Indonesian Vegetables SQF Certification: 2026 Guide

A practical, low-cost system to pass the SQF 4-hour mock recall for Indonesian vegetable packhouses. Step-by-step lot coding, mass balance, smallholder grower codes, Google Sheets logs, QR labels, and a 4-hour drill plan you can run this week.

If you run an Indonesian vegetable packhouse, you already know this: the SQF 4-hour traceability test is where audits are won or lost. We’ve passed multiple SQF mock recalls within 4 hours using nothing fancy. Just clear lot codes, disciplined records, and simple tools most teams already use. Here’s our exact playbook for 2026.

What does SQF expect in a 4-hour mock recall for fresh vegetables?

SQF Edition 9 is direct about traceability. In a mock recall, auditors want to see you can:

• Trace back from a finished lot to all raw inputs and packaging in minutes, not hours.
• Trace forward from a suspect input to all customers, pallets, and batches it touched.
• Reconcile inputs and outputs with a documented mass balance.
• Retrieve records that are complete, legible, and controlled.
• Show you can notify stakeholders and decide withdrawal vs recall based on risk.

In practice, you’ll be asked to pick one finished lot. Then you’ll have 4 hours to show the one-step-back and one-step-forward chain, do a mass balance, list customers, and compile evidence. The evidence is what matters: receiving logs, grower codes, harvest dates, packing run sheets, cold-chain data, shipping docs, labels, and any corrective entries.

Takeaway: Put speed first. Design your codes and records so a trained person can pull the story in under 30 minutes. Everything else becomes easier.

The three pillars that consistently pass the SQF traceability test

In our experience, teams that pass quickly share three things:

1. Simple, readable lot codes. Codes should work on a whiteboard and in a spreadsheet. Avoid clever, compressed strings that only one person understands.

2. Low-cost digital discipline. A Google Sheets logbook, QR labels from a desktop printer, and controlled WhatsApp photo records beat expensive systems you don’t maintain. Consistency wins.

3. A drill culture. We run 60–90 minute practice drills each quarter. When the audit comes, the team already knows the script.

How do I design a simple lot code for mixed vegetable packs?

Here’s a format that works for Indonesian vegetables and smallholder aggregation. It’s human-readable, QR-friendly, and audit-proof.

Component lot code (for each single commodity):

• Format: Commodity-GrowerCode-HarvestDate-PHLine-PackDate-Shift
• Example: TOM-GRJBR-240101-L1-240102-A
  • TOM = tomatoes. Use 3-letter commodity codes (KYR for Japanese Cucumber (Kyuri), TOM for Tomatoes, BRM for Baby Romaine (Baby Romaine Lettuce), RRA for Red Radish, CRT for Carrots (Fresh Export Grade), ONN for Onion).
  • GRJBR = grower/cluster code. Keep it short and consistent.
  • 240101 = harvest date YYMMDD.
  • L1 = packhouse line 1.
  • 240102 = pack date.
  • A = shift.

Mixed pack finished lot code (e.g., salad or stir-fry mix):

• Format: MIX-Variant-PackDate-Line-Seq
• Example: MIX-SAL500-240102-L1-015
  • SAL500 = salad 500 g variant. Use a code customers recognize on the label.
  • Seq is the running number for that day and line.

Linking mixed packs to components: keep a “component map” for each MIX lot that lists the component lot codes and percentages. Example for a 500 g salad mix using our fresh lines:

• MIX lot: MIX-SAL500-240102-L1-015
• Components used in this run:
  • BRM-GRBDG-240101-L2-240102-A (baby romaine 50%)
  • LLR-GRBJN-240101-L2-240102-A (Loloroso (Red Lettuce) 30%)
  • RRA-GRCJR-240101-L2-240102-A (red radish 20%)

On the consumer label, show the MIX code and a QR that links to a short URL with the component codes. Auditors won’t scan retail packs, but the QR shows you’ve operationalized traceability.

