Incoming Inspection — Standard Operating Procedure & Checklist
1. Purpose & Scope
This procedure defines the step-by-step process for inspecting incoming shipments of paprika (powder, flakes, whole pods) upon arrival at the warehouse or processing facility. The incoming inspection verifies that the received product matches the order specification, the packaging is intact, and no visible quality issues exist before acceptance.
Scope: All paprika shipments received at Dinweys (Qingdao).Co.,Ltd. warehouses or contract warehouses. Applies to raw material (whole pods) and finished product (powder, flakes) from approved suppliers.
Regulatory Basis: GMP requirements per ISO 22000:2018 Section 7.4.3 (Monitoring and measuring of external supplies) and HACCP Principle 1 (Hazard Analysis) regarding receiving CCPs.
2. Equipment & Consumables
| Item | Specification | Purpose |
| Infrared Thermometer | ±0.5°C accuracy | Check container temperature |
| Hygrometer / RH Meter | ±3% RH accuracy | Check ambient humidity |
| Flashlight | LED, high-lumen | Inspect container interior |
| Sample trier / probe | Stainless steel, 500 mm length | Core sampling from bags |
| Sealable sample bags | PE, zip-lock, 500 g capacity | Hold samples for QC lab |
| Permanent marker | Waterproof, ethanol-resistant | Label samples |
| Weighing scale | ±0.1 kg, platform type | Spot-check bag weights |
| Inspection mirror | 360° articulating | View behind pallets |
| Camera | Smartphone or digital | Document condition |
| PPE | Gloves, dust mask, safety glasses | Operator protection |
| Pallet scale / dolly scale | ±1 kg | Verify pallet net weight |
3. Detailed Procedure — Step by Step
Phase 1: Document Verification
| Step | Action | Details |
| 1.1 | Verify shipping documents | Compare packing list, B/L, and COA against PO (product name, grade, quantity, batch number) |
| 1.2 | Verify COA values | Confirm COA test results meet the agreed specification for the grade ordered |
| 1.3 | Check origin documentation | Certificate of Origin matches PO requirements |
| 1.4 | Check fumigation certificate | Present if required by destination country |
Phase 2: Container & Packaging Inspection
| Step | Action | Details |
| 2.1 | Inspect container exterior | Check seal number matches docs; no signs of tampering, damage, or rust holes |
| 2.2 | Measure container interior temp | Use IR thermometer on interior walls. Acceptable: 15–30°C for ambient; 18–22°C for reefer |
| 2.3 | Smell for off-odors | Open container and stand back 30 seconds. Note diesel, chemical, mold, or musty odors |
| 2.4 | Inspect pallet condition | Pallet intact, dry, no mold, no chemical stains |
| 2.5 | Inspect bag/carton condition | No tears, holes, water damage, insect activity, staining |
| 2.6 | Inspect stretch wrap | Wrapping intact, not loose or torn |
| 2.7 | Check for pest activity | Look for webbing, frass, live/dead insects on pallets, under bags, in corners |
Phase 3: Product Inspection
| Step | Action | Details |
| 3.1 | Open representative bags | For powder/flakes: open 3 bags per 1,000 kg (or per agreed AQL sampling plan) |
| 3.2 | Visual examination | Color, uniformity, absence of foreign matter, lumps, discoloration |
| 3.3 | Odor check | Characteristic paprika odor; no musty, sour, chemical, or burnt aroma |
| 3.4 | Feel/moisture check (field test) | Squeeze powder in hand — should not clump or feel damp |
| 3.5 | Spot check bag weight | Weigh 3 random bags; should match declared net weight ±1% |
Phase 4: Sampling for QC Lab
| Step | Action | Details |
| 4.1 | Collect composite sample | Using probe trier: take 3 cores per bag from 5 random bags → composite to ~1 kg |
| 4.2 | For whole pods | Manually collect ~500 g from 3 random bags; include pods from top, middle, bottom |
| 4.3 | Label each sample | Product name, batch number, supplier, date, inspector initials |
