Food Case Study

Milk Intake to Cold-Chain Dispatch on One System

A dairy processor tracked batches on paper, so a recall meant days of digging. ERPNext joined intake, traceability, quality and dispatch into one system.

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Results at a glance

MinutesRecall trace time (was days)Period not stated · Internal measure
30%Less wastage and spoilagePeriod not stated · Internal measure
100%Batch traceabilityPeriod not stated · Internal measure
12 wkFrom kickoff to livePeriod not stated · Internal measure

The challenge: Batches on paper, recalls measured in days

Milk intake was logged on gate slips, batch records were kept on paper, and expiry was tracked by hand.

When a supplier lot was questioned, staff spent days matching it to finished product, and near-date stock was often found too late and written off.

Gate intake on paper, hard to reconcile with payments.
No batch trail from milk intake to finished product.
Expiry tracked by hand, so near-date stock became waste.
Recall traces took days and pulled staff off the line.

The solution: One ERPNext system from intake to dispatch

We set up ERPNext so each milk intake is a batch at the gate, carried through processing with quality checks, and tracked to finished goods with expiry.

Dispatch picks the right batch in the right order.

Intake captured against supplier and batch.
Quality checks built into the production run.
Batch and expiry on every finished item.
First-expiry-first-out picking at dispatch.

How it was delivered: Set up to the food safety standard, then piloted

We built the batch and quality structure around the plant's food safety standard, kept gate capture quick for a busy intake, and ran a practice recall trace to prove it end to end before go-live.

Go-live took twelve weeks, timed ahead of the peak season.

The outcome: Recalls in minutes and far less waste

A trace that took days now runs in minutes, and every bottle links back to its intake.

Wastage fell by 30 percent because near-date stock is used first, and the last audit closed with no findings on traceability.

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Trace Every Batch From Intake to Dispatch

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