Building an Ingredient Register That Passes Audit

The ingredient register is the document auditors return most often. Not because it is wrong, but because it is incomplete.

Columns you must have

1. Ingredient name — exactly as printed on the supplier's packaging, not the generic name.
2. Trade name and code — where the supplier uses a product code.
3. Supplier and manufacturing plant — both, because they frequently differ.
4. Country of origin.
5. Halal certificate number for the material, with its validity date.
6. Issuing body — for imported materials, confirm the body is recognised by BPJPH.
7. Critical status — critical, non-critical, or exempt.
8. Supporting documents — the number and date of each attached document.

The most common mistakes

• Listing a generic name ("red colouring") instead of the specific one.
• The material's halal certificate has expired by the time the audit runs.
• Processing aids left off because they do not appear in the final composition.
• Discontinued ingredients still listed, so the auditor asks for documents that do not exist.

A practical habit

Keep one folder per ingredient holding the certificate, the specification, and the CoA. Name the files to a consistent pattern. When an auditor asks for evidence on a given material, you open one folder rather than hunting through five.

And set a reminder 90 days before each material certificate expires. An expired supplier certificate is the single biggest cause of failure at re-audit.