Milk Intake to Cold-Chain Dispatch on One System

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 We 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.