1.

0 Scope & Application

1.1 Goods and services purchased by xxxx Chicken from a supplier or subcontractor should be
to the required standard. To ascertain this, xxx must be assured that the subcontractor or
supplier is capable of supplying to that standard and equally important that xxxx
communicates its requirements adequately.
1.2 This procedure establishes a process of protecting the company against purchasing goods
or services that are not to the required standard through evaluation of subcontractors and
verification of purchased goods.
1.3 The procedure documents the responsibility for purchasing and guides the user in
providing the correct data required to prevent the subcontractor or supplier
misunderstanding the company’s requirements.
1.4 The procedure is applicable to all purchased goods and services. (i.e. raw materials,
machinery, technical, consultancy).

2.0 References

BRC Global Standard for Food Safety (Issue: 7 Section 3.5 Supplier approval)

3.0 Responsibilities

3.1 Commercial Manager/General Manager

3.1.1 Annual review of register of Approved Suppliers

3.1.2 Authorising purchase of significant capital items.

3.2 Purchasing Manager

3.2.1 Main supplier contact

3.2.2 Raising purchase orders at the request of heads of departments and production demands.

3.2.3 Comparing delivery notes to purchase orders and noting shortfall.

3.2.4 Maintaining all completed purchasing contacts

3.2.5 Operation and monitoring of the supplier rating process in selection evaluation, qualification
and disqualification of suppliers to the approved vendor list.

3.2.6 Operating the vendor assessment process in maintaining evaluation of vendor approval status.

3.3 Department Heads

3.3.1 Maintaining stock levels and co-ordinating with the purchasing manager in requisitioning
items.
3.3.2 Non-stock items including stationary etc should be requested using for CCL176

3.4 Engineering Manager

3.4.1 Raising a purchase order request for plant maintenance suppliers and services, using forms
CCL177 and CCL 178

3.4.2 To assist purchasing manager in comparing delivery notes with purchase orders in
a bid to identifying shortfalls in relation to maintenance supplies and services.

3.5 Financial Controller

3.5.1 Co-ordinate cost centre locations and arrange payments.

4.0 Procedure

4.1 Supplier Approval

4.1.1 It is the purchasing departments responsibility to gauge all xxxx requirements on items prior to
purchase so that the supplier is correctly informed of our needs in assisting that we receive the
correct items for the process (write first time).

4.1.1.1 Standard information for packaging would be that there are no potential contaminants that
could be brought into xxx processing areas, (i.e. Staples in cardboard etc).

4.1.1.2 Packaging, labelling and food contact equipment have to be suitable for food contact and
compliant to specified regulations (i.e):
 (The Plastic Materials & Articles in Contact with Food (England) Regulation SI2010 No 2225),
 Statutory Instrument – European Framework regulation EC1935/2004.
 The plastic materials and articles in contact with food (England) Regulation 2009,

4.1.1.3 Packaging and labelling has to be suitable for the food groups used at xxxx and the expected use
practices we recommend to our customers (i.e. freezing or chilled storage etc)

4.1.1.4 Standard ingredient lists and potential allergen contents are to be sourced for all raw materials
purchased prior bringing material onto site. This would include any other allergens used by the
supplier within their processing premises.

4.1.1.5 Full ingredient lists for all raw material will be attained and reviewed by the Technical manager
in light of product authenticity, claims and chain of custody.

4.1.2 All suppliers of material, parts and services are selected from their appearance on the purchase
order system (held by Purchasing Manager). All approved suppliers are termed as active or
inactive on the purchasing order system.

4.1.3 The register is maintained by the purchasing manager and alterations are made to the registers
contents after consultation with the purchasing and quality departments.

4.1.4 Approval of each supplier is based upon but not limited to the following
a) Past history of satisfactory performance
b) Adequate response to xxxx quality systems review (questionnaire or technical audit)
c) Prior registration of the supplier quality systems by an accredited body or third party auditor
(BRC, ISO etc).
4.1.5 Suppliers are categorised, depending on their performance as assessed by the company into one
of the following categories.
a) Acceptable: - A supplier can be used for the assessed product range with normal surveillance.
b) Provisionally acceptable:- The supplier is included in the register, but a more stringent
surveillance may be necessary during use of the materials, products or service and for the
receiving inspection, in order to ascertain that the required quality level has been achieved.
c) Unacceptable:- The supplier is not considered to be competent to provide the product or
service required at the time of investigation therefore listed as inactive on CCL purchasing
system.

4.1.5 The register of approved suppliers is reviewed annually during a scheduled quality review
meeting (in line with frequency of system audit).

4.1.6 If a potential supplier cannot be authorised as a result of any of these procedures, an inspection of
the supplier’s premises may be carried out. The results of the inspection are used in determining
the authorisation status of the supplier.

4.1.7 A three monthly report of supplier performance is generated by the purchasing manager and
reviewed at the quarterly managers review meeting.

4.2 Control of Suppliers

4.2.1 Scheduled reviews of all suppliers are undertaken by the quality assurance and purchasing
departments, (supplier review meetings).

