Beantrace · EUDR preparation support

EUDR supplier file checklist for coffee and cocoa teams.

Use this checklist to take stock of one supplier or representative shipment before asking for more documents. It is a preparation aid, not a complete statement of the legal information your organisation may need.

Identify the business and source relationship.

Keep the supplied name, address, contact, role, and source document together. Note whether the record refers to a producer, farm, cooperative, exporter, trader, or another party in the chain.

  • Supplier or producer name and contact details
  • Business role and relationship to your organisation
  • Source file and date received
  • Internal supplier reference, if used

Record where the commodity is linked to production.

Capture the country, region, farm, and plot references supplied to you. Keep original identifiers and translations so another reviewer can trace the information back to its source.

  • Country and region of production
  • Farm, producer, cooperative, and plot identifiers
  • Commodity and relevant product description
  • Any assumptions that still need confirmation

Keep location data with its supporting context.

Store supplied coordinates, boundaries, or map references with the file they came from. Record which supplier and plot each item is intended to describe, and flag anything that does not match clearly.

  • Coordinates or supplied boundary files
  • Location-data source and date received
  • Supplier and plot link
  • Missing, duplicate, or unclear references

Connect evidence to the working batch or shipment.

A supplier file becomes easier to review when invoices, lots, batches, purchase records, and shipment references use a consistent working identifier.

  • Invoice or purchase reference
  • Lot, batch, or shipment identifier
  • Date or period
  • Link to the relevant supplier and origin record

List what is present without assuming what it proves.

Create an index of certificates, permits, contracts, declarations, and other supporting records. Record their source, date, and apparent relationship to the supplier or shipment, then flag questions for review.

  • Document name and source
  • Issue, expiry, or review date where relevant
  • Supplier, plot, or shipment relationship
  • Authenticity, completeness, or scope questions

Finish with gaps, owners, and next actions.

A useful working file shows what was received, what was reviewed, what remains open, who needs to respond, and when the record should be revisited.

  • Visible evidence gaps
  • Supplier follow-up questions
  • Review owner and status
  • Next action and review date