IFS Food Certification for Indonesian Seafood: 2025 Guide

A practical, Indonesia-specific playbook to pass the IFS Food v8 mock recall and traceability test for seafood processors. Step-by-step drill, mass balance examples, lot-coding logic, and the exact records auditors ask for.

IFS Food Certification for Indonesian Seafood: 2025 Guide

We’ve sat in dozens of IFS Food audits in Indonesia. The fastest teams finish the traceability test in under an hour. The slowest take all afternoon. The difference isn’t fancy software. It’s a simple, disciplined system that links source documents to lot codes and yields a clean mass balance on demand. Here’s exactly how we set that up and stress test it before auditors arrive.

The 3 pillars of a pass-ready IFS mock recall

1. Lot coding that embeds source identity. Your finished goods code must connect directly to vessel or pond, production shift, and date. If the lot code can’t be decoded by your own staff in 30 seconds, it’s too cryptic.

2. Paperwork continuity from origin to carton. EU catch certificate or farm harvest docs, BKIPM health certificate, receiving logs, production and packing sheets, rework logs, and shipping documents must tell one unbroken story. No gaps. No “we’ll find it later.”

3. Mass balance that closes. You should prove input equals output plus waste, trim, rework, and stock on hand. When the numbers don’t tie, auditors assume the traceability is weak, even if the labeling looks fine.

Week 1–2: Set up and validate the system (tools + templates)

Start with lot codes and a source register. We recommend an Excel workbook with three tabs that any auditor can follow without explanation.

• Tab 1 – Raw material register: supplier, species, FAO area, vessel or pond ID, landing date, EU catch certificate number (or farm harvest doc), BKIPM health certificate, RM lot code, received weight, QC release status.
• Tab 2 – Production ledger: RM lots issued, line, date, shift, product spec, process yields and waste, rework generated and used, in-process lot codes.
• Tab 3 – Finished goods ledger: FG lot code, pack date, line, pack format (IQF, IVP, IWP, block), carton count, net weight, pallet ID, destination, invoice/COA link.

A robust lot code pattern example for Indonesia:

FG lot = YYDDD-Ln-Spp-So-Shift-Run

• YYDDD: year + Julian day (25037 = 2025, Feb 6)
• Ln: line number (L2)
• Spp: species short code (YF for yellowfin, SHR for shrimp, GRP for grouper)
• So: source identity. Use the last 4–6 characters of the EU catch certificate for wild-caught, or PondID for aquaculture. Example: CATCH…6842 becomes 6842. For multiple sources, use a batch code that maps to all sources in Tab 1.
• Shift: A/B/C
• Run: sequential batch that day (R1, R2)

Example: 25037-L2-GRP-6842-A-R1 would map directly to a grouper lot from EU catch certificate ending 6842, packed on line 2, day 37 of 2025, shift A.

What records should be ready before an IFS mock recall in a seafood plant?

• EU catch certificate or farm harvest documents, plus BKIPM health certificate for the shipment
• Supplier CoA and unloading/receiving reports with temperatures
• RM lot creation and storage location records
• Production issue logs and yields by line/shift (include trim and waste tickets)
• Rework logs with when, where, and how used
• Packing and labeling records with carton and pallet IDs
• Shipping documents (DN, invoice, packing list) linking pallets to customers
• SKP or GMP-HACCP certificates and last verification records for traceability procedure

Do a desk drill now. Pick one of your high-mix SKUs like Frozen Shrimp (Black Tiger, Vannamei & Wild Caught) or an IQF fillet such as Grouper Fillet (IQF). Trace backwards to vessel or pond, then forwards to all customers. Time it. Under 60 minutes is the target.

Week 3–6: Run a full mock recall and mass balance

You’ll simulate an auditor’s test. They typically select one finished lot and ask you to show full backward and forward trace, including mass balance. Here’s the sequence we use.

