COA Requirements

Summary

The following requirements are necessary for TraceGains to process incoming COAs electronically. The COA data must be provided in a standardized, fixed template, saved either as an Adobe PDF-format document, Word, or as an Excel XLSX spreadsheet file, and emailed to the customer (preferably the former).

List of COA Requirements

• All COAs must be submitted to the customer's configured COAs email address. 
  • Example: COA@abccustomer.com
• The COA must be in original, digital PDF, Word, or XLSX format. It CANNOT be a faxed or scanned document, because the system will not be able to read that document and it will be rejected.
• The COA must contain the following:
  • Your supplier item ID
  • Manufacture or expiration date
  • Lot number
  • Supplier manufacturing plant address
  • Customer's PO number
• The email subject line must have the following:
  • PO number in the format of PO ######
  • Ingredient name
  • Ingredient lot number
  • Supplier’s name 
    • • Example Subject Line: PO 556900, L BORNYL ACETATE, Lot #: RFd45120, AJ Farms
• The COA must be submitted prior to the load arriving at the customer’s receiving dock.
• A PDF COA can contain multiple lots, but only one lot per page. That page must be clearly identified as an individual COA, with all the lot's identification data present.
• An XLSX COA can also contain multiple lots, but only one lot per spreadsheet row with all the lot's identification data on that one row.