Batch traceability in PE/PP granulate transloading

At a glance

Batch traceability is the ability to trace each granulate lot from producer through transloading to end customer. In practice it means: knowing which big-bag entered which compartment of which silo trailer at what moment, under what order number.

For corporate customers (LG Chem, Borealis, Synthos, SABIC) — this is foundation of cooperation. Without batch tracking — a transloading terminal cannot meet contractual quality requirements.

Why traceability matters — granulate producer perspective

A PE/PP granulate producer (LG Chem, Borealis, SABIC) is responsible to their end customer for material quality. The end customer (e.g. medical film producer, cosmetic packaging, food packaging) has their own specifications and quality requirements.

When the end customer raises a claim — typically the problem concerns a specific production lot, e.g. “lot 2025-04-15-PE-LD-7” had MFI variations outside specification. The producer must quickly identify:

1. Which other lots from the same period may be affected — review of production protocols, raw materials, process parameters
2. Where those lots are in the distribution chain — which are still in warehouse, which already at customers, which in transit
3. Whether the issue affects the entire lot or specific big-bags — sometimes the defect is local (one production batch, one raw material lot)

Without batch traceability at transloading terminal level — the producer loses control over step three. Sales recall must be broad (entire production from period), costing many times more than maintaining batch tracking standard with partners.

What exactly we track at SMIALA terminal

Big-bag level

Each physical big-bag has its identity in the system:

• Producer lot number — from label affixed by supplier (e.g. “BAT-2025-04-15-PE-LD-7-1024”)
• Container/delivery number — from shipping documents
• Terminal arrival date — automatic timestamp at inbound weighing
• Warehouse location — zone/rack/level
• Status — arrived / in warehouse / loaded / dispatched
• Operating staff — employee identification from system

Transloading level

At silo trailer loading:

• Customer order number — reference through entire process
• Silo trailer registration — and model (Spitzer SF/SK, Feldbinder Cement, etc.)
• Compartment number — for multi-compartment silo trailers
• Big-bag sequence — which entered first, second, etc.
• Start/stop times — minute precision
• Loading operator — identification
• Silo trailer driver — from documents

Final documentation level

In transloading protocol:

• List of all big-bags (lot numbers) loaded into silo trailer
• Big-bag ↔ compartment ↔ time position linkage
• Total weights (gross/net) — verification against declared volume
• Operator and driver signatures
• Attachments: photographs of key moments (container opening, first big-bag opening, final compartment before closing)

Workflow in practice — step by step

Step 1: Material arrival with lot numbers

Supplier sends advance notification with list of lot numbers in container. ERP system at terminal receives this list before material arrival.

Container enters site. Operator:

• Verifies container number against list
• Scans first big-bags during unloading (sample every 5–10 big-bags)
• Records unexpected discrepancies (missing label, damaged label) in system as exception

Step 2: Warehousing with batch segregation

Big-bags from different lots are physically segregated in warehouse:

• Each lot has its zone (or rack) with clear marking
• ERP system knows location of each big-bag
• Operator can at any time display: where is lot X, how many big-bags, what weight

This requires operator discipline and audit procedures — a warehouse with 2000 big-bags can look chaotic, but the system must know exactly what is where.

Step 3: Loading preparation

Customer orders loading to silo trailer. Operator receives:

• Order number from system
• List of big-bags to load (typically all from given lot)
• Receiving silo trailer number

Before compartment opening:

• Verify compartment cleanliness certificate (or wash on site)
• Check silo trailer compatibility with customer requirements (compatible type with material)

Step 4: Loading with per-big-bag recording

Each big-bag before lifting over inlet:

• Label scan or manual number entry
• System confirms link with active order
• Recording start of emptying time
• After completion — recording end time

This allows later reconstruction of sequence: first big-bag entered at 09:32, second at 09:36, etc.

