In case of food poisoning, you need to know within 24 hours which supplier caused the problem. Many kitchens have receipts, but no system to quickly trace back which risk products came from which supplier. In this article you'll learn how to record this without hassle.
Why this is so important
If something goes wrong with food, the NVWA wants to know within a day:
- Which supplier the product came from
- Which batch or lot
- When it was delivered
- How much is still in stock
Without a system, you'll spend hours searching through receipts. With proper registration, you'll find it in 2 minutes.
⚠️ Note:
For risk products like meat, fish and dairy, traceability is legally required. No registration can result in a fine.
Which products are risky
Focus your registration on products that spoil quickly or often cause problems:
- Meat and poultry: All types, including processed products
- Fish and shellfish: Fresh, frozen and smoked
- Dairy: Milk, cheese, cream, yogurt
- Eggs: Fresh eggs and egg products
- Fresh vegetables: Especially lettuce, tomatoes, herbs
- Frozen products: If the cold chain is interrupted
💡 Example registration:
Delivery March 15, 2024:
- Beef tenderloin 2kg - Butcher Jansen - Batch R240315
- Salmon fillet 1.5kg - Fish shop de Zee - Lot Z15032024
- Buffalo mozzarella 12 pcs - Dairy BV - Best by 22-03-2024
In case of problem: immediately clear which supplier and batch.
What you record per delivery
For each risk product note at minimum:
- Supplier: Name and contact details
- Product: Exact description
- Quantity: Weight or number of pieces
- Delivery date: When it arrived
- Batch/lot number: On packaging or receipt
- Best-by date: Best before or use-by date
- Temperature on arrival: Especially for refrigerated transport
💡 Practical example:
Food poisoning on March 20. Suspicion: chicken carbonara.
With proper registration:
- Chicken fillet delivered March 18 by Poultry Hendriks
- Batch number: KF180324-B
- Best by: March 22
- Temperature on delivery: 2°C (good)
Conclusion in 5 minutes: chicken was fresh and properly stored. Look for another cause.
Digital vs paper registration
Paper lists are often nowhere to be found when you need them. Digital registration has advantages:
- Search function: Find supplier or product in seconds
- Always available: Even when you're not in the kitchen
- Backup: Doesn't get lost like paper
- Photos: Take photos of receipts or packaging
An app like KitchenNmbrs has a supplier module where you can record per delivery which risk products come from which supplier. With the search function you can find everything back.
⚠️ Note:
Digital registration helps with tracing back, but you remain responsible for correctly entering all data.
How long to keep
Keep delivery registrations for at least:
- Fresh products: 6 months after best-by date
- Frozen products: 1 year after best-by date
- Processed products: 2 years
Practical: keep everything for 2 years. Then you're always covered.
💡 Pro tip for small kitchens:
Do you only have 2-3 suppliers? Then create a separate folder per supplier (digital or physical). That way you can quickly find all deliveries from one supplier.
How do you set up supplier registration? (step by step)
Make a list of your risk products
Write down all meat, fish, dairy, eggs and fresh vegetables you buy. Focus on products that spoil quickly. These are your priority products for registration.
Choose your registration method
Decide whether you'll work digitally (app, Excel) or on paper. Digital is more convenient for tracing back, but paper can work too if you organize it well per supplier.
Record what you note per delivery
Create a standard format: supplier, product, quantity, delivery date, batch number, best-by date and temperature. Make sure everyone uses this format.
Train your team
Explain why this is important and who records what. Usually the person receiving the delivery does the registration right away. Don't put it off until later.
Test your system
Try to trace back a product after 2 weeks. Can you find within 5 minutes which supplier delivered it and which batch? If not, improve your system.
✨ Pro tip
Take photos of receipts with your phone as backup. Sometimes there's more info on them than you write down, and in case of problems you still have the original.
Calculate this yourself?
In the KitchenNmbrs app you can do this in just a few clicks. 7 days free, no credit card.
Was this article helpful?
Frequently asked questions
Do I have to do this for all products?
No, focus on risk products like meat, fish, dairy and fresh vegetables. Dry products like rice and pasta are less risky and need less detailed recording.
What if the supplier doesn't provide a batch number?
Always ask for it. It's usually on the packaging or receipt. Without a batch number you can't trace which batch caused the problem.
How long does this take per delivery?
With a good system 2-3 minutes per delivery. Do it right when it arrives, not later. Then you won't forget details or lose receipts.
What about an NVWA inspection?
They often want to see an example of traceability. Pick a product from your cooler and show that you can find out within 5 minutes which supplier and batch it came from.
Can I do this with Excel?
Yes, but searching becomes difficult with many deliveries. A digital system with search function is more convenient. Many kitchens use an app like KitchenNmbrs for supplier registration.
What if I forget to register?
Try to fill it in afterwards using receipts. But make it a habit to register right when the delivery arrives. That prevents forgetting.
📚 Sources consulted
- EU Verordening 852/2004 — Levensmiddelenhygiëne (2004) — Official source
- EU Verordening 853/2004 — Hygiënevoorschriften voor levensmiddelen van dierlijke oorsprong (2004) — Official source
- EU Verordening 1169/2011 — Voedselinformatie aan consumenten (2011) — Official source
- NVWA — Hygiënecode voor de horeca (2024) — Official source
- NVWA — Allergenen in voedsel (2024) — Official source
- Codex Alimentarius — International Food Standards (2024) — Official source
- FSA — Safer food, better business (HACCP) (2024) — Official source
- BVL — Lebensmittelhygiene (HACCP) (2024) — Official source
- Warenwetbesluit Bereiding en behandeling van levensmiddelen (2024) — Official source
- WHO — Foodborne diseases estimates (2024) — Official source
Food Standards Agency (FSA) — https://www.food.gov.uk
The HACCP standards shown in this application are for informational purposes only. KitchenNmbrs does not guarantee that displayed values are current or complete. Always consult the FSA or your local authority for the latest regulations.
Written by
Jeffrey Smit
Founder & CEO of KitchenNmbrs
Jeffrey Smit built KitchenNmbrs from 8 years of hands-on experience as kitchen manager at 1NUL8 Group in Rotterdam. His mission: give every restaurant owner control over food cost.
HACCP-compliant in minutes, not hours
KitchenNmbrs has a complete HACCP module: temperature logging, cleaning schedules, receiving controls, and corrective actions. Everything digital, everything traceable. Try it free for 14 days.
Start free trial →