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How to respond to requests and upload TC documents

This guide explains how suppliers respond to document requests from their customers and upload Transaction Certificates (TCs) in Certified Materials.

🔔 Step 1: Find your requests

When a customer requests documents from you, you’re notified by email, under Your active tasks on your dashboard, and in your notifications (bell icon).

To see all requests, go to Traceability → Certified Materials in the left menu. Each row is one order you need to provide documents for.

🔍 Step 2: Understand what is required

For each order, check:

  • Order No: your customer’s purchase order reference

  • Products: the products and quantities ordered

  • Coverage: how much of the ordered quantity is already covered by your documents

  • Due Date: the deadline for submitting your documents

  • Collected Evidence: which documents you have uploaded so far (TC, invoice, shipping document)

  • AI Validation: whether your documents are consistent with the order

  • Status: where the order is in the workflow (To Do, In Progress, In Review, Completed)

  • Standards: the required certification standard (e.g. GOTS, GRS)

👉 Start with orders that have low or no coverage, or an upcoming due date.

⬆️ Step 3: Upload your documents

  1. Click Upload Docs in the top-right corner.

  2. In Upload Evidence Files, drag and drop your files or click Choose file…, then click Upload N file(s).

Supported formats: .pdf, .jpg, .jpeg, .png, .webp. Maximum file size: 50 MB.

💡 You can upload several files at once. If one TC covers several orders, you only need to upload it once: the system links it to all the orders it covers.

The system then reads your files, identifies the document type, and matches each file to the right order(s). You’ll receive a notification and an email when your files are ready to review.

✏️ Step 4: Review and confirm your files

  1. Click Review Docs.

    You can also open the review from your order list.

  2. Files that need your input are shown at the top of the list under Needs Your Attention.

    This can happen for two reasons:

    • The document type could not be identified. Select the correct type from the dropdown and click the checkmark to confirm.

    • The file could not be linked to an order. Click + Assign under Orders Linked, select the correct order and click Save. You can only link orders that your customers have requested from you.

  3. Expand each file to check the extracted values. Click any value to correct it.

  4. When all files are marked as ready, click Confirm & Map Uploaded Files.

Important: The information in your files is extracted by AI, so always check it before confirming, especially article numbers and quantities. These values are used to calculate coverage. If a value is wrong, correct it manually, or delete the file and upload it again.

📊 Step 5: Check your progress

After you confirm your files, the system matches the article numbers to the order and updates:

  • Coverage, which increases as your documents cover more of the ordered quantity

  • Collected Evidence, for example TC 2, Inv 1

  • AI Validation, which flags any mismatches between your documents and the order details. If it shows Needs review, click it to see why: the order’s Document content check compares each file with the order and shows which values don’t match, for example a gross weight that differs between the TC and the packing list.

The coverage bar shows your status at a glance:

  • ⚪ Grey: no coverage

  • 🟡 Yellow: partial coverage. The order is not fully covered yet, so don’t submit it.

  • 🟢 Green: fully covered

  • 🟠 Orange: overcoverage, meaning the covered quantity is higher than the ordered quantity. This still counts as fully covered, but check that your documents are linked to the right order.

All files linked to an order are listed under Evidence in the order details.

✅ Step 6: Make sure the order is fully covered

Before you submit, click the order number to open the order details and check that:

  • the covered quantity is equal to or greater than the ordered quantity, for example 2500/2500 delivered. It must not be lower.

  • all required documents are uploaded and correct, and any mismatches flagged by the AI are fixed.

Important: The Submit for review button is available even if the order isn’t fully covered yet. Only submit once the covered quantity is equal to or greater than the ordered quantity and you have checked that everything is correct.

📤 Step 7: Submit for review

Once the order is fully covered, click Submit for review in the top-right corner of the order details. Your customer is notified that the order is ready to review.

After submitting, the button changes to Submitted for review and the order status changes from In Progress to In Review. You can’t make further changes unless your customer changes the status back to In Progress.

🔁 If your customer finds something to fix

If your customer finds a problem during the review, they change the order status back to In Progress. Check the status of your submitted orders regularly. When an order is back in In Progress, open it and upload the new version using Upload in the Evidence section.

Then go through Review Docs and Confirm & Map Uploaded Files as described in Step 4, and submit the order again. The new version appears under Evidence, and your customer can review it.

💡 Tips

  • Upload clear and complete TC documents.

  • Make sure your documents include the PO reference, article number and certification standard.

  • Check the coverage after every upload.

  • Submit before the due date.

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