Optimizing Potato Procurement Through Cold Chain Digitalization

In the highly perishable potato supply chain, delays, manual errors, and poor traceability can result in quality loss, rejection, and financial setbacks for both farmers and agribusiness companies. Cold chain logistics is crucial to preserve produce quality from farm to market, yet many procurement operations still rely on paper-based processes and fragmented data systems. 

potato procurement, potato procurement for cold chain management

About the Company

The Company is a food manufacturer based out of Ahmedabad. They are into Potato Value Chain from last 1 year which includes 70% of Export Market (Gulf and West side) i.e. French fries and 30% Domestic Market. They procure potato only of the finest seed variety, raw materials sourced from reputable suppliers, and our production processes are rigorously controlled and monitored to ensure consistency and purity. They pride on commitment to customer satisfaction.  

Industry

Food Manufacturer

Region

India

Use Case

End to end Potato Supply Chain Traceability

Features Used

  • Farmer Master 
  • Crop Management 
  • Input Distribution 
  • Inventory Management 
  • Harvest Planning 
  • Procurement 

The Problem

An agribusiness company sourcing potatoes from multiple growers faced: 

  • Manual data recording using grower slips, weighment slips, and store receipts, leading to errors and delays. 
  • Limited traceability of produce once it entered cold storage. 
  • No centralized visibility over quantities, rejections, or storage conditions across chambers, floors, and racks. 
  • Inefficient inventory release for grading, repacking, and dispatch due to lack of real-time coordination between field officers and cold storage supervisors. 

These bottlenecks caused procurement delays, loss of quality during storage, and disputes over accepted vs. rejected quantities.

Solutions

The company implemented a mobile-based cold chain inventory management system that digitized the entire potato procurement process: 

potato procurement, potato procurement for cold chain management
  • Field Officer Mobile App to capture grower slips (QR-coded), vehicle details, vendor and farmer names, transporter details, and GRN (Cold Storage Receipt Number). 
  • Cold Storage Integration to record gross/net/tare weight, quality test results, and accepted/rejected quantities. 
  • Digital Storage Mapping with chamber, floor, and rack numbers linked to each lot for easy retrieval. 
  • Image Uploads for CS receipts and LR copies to maintain proof of transactions. 
  • Searchable Filters for instant access to any record by source, lot number, vehicle, or storage details. 
  • Real-Time Updates on inventory status for timely grading, repacking, and outward dispatch. 

The Results

  • 100% traceability from farm to storage to dispatch. 
  • Reduced errors in record-keeping by eliminating manual data entry. 
  • Faster turnarounds for inventory release, cutting delays by up to 40%. 
  • Improved grower trust through transparent weight and quality records. 
  • Better cold storage utilization with precise rack/chamber mapping. 

Key Takeaways

  • Traceability isn’t optional in perishable supply chains—digital systems ensure real-time oversight. 
  • Integration between field officers and cold storage eliminates delays and disputes. 
  • Lot-level storage mapping reduces retrieval time and prevents losses. 
  • Digital proof of transactions builds trust among farmers, buyers, and storage operators. 

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