This article will provide you the complete process of handling organic products, from reception to picking, as well as with important information for when your Hub gets into an authority control from ÖkoP Zertifizierungs GmbH.
 | Receiving process: Conducting the incoming bio goods inspection and documentation via Flowtify checks is mandatory. Gaps in the documentation and traceability constitute a non-compliance with EU bio regulations and can lead to heavy fines, increased audit frequency and in case of repeated violations in the worst case the revocation of the bio certification. We need to assure and prove by documentary evidence that the bio products we order were also delivered by our suppliers. |
1. Receiving Process
You will receive the delivery bills either:
1. Analog, as papers: (Biokaiser, Zeit für Brot, Heimatgut, Recke Fleischwaren, Hoppenworth & Ploch, drinks)
2. Digital as email attachment: (only Rewe).
DE Local Bakery - Delivery Check
DE Other Suppliers - Delivery Check
Can’t find your stamp? Label the bill with “Bio ok” instead!
Example: Digital delivery bills (REWE)
Rewe delivery bills are ONLY digital. Upload a clear picture of the digital bill’s top part. Do not upload the TRT paper.
I incoming bio goods inspection
Have the delivery bill on hand or in case of REWE opened on computer
Check if the following infos are stated on the bill: Flink hub address, product information stating it’s bio, e.g. bio steak, Bionade bio, bio control number (e.g., DE-ÖKO-006)
Sample check: Do the delivered products match those stated on the delivery bill?
II incoming bio goods documentation
After the successful incoming goods inspection:
1. Capture the delivery bills
paper delivery bills: note or stamp with "Bio OK" and take a picture of the entire delivery bill
digital delivery bills: Take a clear picture of the header of the delivery bill
2. Choose the right Flowtify Check and upload pictures
You can find the Flowtify check in the section DE REWE / DE Other Suppliers / DE Local Bakery - Delivery Check Bio Products Rewe / Other
DE REWE: Only for Rewe bills
DE Local Bakery: Only for Zeit für Brot and Biokaiser
DE Other Suppliers: Only for Recke Fleischwaren, Heimatgut, Hoppenworth & Ploch, Drink suppliers
Important: only stamp and upload if delivery contains bio items!
2. Bio and Non-Bio Suppliers
The below suppliers potentially deliver bio goods. Only stamp and upload if bio items are present.
✅ Potential Bio Suppliers
Digital delivery bill:
Analog delivery bill:
Local Bakery:
Other Suppliers:
Other Suppliers (Drinks):
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🙅🏾♀️ Non-Bio Suppliers
These do not deliver bio products. No stamp, no upload.
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3. BIO OK Stamp
Please ensure that the bio goods reception and the Flowtify check are always carried out properly. Stamps and replacement pads can be ordered via Coupa.
Order Link: BIO OK Stamp (Coupa)
Note: If you cannot find your stamp, label the bill with a handwritten "Bio ok" instead.
4. Storage & Picking
Storage of Unpacked Organic Products:
Unpackaged organic products are to be stored separately from conventional products in IFCO boxes (no storage directly on the floor).
Picking BIO Products:
If the customer orders organic products, please make sure to not pick any non-organic products instead. If the stock is incorrect:
Check for additional backstock in another hub location.
If the stock is still incorrect, update Hub One.
Support & Resources
Flowtify Training: Read more about Flowtify here.
Audit Preparation: Go with the team through the ÖkoP Checklist.
Questions: Imani Reiser
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