Systems that turn sourcing work into evidence

Specification control

One written parameter set per mandate, versioned, and referenced by every check downstream.

Every mandate runs from a single specification document rather than from an email thread. Inspection records, offers and shipment documents all reference the same version, so a disagreement about what was agreed resolves against a record instead of a recollection.

Covers

• Versioned specification per mandate
• Tolerance bands and deviation consequences recorded alongside parameters
• Referenced by inspection records and offers
• Change history retained across a programme

Inspection recording

Structured check records with photographs captured at the point of inspection, not written up afterwards.

Checks produce a record at the time they happen: parameter readings, package counts, and photographs with container and seal numbers visible in frame. Contemporaneous records are the difference between a resolvable discussion and an unprovable assertion if a claim arises later.

Covers

• Per-parameter readings against the agreed specification
• Photographic capture during loading with seals visible
• Deviation flagged before loading rather than after
• Records issued to the buyer as they are produced

Document sequencing

Document lead times mapped backwards from the sailing date so conditional certificates exist when needed.

Each document type has a lead time, and conditional documents requiring testing or treatment have the longest. Planning the sequence backwards from the sailing date is the single most effective way to avoid a shipment that is physically ready and documentarily incomplete.

Covers

• Applicable set determined during requirement qualification
• Lead times mapped against the confirmed sailing date
• Cross-check across invoice, packing list and bill of lading before release
• Credit wording settled before the credit is issued

Origin traceability

Passing supplier-level origin evidence through to the buyer, with the limits of that evidence stated plainly.

Where a supplier can evidence the origin of a lot, that evidence travels with the shipment records. Where they cannot, we say so rather than passing an unsubstantiated declaration upward as though it were verified. A structured framework for capturing this consistently is being established.

Covers

• Supplier-level origin evidence captured where available
• Unverifiable claims passed on as the supplier's claim, not ours
• Feedstock documentation requirements raised at enquiry stage
• Consistent capture framework in development

Programme trend reporting

Results tracked across lots so a slow drift is visible before it becomes a rejection.

Judging lots one at a time hides gradual movement. Consolidating results across a programme surfaces a drift in moisture or ash while there is still time to adjust the tolerance, the price or the loading window.

Covers

• Consolidated results across shipments in a programme
• Trend visibility rather than lot-by-lot judgement
• Seasonal risk raised in advance with options
• Periodic specification review at agreed intervals

Buyer shipment portal

A single place for a buyer to see specification, inspection records and document status for their shipments.

Records are currently issued directly to buyers as they are produced. A consolidated portal giving buyers self-service access to specification versions, inspection records and document status across their shipments is planned.

Covers

• Specification version history per mandate
• Inspection records and photographs by shipment
• Document status against the planned timeline
• Programme-level trend reporting