Step-by-step IFS mock recall for seafood processors:

1. Define the start point. Choose a shipped FG lot, for example Yellowfin Saku (Sushi Grade) lot 25082-L1-YF-7721-A-R2.
2. Backward trace. Pull the production ledger and RM register to list all RM lots that fed this lot, including any rework. Add all source docs: EU catch certificate numbers or harvest docs, BKIPM certificate.
3. Forward trace. List all pallets, customers, invoices, and destinations that received any part of the lot. Include any in-house stock.
4. Mass balance. For each RM lot feeding the FG lot, show input kg versus outputs: finished goods, rework generated, waste/trim, and WIP remaining. Attach weigh tickets or line counts to prove weights.
5. Verify labels and times. Map line start/stop times to label printer logs or batch print records. Auditors love to see time alignment.
6. Close the loop. Confirm that the total quantity shipped plus stock on hand equals the finished quantity produced minus any shrink or recorded loss.

How do I calculate mass balance when shrimp from different ponds are mixed?

Let’s say you produced a block-frozen run of vannamei. You blended two ponds.

• Inputs: Pond A 1,200 kg. Pond B 800 kg. Total input 2,000 kg.
• Process yields measured: 66 percent FG yield to 1.5 kg blocks. Rework generated 30 kg. Waste/trim 50 kg. In-process carryover 10 kg.
• Output calculation: 2,000 kg x 66 percent = 1,320 kg FG. That’s 880 blocks of 1.5 kg. Rework 30 kg. Waste/trim 50 kg. WIP 10 kg. 1,320 + 30 + 50 + 10 = 1,410 kg. You’re missing 590 kg. Why?

What we often see is defrost drip or glazing not captured. Add two lines:

• Defrost/drip loss measured at issue: 22 percent on Pond A and 18 percent on Pond B. That’s 264 + 144 = 408 kg.
• Glaze applied: 6 percent on 1,320 kg FG = 79.2 kg water added.

Revised mass balance: 2,000 input − 408 drip = 1,592 kg net to process. FG 1,320 kg + rework 30 + waste 50 + WIP 10 = 1,410. The difference 182 kg is expected moisture loss during processing and thawing. If your line’s historical loss is 8–12 percent, then 182 kg/1,592 kg = 11.4 percent. That’s acceptable when you can prove drip and glaze numbers from records. Document these assumptions in the mock recall file.

How do I link EU catch certificate numbers to my finished goods lot code?

We don’t print the full EU number on retail cartons. Instead, embed a short source code in the FG lot and maintain a cross-reference table in the RM register. Example:

• EU CC: IDN-YF-2025-0007721
• Source code in lot: 7721
• RM lot: YF-7721-25020
• FG lot: 25037-L2-YF-7721-A-R1

Your backward trace then shows FG 25037-L2-YF-7721-A-R1 → RM YF-7721-25020 → EU CC IDN-YF-2025-0007721 → Landing docs, BKIPM certificate 25.02.037. Keep these links visible on one page.

Rework control for breaded shrimp lines

Rework is where audits unravel. For breaded lines, tag rework lots per shift, limit rework to same product family, and cap usage to a stated maximum (we use ≤10 percent). Rework ledger must show when rework was created and exactly which FG lots consumed it, with weights. If you mix rework across SKUs, mass balance becomes guesswork and auditors will write it up.

Handling mixed-lot tuna or multi-vessel production

For tuna processing traceability on Yellowfin Steak or Bigeye Loin, don’t mix vessels inside one FG lot. If you must, use a batch code that maps to all vessels and split the mass balance by vessel. List each vessel’s EU CC chunk, input kg, and its proportional output in FG. We often do proportional allocation based on input weight with a rounding rule that totals exactly to shipped kg.

Need a quick review of your mass-balance workbook or a ready-to-use Excel template? If you want our one-sheet traceability + mass-balance file we use in audits, Contact us on whatsapp. We’ll share it and walk you through in 30 minutes.

