How to log delivery checks in FoodSafety HQ: record temperature on arrival, packaging condition, use-by dates and supplier details so you can reject unsafe stock and keep traceability.
To log a delivery, open the delivery check when stock arrives and record the temperature on arrival, packaging condition, use-by dates and supplier details — then accept or reject the delivery. Receiving is your first line of defence: unsafe food caught at the dock never reaches a customer. What to check on arrival Temperature: cold food should arrive at 5°C or below and frozen food frozen hard. Probe or check between packages. Packaging: intact, clean and undamaged — reject torn, wet or swollen packaging. Dates: use-by and best-before dates give enough shelf life for your use. Documentation & vehicle: the delivery vehicle is clean and food is transported safely. How to record it Open the delivery check for your venue. Record temperature on arrival, packaging, dates and documentation. Note the supplier and, where relevant, batch details for traceability. Save — and if anything fails, reject the affected stock and record why. Why it matters for traceability Recording what you received, from whom, and its condition supports supplier approval and one-up/one-down traceability — essential if a product is ever recalled. See our guide on supplier approval and traceability . Frequently asked questions What temperature should cold food be on delivery? As a guide, cold potentially hazardous food should arrive at 5°C or below and frozen food should be frozen hard. If it arrives warm, record it and reject the affected stock — accepting out-of-temperature food is a common inspection finding. Can I reject a delivery in FoodSafety HQ? Yes. If a delivery fails your checks, mark it as failed and record the reason. This documents that you identified the problem and didn't accept unsafe stock. Should I record every delivery? Recording deliveries of potentially hazardous food is good practice and supports traceability. At minimum, record temperature-sensitive and high-risk deliveries; your food safety program may expect all of them. How does this help with recalls? Knowing what you received, from which supplier, and when, lets you quickly identify and isolate affected product if a recall is issued. Pair delivery checks with a supplier register for full traceability.