How Is New Raw Material Received at the Factory

Every batch of cookies, crackers, stick biscuits, and snack items begins its journey at the receiving bay of our factory in the Thach That - Quoc Oai Industrial Zone in Hanoi. The raw material receiving process involves strict document verification, physical sampling by QA/QC personnel, controlled unloading, and systematic storage. This protocol ensures all incoming ingredients meet our safety and quality standards before entering the active production floor.

Arrival and Document Verification

The receiving process starts the moment a delivery truck reaches our factory gates. Security personnel log the vehicle details and direct the driver to the designated waiting zone. Warehouse administrators receive the delivery documents from the driver. They cross-check the delivery order against our internal purchase order system. This step confirms we are receiving the correct material in the expected quantity. The purchasing department receives a notification regarding the arrival. We verify several critical details before proceeding:

• Supplier delivery orders against internal purchase order numbers.
• Lot numbers, production dates, and expiry dates.
• Certificates of Analysis for the specific batch.

Every batch must come with a valid certificate. Any discrepancy in the paperwork halts the receiving process immediately. A missing document means the truck remains in the holding area until the supplier provides the necessary files.

Physical Inspection and QA/QC Sampling

Once the paperwork is verified, the truck backs into the receiving dock. Warehouse operators open the truck bed under the supervision of QA/QC personnel. The first step is a visual inspection of the entire load. The team looks for signs of pest infestation, water damage, dirt, or compromised packaging. They check the internal temperature of the truck if the material requires cold chain transport.

If the visual check passes, QA/QC takes representative samples. The sampling rate follows standard industry practices, often estimating around the square root of the total containers plus one. For bulk ingredients like flour or nutritional cereal powder, staff use sterile probes to extract samples from deep within the bags. These samples go directly to our internal laboratory for rapid testing. The laboratory team tests for moisture levels, sensory attributes, and specific physical parameters.

Unloading and Temporary Staging

The unloading process begins while the laboratory analyzes the gathered samples. Forklift operators carefully move pallets from the truck into a temporary staging area inside the warehouse. This specific staging zone is separated from the main storage racks. It holds materials that are strictly pending quality approval.

Warehouse staff conduct a physical count during the unloading phase. They verify that the number of bags, boxes, or totes matches the delivery documents exactly. Operators also inspect the physical condition of every pallet. Broken wooden pallets are rejected or replaced to prevent safety hazards in the warehouse racks. Each unloaded pallet receives a temporary identification tag holding its lot number and receiving date.

Final Approval and Storage Put-Away

The materials remain in the staging area until the QA/QC department issues their final verdict. If the laboratory tests confirm the material matches the required specifications, QA/QC issues an approval status. Approved materials receive a visible green pass label. Only labeled pallets are authorized for movement into the main storage areas.

Warehouse operators use reach trucks to move the approved pallets to their designated racking locations. We maintain specific storage zones to comply with the strict factory standards we have upheld since our establishment in 2012:

• Temperature-controlled zones for sensitive ingredients used in our chocolate and candy lines.
• Dedicated staging areas for allergens to prevent cross-contamination.
• Segregated racking for Halal-certified materials to meet Halal (HCA/JAKIM) separation guidelines.

These storage environments are monitored continuously for temperature and humidity. This strict separation complies with ISO 22000:2018 standards and supports our FDA facility registration requirements. Any material failing the QA/QC tests receives a red rejection label and is moved to an isolated quarantine area for return to the supplier.

System Recording and Inventory Update

The final step in the receiving process bridges physical movement with digital data management. Warehouse administrators update the enterprise inventory software. They input the received quantity, supplier batch number, internal lot code, and expiry date. This creates a traceable digital record for every single ingredient. The system applies a standard rotation rule to manage stock consumption.

The purchasing department receives an automated notification that the delivery is complete and verified. This real-time data visibility supports our production planning team. It allows them to schedule manufacturing runs for our OEM clients and our own branded goods, such as Atela, Braka, Pingo, Coconut, Oceanfish, KOME, Nutrinut, and LIBRA. Accurate digital records ensure a smooth material flow through the factory. This efficiency supports our ability to maintain consistent distribution across 63 provinces and export to nearly 20 international markets.

Suppliers and potential partners can reach out to our team to learn more about our procurement standards, manufacturing processes, or OEM capabilities. Contact us at support@libracorporate.com or call +84 985 981 919 to discuss potential collaborations.