Week 7–12: Scale and optimize

• Barcoding. Move from hand-written carton IDs to printed labels tied to lot and pallet. A simple USB scanner feeding Excel is enough for many plants.
• Time alignment. Capture line start/stop and print logs per batch. This closes the “label time vs production time” gap auditors flag.
• Training. Run a 30-minute drill monthly with the QA and warehouse team. One scenario backward, one forward. Rotate SKUs, including IQF fillets like Pinjalo Fillet (IQF) and tuna items.

Can I run an IFS-compliant mock recall using Excel instead of software?

Yes. We pass IFS tests regularly with Excel, provided it is disciplined: locked formulas, version control, and printed batch files signed by QA. Software helps with speed, but poor master data still fails audits. Excel is fine until your SKU count or line speed makes scanning unavoidable.

How fast do I need to complete the IFS traceability test during an audit?

Auditors expect you to complete the traceability plus mass balance within the audit session. In our experience that means 2–4 hours on site. We aim for 60 minutes for the core trace and another 30 minutes for mass balance and rework proof. If you need to “wait for the warehouse” or dig through emails, you’re not ready.

The 5 biggest mistakes that kill mock recalls (and how to avoid them)

1. Lot codes don’t map to source. Fix with a decode key in the SOP and train operators to explain it in plain language.
2. Rework black holes. Create rework lots, cap usage, and show exact consumption in FG. No unlabelled bins.
3. Mass balance ignores drip, glaze, or WIP. Add these lines explicitly and support with weigh tickets or historical loss data.
4. Label time mismatch. Keep printer logs and line batch sheets aligned to shift times. Auditors will ask for them.
5. Documents scattered. Keep a mock recall file template with subfolders: 01 RM Docs, 02 Production, 03 Packing, 04 Rework, 05 Shipping, 06 Mass Balance. Drop PDFs there before the audit.

Resources and next steps

One-page IFS mock recall checklist you can use today:

• Pick one shipped FG lot and one WIP lot. Include a high-mix SKU like shrimp and a wholefish or loin product.
• Print RM register page showing EU catch certificate or pond harvest doc and BKIPM certificate numbers.
• Print production ledger entries with yields, waste, rework created and used.
• Print packing sheets, label logs, and pallet maps. Spot check two pallets physically.
• Run the mass balance. Show input to output with drip, glaze, trim, WIP, and rework.
• Forward trace to all customers. Include invoices and delivery notes.
• Time the drill. Record start/finish and sign by QA lead.
• Log corrective actions for any gaps and re-run within 7 days.

How often should you run mock recall drills? IFS expects at least one documented recall/withdrawal test annually, including mass balance. We recommend quarterly mini-drills plus one full-scope annual drill that includes rework and a mixed-source scenario. New lines or products, such as Mahi Mahi Portion (IQF) or Goldband Snapper Fillet, deserve their own test before first shipment.

Common traceability nonconformities we see in Indonesian seafood audits:

• EU catch certificate numbers not linked to FG lots in any register
• BKIPM health certificate missing in the mock recall pack
• Mass balance not including glaze or drip loss, causing unexplained variances
• Rework logs exist but don’t show where rework was used
• Warehouse pallet maps don’t match dispatch documents
• Training records unsigned or out of date for the traceability team

Two final 2025 notes. First, EU importers are leaning harder on clean vessel-to-carton mapping as CATCH e-certification use widens. Keep your EU CC cross-references tidy. Second, buyers increasingly ask for real-time trace proofs for high-value tuna and shrimp, so speed matters. If you can do the drill in 60 minutes with documents already bundled, you’ll impress both auditors and customers.

If you want to see how we map these records through our own SKUs like Red Snapper Portion (WGGS / Fillet) or Bigeye Steak, and what a pass-ready file looks like, View our products and ping us for an example lot pack.

Our experience shows that when teams own the numbers and keep the links tight, mock recalls become routine. And when mock recalls become routine, passing IFS Food isn’t a cliff. It’s just another shift that runs on time.