EUDR supplier guide

Getting started

This guide gives an overview of all the steps you’ll need to take.
Where relevant, links will direct you to detailed pages showing how to complete each step within the Coolset platform.

Note: This guide is intended for suppliers who do not directly produce the product.
If you are the direct producer, please refer to:

->📄 EUDR producer guide

If you get stuck at any point, you can contact the Coolset team via the in-app chat (click the blue icon).

Step 1: Accept the email invite and register

• Accept the platform invitation sent by your customer via email. (from requests@coolset.com)

• Register your account and set up your profile.

• You can invite team members to help you complete the process.

  ->📄 Inviting your colleagues to Coolset

Step 2: Complete the supplier self-assessment

Inside the platform, you'll find the supplier self-assessment, this helps determine your company’s compliance readiness.

You’ll need to provide information on:

• Your company’s sourcing practices

• The complexity of your supply chain

• Supporting documents, such as contracts, certifications, or sustainability reports

Once submitted, an automatic risk assessment will evaluate your EUDR risk level.
If needed, you may be asked to take mitigation measures.

->📄 How to complete the supplier self-assessment?

Step 3: Add your products

Add the products you sell to the product catalog. For each product, select the correct HS code and choose the appropriate product type:

• Select Purchased if you buy the product from an upstream supplier.

• Select Produced if you produce it yourself.

The product type you choose determines the rest of your workflow. Purchased products require you to add suppliers and purchase orders. Produced products require you to add origins.

Step 4: Review your assigned products and orders

For each order that enters the EU, the company based inside the EU will have to generate a due diligence statement. To trace this order, a customer places a purchases order (PO) including the products that he purchases. This PO, will show up in your sales order (SO) overview.

Tracing is the key action in this step: For each sales order you received, you need to connect your own products to the products listed in the sales order. This is called tracing. Tracing tells Coolset which of your products corresponds to the product your customer ordered, so that due diligence information can flow from your supply chain back to your customer.

To trace a sales order:

1. Open the sales order you received from your customer.

2. Click the Trace button on the order line.

3. Select the matching product from your own product catalog.

This link is what allows compliance data (origin, assessments, documents) to pass through the supply chain.

->📄 How to manage sales orders and trace products?

Step 5: Add and manage your upstream suppliers

For all the products that are in scope, you'll need to pass on the compliance request to your supplier. This way an in-scope product is traced back to its origin (where it's produced).

• Add your own suppliers or cooperatives that provide in-scope materials.

• Invite them to the platform to, or enter it on their behalf by self-declaring

  ->📄 How to add suppliers?

Step 6: Request and validate origin (plot-level) data to your suppliers

For each sales order that you've received from your customer, you need to request origin data from your upstream suppliers. This is done by creating a PO with your suppliers and adding your products to this PO. Your suppliers will receive this PO as an SO, just like how you receive an SO from your customer.

->📄 How to add purchase orders (POs)?

Step 7: Submit due diligence data to your customer

Once your upstream suppliers have provided all the relevant information, you have to review this information. Once you've reviewed the information, you pass on the information to your customer. This is done automatically

• Review your supplier assessment, mitigation actions, and origin data.

• Confirm everything is complete and accurate.

• Data is automatically passed on by linking the sales order that you receive, with the POs to your suppliers

Step 8: Maintain records and respond to follow-up requests

According to EUDR regulation you must keep copies of all uploaded documents and correspondence in Coolset for at least five years. This is done automatically. This only applies to EU companies

• If your customer requests clarifications or audit support, respond promptly using your stored records.

• You need to update your data when:

  • Sourcing practices change

  • New suppliers are added, or

Step 9: Repeat due diligence for new orders

Each time your customer sends new or updated sales orders, you must link these to the purchase orders with your suppliers. The "supplier self-assessment" is only done during setup or when your situation changes.