle
2. Wipe interior of vehicle weekly with approved cleaning
agent and cloth
1. Dashboard
2. Steering Wheel
3. Vent Exterior
4. Seat bases
5. Door panels
6. Centre console
3. Wash interior windows weekly with approved cleaning
agent.
4. Wash exterior weekly. Spray vehicle liberally. Using wet
brush and a bucket with correct dilution of approved
cleaning agent, scrub vehicle top down, in this order:
1. Sides
Vehicle
Cleaning
Records
Approved
Cleaning
Agents
(http://
www.certified
organic.bc.ca/
standards/
cleaning.htm)
&
(http://
active.inspecti
on.gc.ca/
scripts/fssa/
reference/
compresults.a
sp?
lang=e&cmp=
B037)
Should there
be any
possibility or
if there is any
evidence that
products have
been
damaged or
contaminated
they are not to
distributed.
Rather they
are to be
returned to
the facility
through the
receiving
department.
Merchandiser
Quality
Assurance
Receiving
Sales Reps
2. Front
3. Rear
4. Bumpers
5. Windows
6. Tires & Rims: MUST BE DONE LAST! Otherwise
grime and road aggregate may scratch or seriously
damage paint or windows
5. Rinse vehicle from top down, spraying inside the wheel
wells and washing out any dirt.

Sanitizing Company Vehicles Checklist
Date Developed: January 27, 2008
Date Revised:
Vehicle name:
Vacuum Interior Clean Interior Wash Windows Wash Exterior
Dated Cleaned
Name
Dated Cleaned
Name
Dated Cleaned
Name
Dated Cleaned
Name
Dated Cleaned
Name
Dated Cleaned
Name
Dated Cleaned
Name
Dated Cleaned
Name
Dated Cleaned
Name
Dated Cleaned
Name
Dated Cleaned
Name
Dated Cleaned
Name
Dated Cleaned
Name
Dated Cleaned
Name
*Please have the trainer initial and date each training intake.

Product Labeling & Packaging
SOP Name:
Purpose:
Date Developed:
Product Labeling & Packaging
To ensure food safe product quality by assuring all product is properly
labeled.
28-Jan-08
Date Revised:
Revision #: 1
Procedure:
Related
Documents
Corrective Action:
Staff
Responsible
1. Every batch of coffee receives one
tag - that travels with it from green
beans to roasted beans to weigh &
fill. The information on the tag -
time, lot #,origin, and roast - is to
be entered into the Operation
Management System.
2. Remove this tag from the roasted
bean bins an attach it to the weigh
& fill.
Operation of
Labeling Equipment
Review & Update
Label Procedure (In
process of
completion).
1. If any product is
identified or
thought to be
mislabeled remove
the product from
the processing line
and report to
Quality Assurance.
Roaster
Picking
3. Acquire appropriate packaging.
Visually review it and all labels
prior to filling (UPC code, dark,
medium, or light, bean or ground).
4. If over-labeling is necessary, over
label all packages prior to filling
them with finished product.
5. Weigh & Fill only one SKU at a
time.
6. Apply Lot code as per Operation
of Labeling equipment SOP