Track each lot from intake through storage, dispatch and delivery. FAO guidance calls for mapping process and distribution, and recording monitoring and corrective actions (FAO control guidance).
Lot records show which loss point the cold chain could affect.
Separate the type of loss first
Physical spoilage is decay, crushing or evidenced temperature damage. Record a safety hold, returns, spec rejection, label errors and stock differences under separate reasons; do not infer spoilage without evidence. FAO’s food loss and waste framework covers different chain stages.
Keep a short lot-level record
Use one unit at each stage; record opening, accepted, spoiled, other write-offs and handed-on quantities. Link weigh tickets, quality and temperature records to the lot. If evidence is missing, leave the cause unexplained.
| Stage | Quantity to record | Keep separate |
|---|---|---|
| Intake | Received, accepted, rejected | Spec rejection / evidenced damage |
| Storage | Opening, issued, closing stock | Spoilage / count variance |
| Dispatch | Loaded, delivered, returned | Transit damage / commercial return |
| Outcome | Usable, destroyed | Spoilage / other write-off |
Add date, lot, quantity and unit, responsible hand-off and supporting record to every row. If calculating a period rate, keep numerator and denominator definitions fixed: compare physical spoilage with product entering that stage. Report other write-offs as separate quantities or rates; do not merge the categories.
Test the cold-chain contribution with evidence
An excursion alone does not prove spoilage. Match its duration and sensor position to the lot’s quality assessment before attributing damage. Records locate discrepancies and guide control checks; they do not establish a universal rate or savings claim.
