It’s hard to believe it’s November already and the new year is just around the corner. But each year around this time a familiar scene takes place in food manufacturing plants. Production ramps up, holiday shutdowns are approaching and there’s a mad dash to review, verify or close out quality and safety records. If only there were a tool that could prevent the chaos of scrambling to reconcile paperwork, tracking down missing reports, updating CAPAs, or fixing incorrect batch logs.

That tool is the ERP system. But many companies aren’t using it to its full potential.

Companies have long used ERP platforms for planning, procurement, inventory and financial reporting. But they often still use spreadsheets or paper-based methods for quality and safety records. The result is data silos and increased risk of incomplete or outdated documentation. A recent study by TraceGains found that “69% of food and beverage brands still rely on manual processes, including paper documents.”

This post will examine why managing quality records outside of an ERP can lead to chaos, the risk and cost of underutilizing your ERP, and how modern ERP systems can help food companies finally get a handle on routine compliance.

ERP Readiness for Food Manufacturers

Download this guide to discover how to identify readiness gaps, engage key stakeholders, and plan for critical functionality. Avoid common pitfalls before you invest.

ERP Is Built for Quality

Many modern ERP systems have built-in functionality for managing quality tests, deviations, non-conformance results, environmental monitoring, audit trails and more. These features make it easier to comply with certification and regulatory requirements such as FSMA, ISO 22000 or GMPs.

Making the most of your ERP’s full functionality helps to integrate documentation into your daily workflows.

CAPAs are tracked automatically
Deviations are logged in real time
QC checks become tied directly to lots
Production records remain complete and searchable
Supplier documentation stays current

With audit trails generated automatically, audits become more efficient and less disruptive. Most companies already have these capabilities through their ERP, but they just aren’t using them.

The Cost of Underutilizing ERP for Quality

When food manufacturers rely on manual processes to manage quality, instead of using their ERP system, even the most diligent teams can struggle to maintain consistent and accurate documentation. Without a centralized system for capturing routine QC activities, your organization can be vulnerable to gaps affecting compliance or traceability.

Plus, the responsibility of constantly updating quality documentation through manual work increases inefficiency. Error rates can also rise because handwritten or hand-keyed data can create discrepancies which affect audits. A IFT report found that “integrated traceability systems can reduce the direct costs of recalls 90% for short shelf life products and 95% for longer shelf life products.”

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"Relying on fragmented systems—manual logs, siloed data, and inconsistent protocols—slows down response times, impairing flexibility when it matters most."

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How to Start Using ERP for Quality Control

Getting more value from an ERP may not require a new system. You may just need to use your current ERP’s tools more effectively. Entering QC data directly in the system supports FSMA, GFSI, SQF, and BRCGS requirements for digital traceability and record accuracy.

QC checks should be entered directly into the ERP instead of spreadsheets or paper logs
Deviations and CAPAs should be documented digitally and routed through defined workflows
Environmental results can be uploaded into the system immediately
ERP workflows should be used to manage holds, releases, and approvals, ensuring no product moves forward without documentation
Supplier documentation should be linked directly to material master data

Dashboards and alerts can be used to highlight overdue tasks, missing information, or documentation gaps.

Final Thoughts on Using ERP for Quality Control

Your quality documentation can mean the difference between a smooth compliant operation and scrambling to fix records plagued by errors, delays and risk. Making the most of your ERP’s built-in functionality can help keep facilities compliant, organized and audit-ready.

Ultra can help maximize the value from your existing ERP software or provide expert guidance in selecting a modern ERP to move your company forward. To learn more about Ultra Consultants’ Value Realization process, request your free, no-obligation discovery call today.