Label text that audits well:

• "Lot: MIX-SAL500-240102-L1-015"
• "Packed: 02/01/2024"
• Optional QR URL: yourdomain.com/t/MIX-SAL500-240102-L1-015

Takeaway: One code per component, one code per mixed lot, and a quick component map. That’s it.

Which records must be retrievable within 4 hours?

We keep a single Google Drive folder per day with subfolders for “Receiving,” “Processing,” and “Shipping.” Inside, one Google Sheet holds the logs. Name files like 2024-01-02_PackhouseA_Traceability. Auditors love fast, standardized retrieval.

Pull these records during a mock recall:

• Approved supplier/grower register with grower codes.
• Harvest records from smallholders: date, location, quantity, field pesticide status.
• Receiving log: date/time, commodity, gross/net, pre-cool temp, grower code, assigned bin IDs.
• Processing/packing run sheet: component lot codes, waste/trim, packs produced, line, shift, rework.
• Cold-chain records: pre-cool, room temps, dispatch Temps.
• Packaging materials trace: film, labels, boxes, pallet wrap lots.
• Finished goods dispatch: pallet ID, lot, quantity, customer, vehicle, departure time.
• Corrections/deviations and who approved them.

Can WhatsApp photos count as evidence under SQF?

Yes, if they’re controlled. Our approach works well in Indonesia:

• Staff take photos of inbound produce, labels, and pallets. Include a paper slip with the lot code in the photo.
• Export each WhatsApp group chat monthly as PDF and save it to Drive.
• Add a short index in your logbook: timestamp, who sent, what the photo covers, which lot it belongs to.

Auditors accept this because the records are captured, backed up, and linked to the lot. It’s not fancy, but it’s real.

How do we calculate mass balance for smallholder aggregation?

Mass balance is the math proving that your inputs reconcile with outputs plus waste. Keep it simple and commodity-specific.

Example: Japanese Cucumber (Kyuri) single-commodity pack on 02/01/2024.

• Inputs from three growers: 520 kg total.
• Sorting and trimming waste: 8% = 41.6 kg.
• Net packable: 478.4 kg.
• Finished 350 g retail packs: 1,340 packs = 469 kg.
• Leftover WIP returned to cold room: 9.2 kg.
• Reconciliation: 469 + 9.2 + 41.6 = 519.8 kg. Variance 0.2 kg (0.04%).

Example: Mixed salad mass balance for MIX-SAL500-240102-L1-015, planned at 1,200 packs.

• Inputs: BRM 300 kg, LLR 180 kg, RRA 120 kg. Total 600 kg. Target output 600 kg finished.
• Trimming/wash loss: 7% overall = 42 kg.
• Finished packs produced: 1,100 x 500 g = 550 kg.
• Rework/leftover usable: 7 kg. Disposal: 1 kg.
• Reconciliation: 550 + 42 + 7 + 1 = 600 kg. Variance 0 kg.

Tip: Write acceptable loss ranges into your SOP by commodity. Tomatoes can lose 5–10% on sort. Leafy greens 7–12% after trim and wash. If you’re outside the range, document why.

How often should we run mock recalls and what scenarios work best?

SQF requires at least annual testing. We recommend quarterly, plus one peak-season drill. Rotate scenarios so your team sees both backward and forward tracing.

Scenario ideas that work in Indonesia:

• Residue alert. A lab flags pesticide residue in Baby Romaine (Baby Romaine Lettuce). Trace back to the grower cluster and forward to all customers.
• Label error. Wrong date on Tomatoes packs from L2 shift. Find where those pallets went and how many are left in stock.
• Cold-chain break. A data logger shows a 2-hour excursion on a pallet of Japanese Cucumber (Kyuri). Identify the pallet ID, customer, and sister lots.
• Mixed pack contamination. A foreign body found in a salad mix. Map every component lot and fork the forward tracing.