4.2.2 All consignments of materials and goods received at xxxx are subject to stringent inspection
protocol:
- Visual inspection on receipt.(outer wrapping complete, suitable pallet configuration, no
damage, no evidence of contamination, correct label checks against held standards)
- Compliant documentation (batch data against delivery note)
- In-process check on compliant construction (i.e. suitably glued cartons etc).
Recording all information on document CCL110 (goods received and supplier performance
monitor).

4.2.3 Lapses in quality or supply services are documented within the non – conformance procedure
(CCP3.8) and reviewed at the quarterly review meeting.

4.3 Purchasing Process

4.3.1 There are three main area to the purchasing process:

a) Buyers Discretion, based upon production demand, forecast and historical trends.
b) Non-scheduled purchasing, (eg. Staff welfare (PPE), factory consumables, stores related
renewals, stationary etc).
c) Demand Items. Non-food, maintenance, engineering, (items requiring a purchase order request
document, signed by department heads).

4.3.2 Items classed as ‘Buyers Discretion’ applies to packaging and specific factory cleaning products
(etc). Via suppliers who are deemed as ‘Approved’ and are listed on the purchasing system as
being ‘Currently Active’.
4.3.3 Items classed as ‘Non-scheduled Purchases’ are to replenish consumable goods controlled by or
related to stores issue. Goods may or not be aligned to rules governed by the ‘Approved list’ but
may require certificates in relation to items being used to handle food, i.e. Gloves used in the
processing areas. Buyer must be aware of this and only adhere to goods agreed for such use from
approved sources according to each items classification.

4.3.4 ‘Demand Items’ relate to all other goods not identified as being in the first two categories and
requiring approval from a department manager or company executive.

4.3.5 One of three purchasing request forms must be used in order that there is a controlled use of the
purchasing system and the enforcement of budgeting in order to maintain compliance and safety.
- CCL177 (Engineers order request sheet).
- CCL179 (RS order request sheet).
- CCL182 (General purchase order request sheet).

4.4 Supplementary Orders

4.4.1 Should revised quantities or items be required the supplier would be contacted and the original
purchase order amended, confirming in writing or email.

4.5 Purchasing of Capital Items

4.5.1 Major items can only be ordered under the express authority of the Commercial and General
managers. Purchase orders must be signed by either of these two managers.

4.6 New Suppliers

4.6.1 Trial purchase of materials from new potential suppliers can be undertaken, although the new
supplier would not have met approved status.

4.6.2 Where a new supplier is used the purchasing manager will review all incoming materials and
notify the receiving staff and quality departments of arrivals.

4.6.3 All new suppliers will be subjected to an assessment by xxxx quality department after receipt of
the first order.

4.6.4 The new supplier will be incorporated into the continual assessment of Quality control testing
and supplier performance program for a specified period depending on the product or service
provided at which point a decision will be made on the inclusion to the approved supplier list.
This process would not progress at any point if quality issues are raised in the early assessment
stage.

4.7 Exceptional Circumstances

4.7.1 Under exceptional circumstances, where a planned supply of goods from an approved supplier or
relevant service provider is unable to be met, yet production demands must still comply with
strict time parameters, then recourse may be made to use of a non-approved supplier.
4.7.2 The quality manager will have previously liaised with the purchasing manager in premeditating a
list of suitable suppliers of all major materials or services used on site that have not been
originally considered for approved status but their ability to supply to xxx’s criteria of quality
and quantity can be achieved. This will ensure that the choice of supplier being made will be
from those available companies having the necessary expertise to provide the goods or service
required.

4.7.3 As a minimum requirement the relevant supplier will be asked to complete and return the initial
approval package of self audit questionnaire, evidence of accreditation to a recognised authority /
regulatory body (ISO9000, BRC etc), intolerance data sheet and GMO declaration.

4.7.4 The quality manager will process this information through the supplier approval procedure to
obtain a preliminary assessment of the supplier’s suitability.

4.7.5 Following successful completion of the premeditated supplier access, goods being ordered and
received on-site, then extra vigilance will be exercised at the goods receipt stage, in terms of
documentation accuracy and physical and analytical testing of the goods, prior to acceptance and
in-process use. (ordering traceability to follow new supplier format (4.6.2)).

4.7.6 If no problems are encountered during use and the replacement goods or service is considered to
be of the same quality as of the existing items, then the chosen supplier may be considered for
inclusion to the list of approved suppliers after a specified trial period, (see 4.6.4).

4.8 Verification of Purchased Product

4.8.1 Wherever it is specified in the contract, facilities are provided for the client or his representative
to verify conformance of the purchased product to the requirements specified at the supplier’s
premises or upon receipt at xxxx

4.8.2 When imposed by a customer, this requirement is included in the purchase order placed with the
supplier.

5.0 Documentation

 CCL110 Goods received and Supplier performance monitor.

 CCL177 Engineering order sheet
 CCL178 RS order request sheet
 CCL 182 Purchase order request sheet
 CCL017 Raw Material Label Check procedure.