Production records
Practical Action
Products may be sold and dispatched immediately; placed into the product store; placed in
quarantine if there is a problem that needs to be resolved or if awaiting quality testing; placed
into a rework section if the products are not satisfactory; or sent for disposal if they are unsafe.
This technical brief describes records that can be used for each stage of production:
processors may need to select which of these are appropriate to their own enterprise,
depending on the scale and complexity of their operation.
Records for raw materials, ingredients and packaging
Processors should use standard procedures and records for ordering all ingredients, packaging
and other materials. For example at the end of each week, the storekeeper assesses the stock
balances and, with the production supervisor, calculates the amounts of materials that need to
be ordered to meet the production required in the following week. The storekeeper then uses a
Stock Order Form (Table 1) to order the required amounts. This is then authorised by the
owner and given to the finance officer to place the orders.
Table 1. Stock order form
Date:
Stock items
Flour
Unit kg
Total stock
available
Total stock
required
Balance of stock
required
Total stock to be
ordered
Oil Salt Colouring Sugar Sachets
litres kg
g
kg
Pack of
1000
Labels
Roll of
2000
Cartons
Sealing
tape
Pack of
500
Rolls
Authorised
Date
(Owner/Manager)
If the incoming goods are satisfactory on delivery, the storekeeper completes a Goods Received
Note (GRN) (Table 2) and sends a copy to the finance officer, who updates the delivery
information and completes the necessary paperwork for the owner to authorise payment of the
invoice.
2