Customer formulations, specifications, blend batches and certificates of analysis in one lot record.
Sample requests, customer formulations, specification limits, raw material approval, blend batches, laboratory results, certificates of analysis, packing and shipments sit in one record per lot. The lot shows the approved recipe revision, the raw lots tipped into the ribbon blender and the moisture or microbiology figures measured afterwards. A technologist repeats a trial exactly. The laboratory prints certificates from its own numbers.
- Customer product codes, recipes and specification limits keyed in exactly as your technologist writes them on the trial sheet
- Open orders, formulation workbooks and approved supplier lists migrated before the first blend
- Release and approval rules named by your technical director, down to who may sign a recipe revision
Makers of seasonings, flavours, spice blends, starches and functional powders for other food companies keep customer formulations, specifications and blend batches in software that GullySystem configures. Each lot links its raw lots, laboratory results and certificate of analysis, and retention bags are shelved by lot so a complaint search finds the right one. Approval follows your quality procedure.
What goes wrong before the software.
How the work flows through it, step by step.
- 1
Enquiry and sample
A buyer states the specification, the technologist makes a bench trial in the pilot blender, records the recipe revision and posts the sample with the courier slip attached. Feedback comes back to the same record.
- 2
Approval
Feedback is typed against the sample, and once the buyer accepts a formulation it becomes a product code held for that customer with its revision date. No other customer shares that code.
- 3
Order
A purchase order opens a blend batch carrying the approved recipe revision, the quantity in kilograms and the sack, drum or tote packing the buyer asked for. Nobody retypes the recipe.
- 4
Weighing and blending
Raw lots are weighed against the recipe, tipped into the ribbon blender for the set mixing time, sieved over the rotary sifter and passed through the metal detector. Each reject is weighed and noted.
- 5
Laboratory release
Moisture, bulk density, particle size and any parameter the customer names are tested on the lot, and the lot is released or held against that buyer’s limits. A held lot cannot ship.
- 6
Shipment
Sacks, drums or totes are packed with the customer’s label, the certificate of analysis is printed from saved results and a retention bag goes onto its labelled shelf. The delivery note follows.
What is inside.
Every module can be switched on, left out or changed to match how your team already works.
The business modules it is built from.
Each one is also available on its own, or inside a system built for you.
- Product Management
Each customer’s product code holds its approved recipe, revision history and approval date, so production never blends from an unapproved copy.
- Bill of Materials
The approved recipe becomes the weigh list for a blend, and the raw lots actually weighed are written beside each line.
- Batch and Serial Tracking
Every blend lot links to its raw lots and to the retained bag on the shelf, in both directions for a complaint search.
- Quality Control
Moisture, particle size and customer parameters are compared with the limits for that customer, and the lot is released or held.
- Vendor Management
Suppliers are approved per ingredient and customer, and a delivery from an unlisted source is stopped at receipt.
- Document Management
Customer specification sheets and test methods are filed against the product code, with the version in force shown to the lab.
- Order Management
Customer orders open blend batches and packing runs, then close with a delivery note and the certificate for that lot.
- Workflow and Approvals
A trial recipe moves from draft to sent to approved, with each step and the person who signed it recorded.
How we would put it in.
Setup, data migration, integrations and anything built on top.
One system, each person sees their part.
For technical and formulation staff
Hold trial recipes, send samples and follow each buyer’s feedback until a formulation is approved and receives its product code. A repeat trial reuses the saved revision.
For laboratory staff
Enter test results against each lot, compare them with the limits the customer set, and print the certificate of analysis that travels with the shipment. Nobody copies figures across.
For production leads
Open the blend batch, weigh raw lots to the recipe, and record sifting and metal detector checks before the sacks are stitched. The batch record fills as work proceeds.
For purchasing
Order raw materials from approved suppliers only, and see which customer product codes a change of spice or starch source would touch. Substitutions are never silent.
For sales and customer service
Check sample status, answer a buyer’s question about a lot, and send the certificate or delivery note straight from the record without walking to the plant. Answers come from one place.
The numbers the owner asks for.
- Samples out and awaiting feedback by customer and recipe revision
- Formulation revisions with approver and approval date
- Lots released, held and rejected by failed parameter
- Raw lots used in a chosen customer product
- Certificates of analysis issued by shipment
- Retention bags due for disposal by shelf
- Open orders by customer product code
Who this is built for.
- Seasoning, curry powder and spice blend makers supplying food brands
- Flavour and colour houses selling to beverage, confectionery and snack makers
- Starch, protein isolate and functional powder producers
- Premix and coating makers for bakeries, batter lines and meat processors
- Contract blenders that make private-label ingredient products
When it is not the right choice.
- A brand that fills retail packs for shoppers, with no customer specifications or certificates, would be better served by Manufacturing Production Management Software instead.
- Excipient makers may prefer Pharmaceutical Manufacturer Management Software.
Adapted to your business before it goes live.
You are not handed a login and left to it. The product is set up around your records, your people and the tools you already use.
Works alongside
- SMS
- Laboratory instrument import
- Label printer
- Accounting export
Questions owners ask before a demo.
What is kept when a recipe changes?
The earlier revision stays on file with its approval date and approver, and a new version needs a named signature before the weigh list can use it. History is never overwritten.
Can the certificate follow a customer’s own format?
Yes. The layout, wording and parameters shown are stored per customer and are filled from the lot’s saved results, including batch number and best-before date. Each buyer keeps its own format.
How are trial samples recorded?
Each sample carries its recipe revision, quantity, courier slip and the feedback received, so a repeat trial can be weighed from the very same revision. Feedback stays attached to it.
Can we block a lot from an unapproved supplier?
Yes. The lot is held at receipt when its source is missing from the approved list for that ingredient or customer, and the hold names the buyer affected. Purchasing sees the hold too.
Does it support lots blended from other lots?
Yes. A blend can draw on intermediate lots such as a pre-mix or roasted base, and the trace follows each stage back to the original raw lot. The trace also runs forward.
Can retention samples be listed by shelf position?
Yes. Each retained bag is recorded with its lot and shelf, and a list of those due for disposal appears as the date nears. Shelves get cleared on schedule.
Do we have to change the way the laboratory works?
No. The laboratory keeps its methods, and results are keyed by hand or read from an analyser export before each value is compared with the limit the customer set. The bench routine stays the same.
What happens at the first meeting?
We take one of your customer products and walk through its recipe, specification and a past shipment with its certificate, using the sheets your technologist keeps. A written proposal then states the cost.
Wondering what it would cost? Share your requirements and an engineer will come back with a scope.
Businesses that use this.
See Food Ingredient Manufacturer Management Software with your own data.
Tell us how you run things today. We’ll show you the parts that matter to you and say plainly what would need changing.
- No obligation
- A reply within one business day
- Your details stay private
Start with your requirements
Seven short steps that tell us what you need. An engineer reads them before getting in touch.
Share your requirements