| 4.4 | Seal in moisture-proof bag | Double-bag if ambient humidity >65% |
| 4.5 | Transfer to QC lab | Within 2 hours of collection |
Phase 5: Disposition Decision
| Step | Action | Details |
| 5.1 | Immediate acceptance | All checks pass → stamp "Accepted" on receiving report |
| 5.2 | Conditional hold | Minor issues (1–2 bags torn, slightly low weight) → "Hold for Review" pending QC Manager decision |
| 5.3 | Rejection | Critical issues (pest infestation, mold, chemical odor, water damage, seal broken mismatch) → "Rejected" immediately; quarantine area; notify QC Manager |
| Inspection Information | |
| Date & Time of Inspection | |
| Inspector Name | |
| PO Number | |
| Supplier Name | |
| Product Name & Grade | |
| Batch/Lot Number(s) | |
| Container Number | |
| Seal Number | |
4.1 Pre-Inspection Document Check
| Check | Pass | Fail | N/A | Notes |
| Documentation matches shipment | | | | |
| Batch number on COA matches labels | | | | |
| COA results meet specifications | | | | |
| Certificate of Origin matches | | | | |
| Fumigation certificate (if required) | | | | |
4.2 Physical Inspection
| Check | Pass | Fail | N/A | Notes |
| Packaging condition (no tears, holes, moisture damage) | | | | |
| Container condition (no odors, pests, water) | | | | |
| Product appearance (color, uniformity) | | | | |
| Absence of foreign material | | | | |
| Odor (characteristic, no off-odors) | | | | |
| Pest activity (none detected) | | | | |
| Bag weight verification (within ±1%) | | | | |
4.3 Sampling
| Check | Completed | Notes |
| Representative samples collected per plan | | |
| Samples labeled with batch number and date | | |
| Samples sealed in moisture-proof containers | | |
5. Acceptance Criteria & Decision Rules
| Condition | Decision |
| All checks PASS, COA meets specification | ACCEPT — move to inventory |
| One or more minor non-conformances (1–2 torn bags, minor color variation, temp slightly outside range) | HOLD — notify QC Manager; may conditionally accept with CAPA against supplier |
| COA fails specification (e.g., ASTA below minimum) | REJECT — return to supplier or renegotiate grade |
| Pest infestation, mold growth, or chemical contamination | REJECT IMMEDIATELY — quarantine area; sanitize receiving zone |
| Seal number mismatch or evidence of tampering | REJECT — notify security and procurement |
| Odor contamination | REJECT — paprika absorbs odors; cannot be rectified |
6. Recording Requirements
- Complete inspection checklist for EVERY incoming shipment.
- Digital photos of container, pallets, representative product, and any damage.
- Log container temperature and ambient humidity.
- All records retained minimum 5 years.
- Data entered into ERP/LIMS within 24 hours.
7. Calibration / Verification
| Equipment | Frequency | Method |
| Platform scale | Annually / after move | Certified test weights |
| Infrared thermometer | Quarterly | Ice bath (0°C) / boiling water (100°C) check |
| Hygrometer | Annually | Saturated salt calibration (75% RH) |
8. Troubleshooting
| Scenario | Corrective Action |
| Container temperature >30°C | Document; accelerate QC lab testing (moisture, ASTA with priority); notify customer if transshipment |
| Bag weight < declared by >2% | Weigh entire pallet; if systemic, reject pallet/shipment |
| No COA accompanies shipment | Place on hold; request digital COA immediately; do not unload without COA |
| Inconsistent color across bags | Take separate samples from each color population; test each; may require sorting |
| Container has diesel/chemical odor | DO NOT unload. Reject shipment. File claim with carrier. |
9. References
This document is part of the official technical documentation library for paprikabulk.com operated by Dinweys (Qingdao).Co.,Ltd. All rights reserved. For the latest version, visit paprikabulk.com.