Step 5: Final documentation and data transmission

After compartment closing and silo trailer weighing:

• System generates transloading protocol (PDF)
• For customers with EDI integration — automatic completion notification
• Customer receives full lot ↔ compartment ↔ weight map

Corporate standards — what they require

Corporate producers (e.g. LG Chem) — full traceability requirement

Typical requirements that major PE/PP producers place on transloading terminals handling their material:

• Per-big-bag tracking mandatory
• Dedicated silo trailer compartment per lot (no mixing)
• Compartment cleanliness certificate before each loading
• Photographic documentation of material condition (sample every 5–10 big-bags)
• Data exchange format agreed individually with the customer
• Documentation retention: typically several years

Borealis / SABIC / INEOS

Similar requirements:

• Full batch-level traceability
• Dedicated equipment for premium grades (no shared forklifts/compartments with other materials)
• Audit access — possibility of on-demand audit with 30 days advance notice
• Reporting: weekly activity reports

Food-grade / FDA customers

Additional requirements:

• Higher granularity of photographic documentation
• Cleanliness certificates with microbiological testing (for contact-grade materials)
• Documentation retention 10 years
• Dedicated forklifts and operators with food hygiene certifications

Integration with customer systems

EDI format

Most common for large customers. Standard messages:

• DESADV (Despatch Advice) — customer to us: incoming delivery notification
• RECADV (Receipt Advice) — us to customer: receipt confirmation with lot numbers
• INVRPT (Inventory Report) — periodic warehouse status report

Setup: 2–4 weeks at start. Requires coordination with customer IT and field mapping.

REST API

For customers with modern ERP systems — direct access to our system. Endpoints:

• GET /orders/{id} — order status
• GET /batches/{batch_id}/location — lot location in our warehouse
• POST /orders — new order (from customer system)
• GET /protocols/{order_id} — transloading protocol

Authentication: API key rotated every 90 days.

XML feed

For customers needing periodic reports — daily/weekly XML with activity. Downloadable via FTPS or sent by email.

Audits and compliance

Internal audits

ISO 9001:2015 requires internal audits — conducted annually by designated audit team (non-operational). Scope:

• Batch tracking procedures
• SOP documentation currency
• Sample 20 orders from year — full documentation control
• Operator interviews — do they know and apply procedures

Customer audits

Customers may audit our process — typically every 12–24 months. Procedure:

• Audit notification: 30 days
• Initial audit agenda agreed with customer
• Audit: 1–2 days on site
• Audit report: 4 weeks post-audit
• Corrective action plan (if required): another 4 weeks

Standard audit covers: historical order documentation, ERP system, operator interviews, warehouse visit, observation of real transloading operation.

External certification body audits

ISO 9001:2015 certification audited annually by accredited certification body. Scope: full quality management system including traceability procedures.

What to do when customer reports a claim

Standard procedure

Customer contacts us with:

• Order number
• Problem description
• Information from which end customer the claim originated

Our response (up to 4 business hours for orders <6 months):

• Full transloading protocol
• List of all lot numbers in given silo trailer
• Time sequence of loading
• Photos from process (if available)
• Operator and driver signatures

Customer based on this documentation:

• Identifies which other shipments may have contained the same lot
• Contacts granulate producer with specific lot number
• Decides on potential distribution recall

Recall procedure (when lot defect confirmed)

If producer announces lot recall, customer contacts all intermediaries (including our terminal). Procedure:

• Identification: which big-bags/silo trailers from this lot are still at us or passed through us
• Communication: list of all recipients from our stock
• Action: standstill on given lot, awaiting producer instructions
• Documentation: recall report — actions taken, big-bags held/withdrawn, dates

Response time: 8h for status confirmation, 48h for full action list.

Contact

PHS Magnum / SMIALA

• Phone: +48 664 135 005
• E-mail: biuro@magnumchorula.pl
• Address: ul. Kościelna 9, 47-316 Chorula, Poland

For batch traceability inquiries:

• Historical claims — please provide order number
• New customers — possibility of system and procedure presentation (on-site or remote)
• Traceability audit — 30-day advance notice

Related: Big-bag to silo trailer — workflow · Container to silo trailer — for importers · Storage with batch segregation · Asian import workflow · Visit our facility · Contact