Seed Potatoes at Farm Trans: a behind-the-scenes look into the logistical control room

Seed potato season is a unique time of year with an intensive logistics process. This distinctive product requires specialised logistics and strict quality standards. Each year, Farm Trans meets these needs by assembling a temporary seed potato department for our customers that is fully dedicated to this process. With a team of experienced planners, customer service specialists, drivers and a range of trailers, every detail is carefully coordinated. In this article, three of our specialists tell you more about how this logistics process works and the challenges it poses.

The Seed Potato
Seed potatoes are cultivated for potato propagation. They come in a wide range of types and sizes and are sorted accordingly. Seed potatoes demand high quality. These potatoes are planted in the ground and sprout in about 12 to 14 weeks.

Besides normal seed potatoes, there are also cut seed potatoes. This involves cutting one large seed potato into two parts, so that not one, but two potato plants grow from it. Seed potatoes are a high-quality product and have a high cost price, so proper maintenance throughout the entire process is essential. For this reason, Farm Trans conducts additional inspection rounds on its equipment before, during and after transport to ensure that the trucks, trailers, covers, etc. are all watertight.

Seed Potato Planners
Our special team of seed potato planners faces several challenges. First and foremost, the planning team ensures that the trailers have been promptly cleaned and disinfected prior to being scheduled for use. They also communicate frequently with the people at the loading and unloading addresses. Danny Plomp, one of our planners, has been working in the seed potato department for four years and explains more.

During seed potato season, the seed potato department tries to plan two to three days ahead. As soon as the department has a general schedule, they first call the loading locations to ask whether the times they have selected are feasible. Danny continues: ‘In consultation, we determine the unloading times, and we also contact the unloading address to discuss these with them. Once everything has been planned, we allocate the trucks for the trips.’

The seed potato planners provide the seed potato drivers detailed instructions during this period. Danny explains why: ‘The drivers need to load the exact weight. They must also weigh the truck and trailer at additional times, such as before loading begins.’ The seed potatoes planners look for weighbridges near the loading/unloading locations for the drivers so they can do this. The driver scans the weighing slip, and it is immediately forwarded to the seed potato planning team.

This team consists of three colleagues. They alternate their working hours so that a planner is on duty from 07:00 to 19:00. Loading and unloading are almost never done in the dark in order to monitor the quality of the seed potatoes. Before each loading time, an inspector is on hand to examine the quality of the seed potatoes. This is not required when unloading seed potatoes, but an inspector is sometimes present anyway. Farm Trans is affiliated with Nederlandse Aardappel Organisatie (NAO), the Dutch potato organisation. Carriers and car washes can join the organisation to guarantee the quality of seed potatoes. If necessary, the seed potato planning team seeks out a car wash that can disinfect a trailer — according to NAO standards, of course.

Documentation by the Customer Service Specialists
Customer Service plays an indispensable role in the special seed potato department. They ensure that the entire process behind the scenes aligns seamlessly with how the logistical challenges involving seed potatoes are handled — from order creation to completing the administrative paperwork. Remco Mouwen, a Bulk Customer Service team lead, took the time to explain what goes on ‘behind the scenes’.

Orders are created, just like in the standard planning process. We give this extra attention during seed potato season: each shipment is unique and characterised by specific properties. All seed potato orders come with a note that indicate they involve seed potatoes and provide the exact weight that the customer requires. Next, the potato variety, quality letter rating, and size of the potatoes are registered. Finally, we place special emphasis on the need to clean and disinfect. Remco explains: ‘Normally, you assume the standard procedure, but now there’s extra emphasis on several areas. By stressing these details and characteristics, processing an order becomes easier.’

Customer Service also ensures that telephone numbers and other contact details for loading and unloading addresses are properly recorded in the order. Remco: ‘This ensures our colleagues in the planning department always have easy access to the required information. Colleagues from our regular team have been part of the seed potato department for years.’

At the loading address, drivers receive the grower number for the shipment: all seed potato growers have their own number. This has to do with tracing the seed potatoes. This number is always noted in the order and in the CMR. Why? Remco: ‘This is necessary for our records and for the financial completion of an order.’ After a trip has been completed, Customer Service ensures that all documents are present, such as the disinfection certificate, the weighing slip, the packing slip and the CMR. Finally, Customer Service also handles invoicing the customer.

Customer Portal and Customised Solutions
Sales obviously also plays an important role in seed potato season. As a Bulk account manager, Lennon Davis is closely involved. In this role, Lennon highlights Farm Trans’ logistics services, such as our unique seed potato department. He does this by looking at customer needs and offering customised solutions.

Farm Trans offers its customers the option of having their own customer portal. In this portal, customers can track their shipments, see current statuses and request the related documentation. Lennon: ‘If a shipment is sent out today, we can provide the documentation the next day on the customer portal. How do we do that? All trucks in our fleet are feature on-board computers with document scanners. Our drivers scan the documentation immediately after a shipment has been sent out, so it is immediately uploaded to our portal. We therefore offer our customers the opportunity to quickly provide information and all documentation for rapid processing.’

Seed Potato Quality: Cleaning and Disinfecting
Quality is crucial for seed potatoes and has an impact on the entire shipment. Reynout Walkate, QESH manager, explains more: ‘That is why separate transport, cleaning and disinfection are critical. Before heading out with seed potatoes, the equipment is cleaned and disinfected. Disinfection is necessary to definitively remove any traces of infectious disease that may have been present in previous loads.’

If a trailer only transports seed potatoes, it does not need to be continuously disinfected. Once every seven days will suffice. During seed potato season, Farm Trans reserves part of its fleet to transport everything as safely and efficiently as possible.

Precision, expertise and collaboration are key during seed potato season. Seed potatoes require special handling because of the strict quality standards involved. The seed potato department organises your logistics with an eye for detail and quality. By offering customised solutions for each customer, Farm Trans guarantees that this special logistics process is handled efficiently and reliably. Would you like more information about the seed potato department? Feel free to contact them at: seedpotato@farmtrans.com.