Custom app for receiving and segregating VLOG batches
Guaranteeing GMO-free status depends on the gate. A driver arrives with a load whose papers are either correct or just slightly off, and someone has to decide on the spot whether that consignment may enter the certified flow. If that decision is only recorded back in the office, the load is already in the silo.
What must happen on receipt
Part B of the VLOG standard, version 26.01, published on 1 September 2025 and mandatory from 1 January 2026, treats the intake check as a knock-out criterion. At goods receipt the accompanying documents are checked for designation and seal, and for bulk loads the packaging itself. If those documents are incomplete or ambiguous, they are returned to the supplier. If you trade in certified batches, their certification is also checked at least once per calendar year.
Beneath this lies a second layer. Regulation (EC) No 183/2005 provides that you may only source animal feed from establishments that are registered or approved, and prohibits businesses without such registration from carrying on their activities. Annex II of the same regulation requires that processed animal feed be kept separate from unprocessed feed materials, that storage and transport prevent confusion and cross-contamination, and that containers and equipment for transport, storage, handling and weighing are clean.
On the GMO-free side, segregation itself comes into play. The standard requires that unsuitable batches, through spatial or temporal separation, never enter the certified flow at any point, that every process step carries an unambiguous identification, and that transport vehicles are demonstrably cleaned at least dry. Demonstrably is the difficult word here: it is an action performed by a driver, recorded at that moment.
How we build this
Everything that matters arises at a weighbridge, a hatch or a silo. What is entered later in the office is a transcription with a time that is not accurate.
Papers, designation, supplier and destination in a single step, with an outcome: accepted, claimed or rejected.
Silo, bay, tank or warehouse. Without a location, a segregated flow is an agreement rather than a record, and when a result comes back no one knows which bay was involved.
Label, time, recipient and retention sample belong to the sample itself. Whoever links them later does so from memory.
What was in the compartment before this load and which cleaning was carried out. That is the information the loading decision rests on.
What the app does in practice
The intake check at the gate carries the whole. The rest depends on how much you process yourself and how much you only store or transport.
Opening the batch by scanning
A code on the consignment note or the bay opens the correct batch with its origin and destination, instead of searching a list while the driver waits.
Intake check with an outcome
Papers, designation, seal and the validity of the supplier document, concluded with accepted, claimed or rejected.
Location and flow linked to the batch
Which bay, which silo or which tank the batch has gone into, and which flow it belongs to.
Sample with label and retention
Sampler, time, location and the retention sample. The laboratory result is later attached to that same batch.
Blocking and releasing
A doubtful case places the batch in a visible state that stays in place until someone with the right role releases it. We use the same set-up in our HACCP registration app.
Works in the yard and in the shed
At a weighbridge or at the back of a shed, coverage drops out. Everything is recorded locally and synchronised afterwards, with the original time stamp.
Who we build for
What you need to record on receipt depends on what you do with the batch. Four situations.
Storage, handling and transport
You touch the product without processing it, and that is where the separation lies. For the supply chain side and certificates, there is VLOG software.
Feed mill operators
Lines, silos and a receiving hatch where the day begins. What is recorded here fills the batch administration and connects to your wider software for the food industry.
Cultivation, arable farming and the yard
This is where the first document is created, on which everything afterwards rests. For cultivation itself, there is crop registration with an audit file and agricultural administration.
Premixes and additives
Small quantities that end up in many finished products. On receipt, the labelling on the packaging counts, because it travels all the way into the feed mix.
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Scheme requirements and labelling change, and what you check on receipt differs by scope. Everything relating to control points, flows and document types should be configurable.
Why Appfront
The check belongs at the gate
We build the intake check as an action at the place where the load stands. A form filled in later in the day records what someone remembers.
A flow needs a location
We tie every batch to a bay or silo. Separation that exists only in a procedure leads to nothing when a result comes back positive.
Images of the load and the compartment
We record time-stamped images at the loading decision. When there is a dispute about the condition of a compartment, the rest depends on memory.
We do not assess your batches
Whether a load may enter the certified flow is decided by your own employee within your procedure. We build the tool with which he records that decision.
Security and privacy
An intake record shows who you buy from, in what quantities and with what results. That data runs across devices that stand all day at a hatch or a weighbridge. We therefore set access by role and by site, so that a driver or an external sampler sees only his own action, and every inspection is logged.
More important still is that an intake decision cannot quietly change afterwards. A batch that was first rejected and later accepted should appear in the file as two events. We record checks, samples and release decisions as unalterable, with time, place and person, even when synchronisation happens later, and any correction appears as a visible correction alongside the original value. How we handle security ourselves is set out in our information security policy; reports from outside go through our CVD policy.
Frequently asked questions about intake and separation
The accompanying papers for the designation and seal, and in the case of bulk the packaging. If they are incomplete or unclear, you complain to the supplier. Trade in this context comes with its own certification, at least once per calendar year. This incoming check is, by default, a knock-out requirement.
Because the designation on the end product has nothing to rest on if the first link is wrong. The separation of streams, the handling of non-conforming batches, traceability and crisis management carry the same status. A shortfall there is not a point for attention during an audit but a blockage.
Before loading, it must be known whether the cargo compartment is clean and what it last held. For road transport this means at least the last three previous loads with the corresponding cleaning operations; for rail transport, the last load and the last cleaning. That record, with date and signature, must be available for inspection, and the cleaning regime follows the international transport database.
By tying the batch to a location and not just to a status. Spatial or temporal separation must prevent unsuitable batches from entering the certified stream at any point, and every processing step carries an unambiguous designation. Transport vehicles are demonstrably cleaned dry at a minimum.
The standard asks for the batch's best-before date plus one year, and at least two years in total, unless statutory requirements demand longer. That longer period does exist: anyone placing on the market products consisting of or produced from GMOs keeps records for five years after each transaction of who supplied them and to whom they were supplied.
Yes. A weighbridge is outdoors, and coverage drops out at the back of a warehouse. Everything is recorded locally and synchronised later, preserving the original timestamp. That moment determines whether a batch was assessed before or after unloading.
The VLOG software is the office system: supplier certificates with their scope, the monitoring plan and tracing through the chain. This app is the moment itself: the load in front of you, the sample being taken, the bay in which the batch disappears. The one supplies the evidence the other relies on.
It depends on the number of intake points, whether you transport the goods yourself, and whether integrations are needed with a weighbridge, your ERP or a laboratory. The intake check with batch registration is usually quick to put to use; integrations cost more. We give a reasoned estimate after the discovery phase.
Do you know what was in this load before?
At the next unloading, ask for the previous three loads of that compartment and the cleaning carried out in between. If the driver cannot show that, the loading decision has been made without the data that belongs to it. We build this as a standalone app and as part of a wider custom software project.