A practical 4-hour clock we use:

• 0–30 min: define scope, pull candidate lot, assign roles, open the logbook.
• 30–90 min: backward tracing to inputs and grower codes. Capture evidence links.
• 90–150 min: mass balance and yield check. Document variances.
• 150–210 min: forward tracing to customers and pallets. Draft notification language.
• 210–240 min: management review, improvement notes, sign-off.

Low-cost tool stack that stands up in audits

Here’s the stack we deploy when budget is tight:

• Google Sheets logbook with tabs: Growers, Receiving, WIP bins, Packing runs, Packaging lots, Dispatch, Corrections, Mock recalls. Protect ranges so only leads can edit formulas.
• QR labels from a desktop printer. Generate QR via a short URL app. Print both human-readable code and QR.
• Phone cameras and WhatsApp for photo capture. Back up monthly, cross-referenced in the log.
• A simple picker for unique IDs: CONCAT commodity + date + line + sequence. No manual typing of long strings.

Need a copy of our Google Sheets traceability and mass balance template? If you want us to tailor it for your commodities and grower network, just Contact us on whatsapp. We’ll share examples you can use tomorrow.

A practical traceability log template for smallholder-supplied vegetables

Key fields we include for “Receiving” and “Packing runs.” Keep each record to one row per event.

Receiving log (one row per truck/lot):

• Date/time, Commodity code, Grower code, Village/cluster, Quantity in kg, Temp on arrival, Field pesticide status, Assigned WIP bin ID, Pre-cool start/end, Inspector initials, Photo link.

Packing run (one row per component lot per run):

• Date, Line, Shift, Component lot code, Start qty kg, Waste kg, Net to pack kg, Finished lot code or MIX lot code, Packs produced, Packaging material lot, Supervisor initials, Photo link.

Dispatch (one row per pallet):

• Date, Customer, Pallet ID, Finished lot, Packs/cases, Dispatch temp, Vehicle, Driver, Delivery note, Photo link.

“Mock recall procedure template” in Bahasa Indonesia (outline)

• Tujuan: Menjamin penarikan produk dapat dilakukan dalam 4 jam.
• Ruang Lingkup: Semua produk segar yang dikemas di Packhouse A.
• Definisi: Penarikan, Penarikan Sukarela, Penarikan Kembali, Lot, Traceback, Traceforward.
• Tanggung Jawab: QA Lead, Warehouse Lead, Production Lead, Sales Admin.
• Prosedur: Pemilihan lot, Penelusuran ke belakang, Neraca massa, Penelusuran ke depan, Komunikasi, Dokumentasi.
• Pencatatan: Form log uji coba penarikan, lampiran foto, daftar pelanggan.
• Waktu: Target 240 menit dengan checkpoint setiap 60 menit.

Common mistakes we still see (and how to avoid them)

• Overcomplicated codes. If a new hire can’t read your lot code in 10 seconds, it’s too complex.
• No link between mixed packs and components. Keep a component map for every MIX lot. Even a one-line reference in your log is enough.
• Photos without context. A thousand WhatsApp pictures don’t help unless each is linked to a lot and timestamped.
• Mass balance ignored. Don’t guess. Log waste by commodity and shift. 2–3 minutes per run saves you during audits.
• Records scattered. One Drive folder per day. One logbook per day. Auditors want speed.

When this advice applies (and when it doesn’t)

This system is built for fresh vegetable packhouses, especially Indonesian exporters aggregating many smallholders. It works for lines handling Japanese Cucumber (Kyuri), Tomatoes, Baby Romaine (Baby Romaine Lettuce), Carrots (Fresh Export Grade), Onion, Purple Eggplant, and similar items. If you’re deeply processed, canned, or ready-to-eat with cooking steps, you’ll need additional controls and a different HACCP scope.

If you’re a buyer assessing Indonesian supply, we can walk you through how we implement this on specific lines and lots. Or browse the items we currently export-ready pack. View our products.

Final takeaway: keep the codes simple, the records centralized, and the drill frequent. Do that, and the “4-hour” part stops being scary. It becomes just another Tuesday run sheet with evidence you can pull up on your phone.