When your customer creates a purchase order (PO) for a product they buy from you, that PO automatically appears as a sales order (SO) in your Sales orders tab. You don't need to create sales orders manually.

For each sales order, you trace the products. This means linking each product your customer ordered to a product in your own catalogue, and then to where it came from. Tracing is how due diligence information (origins, assessments, documents) flows back through the supply chain to your customer.

Before you start

Add your products to your catalogue. If a product is missing when you're tracing, you can also add it directly from the trace page (see step 4). The product type decides what you trace it to:

• Purchased: trace it to one or more of your purchase orders.

• Produced: trace it to a harvest that is linked to an origin.

• Manufactured: trace it to a lot, which connects to the input materials used.

📄 How to add products?

How to trace a sales order

1. Go to Sales orders. Orders are grouped into To do, In progress and Completed.

2. Click Trace at the end of a sales order row. This opens the Traceability tab of that order. In the Supply chain section, click Trace. The trace page opens and lists every product on the order with its status (Traced / Not traced).

3. Select a product on the left. Under Catalog product, choose the matching product from your catalogue. Coolset shows its type, for example "This is a produced product that is traced through harvests."

4. If the product isn't in your catalogue yet, you can add it here. Coolset suggests the name, SKU, description and other details based on the ordered product. You only need to select the HS code and the product type.

5. Link the source:

   1. Purchased: select the purchase order(s) you bought this product on, or create a new purchase order if it doesn't exist yet.

   2. Produced: select a harvest, or click + New harvest. The harvest must be linked to an origin.

   3. Manufactured: select a lot, or click + New lot.

6. Repeat for each product, then click Save.

📄 How to add and review purchase orders (POs)?

📄 How to add lots and harvests?

📄 How to add origins?

Reading the Traceability tab

• Suppliers lists every company in the order's supply chain and the status of its company assessment.

• Supply chain shows how far tracing has got: products traced, chain complete to origin, who it is waiting on, and how many origin assessments are passing. Below that, you can expand each line from the sales order down to the purchase order, harvest lot and origin. This is the full chain your customer relies on.

How tracing continues upstream

When you trace a purchased product to a purchase order, that PO appears as a sales order in your supplier's workspace. They trace it the same way. This continues until it reaches the producer, who links a harvest and origin.

📄 How to add suppliers?

After tracing is complete

Once all products on a sales order are traced, and all suppliers in the chain have completed their tracing, risk assessments and origin data, the due diligence information flows back up the chain automatically. Your customer can then generate a Due Diligence Statement (DDS) for the original purchase order.

FAQ

1. What does it mean to "trace" a product? Tracing connects the product your customer ordered to your own product in Coolset. This link is what allows due diligence information (origins, assessments, documents) to pass through the supply chain.

2. Do I need to trace every product in a sales order? Yes. All products in a sales order must be fully traced before a complete DDS can be generated.

3. I can't match a product from the sales order to my product list. If the product isn't in your catalogue yet, add it from the trace page. Coolset fills in the details and you only need to select the HS code and product type.

4. Can I trace different product types within the same sales order? Yes. Each product is traced on its own, so one product can go to a purchase order, another to a harvest and another to a lot.

5. Do I need to create sales orders manually? No. When your customer creates a purchase order, it automatically appears as a sales order in your workspace.

6. How do I see whether the full chain is complete? Open the sales order and go to the Traceability tab. "Chain complete to origin" shows how many lines reach a plot of land, and "Waiting on" shows which supplier still needs to act.

7. When can my customer create a DDS? Once all suppliers in the chain have completed their tracing and submitted the required data (products, origins, assessments), the customer can generate a DDS for the original purchase order.