Every organic export shipment needs a transaction certificate on Tracenet, and many destinations need their own certificate too. Most delays come from small mismatches between these and the invoice. This episode explains the documents, the checks before applying, and a simple routine for several shipments.
The short version
- Every organic transaction needs a TC, issued by the Certification Body.
- The EU needs an e-COI in TRACES; the US and UK have their own certificates.
- Quantity, units, lots and consignee must match the invoice exactly.
- Keep the scope certificate valid for the product shipped.
The Certificates a Shipment Needs
An NPOP transaction certificate for every transaction, plus the destination's own certificate where required.
| Certificate | Issued by | When |
|---|---|---|
| Transaction certificate (TC) | Your Certification Body, on Tracenet | Every transaction, domestic or export |
| EU e-COI | Your NPOP certification body, in TRACES | Every organic consignment to the EU |
| US NOP Import Certificate | A USDA-accredited certifier | Every US shipment; USDA certification is needed as well |
| GB certificate of inspection | As the UK requires | Every consignment to Great Britain |
Market rules change; see the full shipping documents checklist and scope and transaction certificates.
Checks Before Applying
Match quantity, units, lot numbers, product and consignee with the invoice, and confirm the scope is valid.
- Quantity and unit identical on the invoice, packing list and application.
- Lot numbers that trace back to the farms and processing records.
- Product description that matches the scope certificate.
- Consignee name and address identical to the invoice.
- Scope certificate valid for the product and date.
- Enough approved stock on Tracenet for the quantity (see episode 4).
A Routine for Several Shipments
Prepare documents at packing, use a checklist per shipment, and check application status every day.
- At packing.Collect test reports, lot records and invoices.
- A checklist per shipment.Product, quantity, buyer, destination, lots and certificates needed.
- Apply early.Leave time for queries before the shipping date.
- Check status daily.Answer queries the same day.
Check yourself
Tap an answer to see whether you are right, and why.
Who issues an NPOP transaction certificate?
- APEDA
- Your Certification Body, on Tracenet
- The buyer
NPOP 4.4.4.2 requires TCs for all transactions.
What does every organic consignment to the EU need?
- Nothing extra
- An e-COI in TRACES
- A PGS certificate
Without it, goods are not released at the EU port.
Remember these things
- A TC for every transaction.
- Know the destination's certificate.
- Match the invoice exactly.
- Check status daily.
Matched documents and early applications keep shipments on schedule. KrushiFlow validates these fields and submits farmer records to the portal in bulk.