Supplier and Raw Material Approval & Monitoring

Aligned with FSSC 22000 Requirements

Requirement Overview

FSSC 22000 requires that organizations establish a documented process for the approval and ongoing monitoring of suppliers and raw materials. This process ensures that all inputs, including packaging materials, meet defined safety, quality, and regulatory requirements while supporting full traceability throughout the supply chain.

A robust supplier approval and monitoring system reduces the risk of unsafe or non-compliant materials entering production and strengthens supply chain resilience.

Aligned with BRCGS for Storage & Distribution Issue 4 – Clause 4.3.1 & 4.3.3

Requirement Overview

BRCGS for Storage & Distribution requires that products moved via cross-docking are traceable and controlled at all times, even when they are not held in storage for extended periods.

Clause 4.3.1: “The company shall ensure that traceability is maintained at all stages, including during cross-docking operations.”
Clause 4.3.3: “Procedures shall be in place to ensure that all products handled, including those not stored on-site, remain under control and are not subject to contamination or substitution.”

Cross-docking operations must not compromise product traceability, safety, or integrity. Even with minimal handling and temporary presence, each product must be accurately identified, documented, and protected.

Key Compliance Objectives

✓ Approve suppliers using risk-based assessments
✓ Monitor supplier performance through audits, reviews, and verification
✓ Ensure full traceability of materials to approved sources
✓ Establish and maintain raw material specifications and testing requirements

Step-by-Step Compliance Implementation

1. Develop a Supplier Approval Procedure

Key Components:

• Risk assessment of each supplier and raw material
• Documented approval criteria (e.g., certifications, audits, questionnaires)
• Defined approval status categories (approved, conditional, not approved)

Evidence to Maintain:

• Supplier approval procedure or SOP
• Completed supplier questionnaires, certifications, or audit reports
• Approved supplier list with risk ratings and review dates

2. Define Raw Material Specifications

Specifications Must Include:

• Product description and technical parameters
• Food safety and quality requirements (e.g., allergens, microbiological limits, chemical residues)
• Packaging, storage, and handling requirements

Evidence to Maintain:

• Signed and current raw material specifications
• Change control records for specification updates
• Certificates of analysis (COAs) or conformance (COCs)

3. Monitor Supplier Performance

Monitoring Activities Include:

• Scheduled supplier audits or desk reviews
• Tracking of complaints, delivery performance, and non-conformances
• Evaluation of corrective and preventive actions (CAPA)

Evidence to Maintain:

• Supplier audit or review reports
• Non-conformance and CAPA logs
• Supplier performance scorecards or dashboards

4. Manage Incoming Material Verification

Verification Steps:

• Inspection of incoming goods
• Sampling and testing of raw materials when required
• Approval and release before use in production

Evidence to Maintain:

• Receiving and inspection records
• Verification logs for COAs/COCs
• Material release documentation

Common Audit Findings & Recommended Fixes

Audit Finding	Recommended Action
No formal supplier approval process	Implement documented risk-based supplier approval and monitoring procedure
Missing or outdated supplier documentation	Review and update approval records regularly
No performance monitoring of suppliers	Establish routine performance reviews, complaint tracking, and corrective action follow-up
Lack of raw material specifications	Define detailed specifications with food safety criteria and supplier acknowledgment

Auditor Verification Checklist

Auditors will typically expect to see:

• Documented supplier approval and monitoring procedure
• Current approved supplier list with risk categorization
• Signed and maintained raw material specifications
• Supplier audit reports, monitoring records, and CAPA documentation
• Traceability evidence linking raw materials to approved sources

Implementation Roadmap

Build Your Program

✓ Develop and approve supplier and material evaluation procedures
✓ Perform initial risk assessments for suppliers and materials

Validate and Monitor

✓ Approve suppliers based on audits, certifications, or documentation
✓ Define material specifications and verification protocols

Operate and Track

✓ Inspect and verify incoming materials before release
✓ Monitor supplier performance and maintain traceability

Improve Continuously

✓ Reassess supplier risk profiles annually
✓ Update approval and monitoring processes based on performance trends or new risks

Why This Matters?

✓ Prevents unsafe or non-compliant materials from entering production
✓ Ensures supplier accountability and continuous improvement
✓ Strengthens supply chain control and resilience
✓ Demonstrates compliance and audit readiness

Support Tools Available

Food Safety Systems provides:

✓ Supplier approval and monitoring procedure templates
✓ Supplier audit checklists and questionnaire forms
✓ Raw material specification templates
✓ Supplier scorecard and monitoring tools

Food Safety Systems is an independent consulting provider. We offer support services to help businesses implement and maintain FSSC 22000-aligned supplier approval and monitoring programs but are not affiliated with, endorsed by, or certified by FSSC Foundation or any regulatory authority. All trademarks and references are used strictly for identification purposes only and do not imply endorsement or partnership.
For official requirements and guidance, visit www.fssc.com.