A free approved-supplier register template, record who supplies your food and what they supply for one-step-back traceability under the FSANZ Food Standards Code. Free PDF.
A Supplier Approval Register is a free tool that produces a register of your approved food suppliers, listing their contact details, what they supply, and their approval status. It supports traceability by helping you record where your food comes from, so you can trace one step back if there is ever a problem or recall. Its purpose is to make sure you buy from suppliers you have checked and can account for, which supports the traceability and food safety requirements under the Australia New Zealand Food Standards Code, including Standard 3.2.2. You can download the register as a free PDF to complete and keep with your food safety records. When to use it: When setting up a new venue and you need to record who you buy food from.. When approving a new supplier and adding them to your list of trusted sources.. Before a council inspection or audit, to show you can trace your ingredients.. During a food recall or withdrawal, to identify which suppliers and products are affected.. As part of a periodic review of your suppliers and their approval status.. How to use it: Download the free PDF register and list each supplier you buy food from. Record their contact details, what they supply, and their current approval status. Note any evidence you rely on, such as their licence, certification or product specifications. Keep invoices and delivery records so you can trace products one step back. Review and update the register regularly, removing suppliers you no longer use. What is a supplier approval register? It is a record of the food suppliers you have approved to buy from, with their contact details, what they supply and their approval status. It helps ensure you source food only from reliable suppliers and supports traceability, so you can identify where an ingredient came from if a problem arises. Why do I need to keep supplier records? The Food Standards Code requires food businesses to be able to trace food one step back to their supplier. Keeping a supplier register, together with invoices and delivery records, means you can quickly identify affected products during a recall and show council you know where your food comes from. What is one-step-back traceability? One-step-back traceability means you can identify the immediate supplier of any food you receive. Under Standard 3.2.2 food businesses must be able to trace where their food came from, which is why keeping supplier details, invoices and delivery dockets is important for managing recalls and food safety incidents. How do I approve a new supplier? Approaches vary by business, but commonly you check that the supplier is a legitimate, licensed food business, confirm what they supply, and keep evidence such as their details and any certification or specifications. Once satisfied, add them to your register with an approved status and keep their records on file. How often should I update my supplier register? Review it regularly, for example every few months, and update it whenever you add a new supplier, stop using one, or a supplier's details change. Keeping it current means that if a recall happens you can act quickly, and it shows council your traceability system is genuinely maintained. Can I manage supplier records digitally? Yes. This tool gives you a free printable register, and FoodSafety HQ can hold your supplier and traceability records digitally, so approved suppliers, what they supply and their details are stored in one place and easy to produce during an inspection or a recall.
How to use the Supplier Approval Register
Download the free PDF register and list each supplier you buy food from.
Record their contact details, what they supply, and their current approval status.
Note any evidence you rely on, such as their licence, certification or product specifications.
Keep invoices and delivery records so you can trace products one step back.
Review and update the register regularly, removing suppliers you no longer use.
Frequently asked questions
What is a supplier approval register?
It is a record of the food suppliers you have approved to buy from, with their contact details, what they supply and their approval status. It helps ensure you source food only from reliable suppliers and supports traceability, so you can identify where an ingredient came from if a problem arises.
Why do I need to keep supplier records?
The Food Standards Code requires food businesses to be able to trace food one step back to their supplier. Keeping a supplier register, together with invoices and delivery records, means you can quickly identify affected products during a recall and show council you know where your food comes from.
What is one-step-back traceability?
One-step-back traceability means you can identify the immediate supplier of any food you receive. Under Standard 3.2.2 food businesses must be able to trace where their food came from, which is why keeping supplier details, invoices and delivery dockets is important for managing recalls and food safety incidents.
How do I approve a new supplier?
Approaches vary by business, but commonly you check that the supplier is a legitimate, licensed food business, confirm what they supply, and keep evidence such as their details and any certification or specifications. Once satisfied, add them to your register with an approved status and keep their records on file.
How often should I update my supplier register?
Review it regularly, for example every few months, and update it whenever you add a new supplier, stop using one, or a supplier's details change. Keeping it current means that if a recall happens you can act quickly, and it shows council your traceability system is genuinely maintained.
Can I manage supplier records digitally?
Yes. This tool gives you a free printable register, and FoodSafety HQ can hold your supplier and traceability records digitally, so approved suppliers, what they supply and their details are stored in one place and easy to produce during an inspection or a recall.