Transaction Certificates are a critical part of organic textile traceability, serving as the only valid proof that specific goods traded are certified. To improve clarity, consistency, and alignment across global supply chains, updated guidance was issued to refine how Transaction Certificates are prepared and verified. This article explains the key takeaways from the latest advisory, highlighting what has changed, why it matters, and how certified organisations, traders, brands, and retailers should adapt their processes.
Why This Advisory Was Issued
Following the implementation of Transaction Certificate Policy Version 3.0, ongoing feedback from certification bodies and supply chain stakeholders highlighted areas that required:
Clearer wording
Improved consistency in data reporting
Better alignment with global traceability practices
Reduced ambiguity during audits and verifications
The advisory introduces clarifications and mandatory data updates to ensure Transaction Certificates remain reliable, auditable, and harmonised across certification systems.
Clearer Definition of Invoice Information
One important clarification relates to invoice references on Transaction Certificates.
The wording has been refined to explicitly state that:
Invoice numbers listed must refer to the seller’s invoice
This removes ambiguity where multiple invoices or intermediary documents exist
This change improves traceability by ensuring that the financial document linked to the certified shipment is always clearly identifiable.
Updated Rules for Identifying the Consignee
The advisory provides detailed guidance on how to correctly list the consignee, depending on how transportation is arranged.
Common Scenarios Explained
The buyer arranges transport from the seller’s site
The seller’s facility is listed as the consignee.The seller arranges transport to a port in the buyer’s country
The port may be listed as the consignee unless transport documents confirm delivery to the final destination.Large retailers and brands with distribution centres
The buyer’s warehouse or distribution centre is listed as the consignee.
Certified Buyer Requirement
If the buyer is certified:
The consignee must always be a certified site of the buyer
This ensures that certified goods are transferred only between recognised and auditable locations.
Additional Verification When the Seller Site Is the Consignee
When the seller’s site is listed as the consignee:
The buyer’s Certification Body must verify transportation documents
Verification must confirm movement from the seller to the buyer’s certified site
This verification must occur before accepting the goods or using the Transaction Certificate as an input
This step strengthens chain-of-custody controls and reduces misuse risk.
Purchase Order Number Is Now Mandatory
Previously optional, the purchase order number is now a mandatory data field on Transaction Certificates.
Key requirements:
The purchase order number must be associated with the product
It must clearly link the certified goods to a commercial agreement
This improves alignment between certification records and commercial documentation
Mandatory purchase order information enhances transparency and audit efficiency.
Production Date Is Now Mandatory
Another significant update is the requirement to include the production date on all Transaction Certificates.
Key points:
The production date refers to when the product was manufactured.
If production occurred over multiple days, the latest production date must be used.
If the seller did not process the product, the date must be copied from the incoming Transaction Certificate.
This requirement ensures accurate temporal traceability and supports mass-balance verification.
Alignment With Global Traceability Practices
The advisory also confirms that these updates:
Align with broader industry traceability expectations
Support harmonisation across sustainability standards
Improve consistency in audits conducted across regions
This alignment reduces confusion for companies operating in multi-standard supply chains.
Implementation Timeline: What Companies Should Do Now
The clarified requirements apply from October 2022 onward, meaning certified organisations should:
Review Transaction Certificate templates and workflows.
Ensure purchase order numbers are consistently captured.
Ensure production dates are accurately recorded.
Train teams responsible for documentation and certification.
Verify consignee logic based on transport responsibility.
Failure to apply these updates may result in non-conformities during audits.
Common Mistakes to Avoid
Leaving purchase order numbers blank.
Treating production date as optional.
Incorrectly listing uncertified consignees.
Using intermediary ports without supporting transport documents.
Assuming older Transaction Certificate templates remain valid.
Avoiding these errors is essential for maintaining certification integrity.