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Certified Materials Management – Overview

Certified Materials helps suppliers provide Transaction Certificates (TCs) and supporting documents for their customers’ purchase orders in one central place.

Certified Materials lets you provide certification documents for the orders your customers (brands) place with you, so they can verify that certified materials are properly documented and compliant with the required standards.

🎯 What is Certified Materials used for?

Certified Materials helps you:

  • See which orders require certification documents

  • Upload TC documents and supporting documents in one place

  • Let AI automatically match your documents to the right orders

  • Check whether your documents are consistent with the order and certification standard (e.g. GOTS, GRS)

  • Track the review progress of each order

🔄 How it works

The workflow consists of four main steps:

  1. Receive orders

    Your customer adds their purchase orders and requests the certification documents they need. These orders appear in your Certified Materials list automatically, so you don’t need to create any orders yourself.

  2. Upload and review documents

    Upload your transaction certificates and supporting documents using Upload Docs. The system automatically classifies them and matches them to the correct orders. You then review the extracted information and confirm it. See How to respond to requests and upload TC documents.

  3. Submit for review

    Once an order is fully covered, open it and click Submit for review. See How to submit an order for review.

  4. Customer review

    Your customer reviews your documents. If everything is correct, they mark the order as done and it’s completed. If something needs fixing, they change the order status back to In Progress, so you can update your documents and submit again. See What defines an order as “Completed”.

📍 Where to find it

You can find Certified Materials in the left menu under Traceability → Certified Materials. Each row in the table is one order your customer has requested documents for.

  • Upload Docs (top right): Upload your TC documents and supporting documents.

  • Review Docs: Review and confirm the information the AI extracted from your files. It becomes active once your files are ready to review.

  • Quick filters: Use All, Needs attention and Completed above the table to focus on the orders that need action. If not all filters fit on your screen, Completed is grouped under +1 More.

  • Filter and Sort: Narrow down or reorder the list. You can filter by Order No, AI Validation, Status, Standards, Buyer and Season.

🤖 AI-powered automation

Certified Materials uses AI to:

  • Extract key information from your uploaded documents

  • Match documents to the correct PO(s)

  • Validate quantities, product references, and certification standards

This saves you from manually assigning documents to orders. You can follow the progress under AI processing in the top bar.

📊 Key concepts

These are the most important columns in the table:

  • Order No and Products: Your customer’s purchase order reference and the products and quantities ordered.

  • Coverage: Shows how much of the ordered quantity is covered by your documents. It must be equal to or greater than the ordered quantity before you submit.

  • Due Date: The deadline for submitting your documents. Dates shown in red are overdue.

  • Collected Evidence: Shows how many of each required document type have been uploaded: transaction certificates (TC), invoices (Inv) and shipping documents (Ship). A warning icon means a document is missing or still needs confirmation.

  • AI Validation: Shows the result of the AI check. Consistent means the documents match the order. Needs review means something should be checked.

  • Status: Tracks progress through the workflow: To Do → In Progress → In Review → Completed. Your customer can change the status back to In Progress if something needs to be fixed.

  • Standards: The certification standard required for the order, for example Global Recycled Standard or BCI.

The table also shows more details about each order:

  • Request From: The customer who requested the documents.

  • Buyer: The company that placed the purchase order.

  • Supplier Assignee: The person at your company that your customer assigned to the order.

  • Expected Shipment Date and Actual Shipment Date: When the order is planned to ship and when it actually shipped.

  • Season: The season the order belongs to, for example SS26 or FW25.

  • Last Updated: When the order was last changed, and by whom.

💡 Too many columns? Click the gear icon to hide columns you don’t need or change their order.

✅ Benefits

  • All certification requests from your customers in one place

  • Instant feedback on missing or inconsistent documents

  • Less manual work thanks to automatic document matching

  • Clear visibility on which orders are complete

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